Assignment On Barriers of Upward Communication & way to overcome the barriers

Submitted to: Ashraf Al Mamum Associate Professor Bangladesh Institute of Bank Management

Submitted by:

Group#8
1. 2. 3. 4. 5. Md. Md. Wahidul Islam Muhammad Tajul Islam Mohammad Kawsar Ahmed Mazumder Md Monirul Islam Md.Sakhawat Hossain ID:0712036 ID:0712037 ID:0712038 ID:0712039 ID:0712040

Bangladesh Institute of Bank Management (BIBM) Mirpur 2, Dhaka

Introduction
Communication is the exchange of thoughts, messages, or information, as by speech, visuals, signals, writing, or behavior. Communication is neither transmission of message nor message itself. It is the mutual exchange of understanding originating with the receiver. The communication process is complete once the receiver has understood the message of the sender. So communication becomes fruitful when it is understood by the receiver. Only passing orders from managers to subordinates is not important. There should also be a flow of information from employees to the top-level managers. Upward communication is termed as the flow of any kind of information from lower levels in the hierarchy to the upper ones in a company. Upward communication involves messages that are sent from subordinates to superiors. Subordinates send messages providing answers to inquiries, reporting on activities, tasks, and projects, communicating understanding about practices and policies, or revealing job related problems.

Upward Communication
Internal business communication can be either downward or upward. Downward communication consists of communications sent from management to workers, like emails and performance reviews. Upward communication is communication from workers to management. Upward communication is often encouraged considering managers have found that it keeps them aware of the feelings and moral of the employee. In a company, only passing orders from managers to subordinates are not important. There should also be a flow of information from employees to the top-level managers. Upward communication is termed as the flow of any kind of information from lower levels in the hierarchy to the upper ones in a company. It also used to allow them to know where they are a need for improvement in the work place. So, the channels of information would typically be: Executive > Team Leader > Project Manager > Program Manager > Practice Director > Director > Board of Directors . A proper flow of information from ordinary employees to the higher management aids in clear communication, which is better for carrying out any task. In other words, healthy communication aids in bridging the communication gap between employees, managers, and the top management.

Fig: 1 Upward Communications

In the light of above definition it can be stated that upward communication is the opposite system of downward communication which allows the flow of information from the down to the up. Upward communication has several functions, including: Providing input for decision making Advising about subordinates information needs Providing information regarding subordinates Providing a potentially constructive outlet Allowing superiors to assess the effects of previous downward communication and, Helping subordinates cope with problems and facilitating their involvement

Major Barriers to Upward Communication

Communication is an integral part of working in the business environment. Individuals communicate various pieces of information to internal and external business stakeholders. flows While much of or the business to communication employees, in organizations from directors managers upward

communication channels also can exist. Although it has been proved as an effective way of communication in the business management, it is not an easy to establish upward communication within the organization. It is tough to sent

message from lower management to higher management due to traditional structure of management where subordinates are only to follow the message of the higher management ignoring the degree of effectiveness of the message. Upward communication channels are the methods that lower-level or front-line employees use to transfer messages to managers, supervisors and directors. These channels may face significant barriers for employees attempting to send feedback or other communication to higher-level management. The following barriers are seen in the upward communication system. Communication Medium Upward communication channels may be crippled by the communication mediums available to lower-level employees. Directors or managers often use multiple communication channels, such as telephones, letters, memos, meetings and other methods. However, employees may not have as many mediums at their disposal to send messages to directors or managers. Limited communication mediums can force employees to deliver messages using potentially ineffective methods. Inappropriate upward communication mediums can create confusion for individuals receiving the messages. To overcome the medium barrier, there is a need of establishing an effective communication system through which all level of employee can reach the directors or managers without interruption in order to exchange the message. All communication medium have to make avable for all level of employee to sent clear message to upper level management. Filtering Filtering occurs when messages pass through an intermediary in the

communication channel. Filtering often can alter the original message, limit its effectiveness or render it incomprehensible. Upward communication filtering occurs when employees pass a message intended for upper-level management through an immediate supervisor. The employees immediate superior may change information in the message to reflect the supervisors opinion or understanding of the situation. Filtering also occurs when the message's recipient allows the message to pass through multiple individuals before reaching its final, intended party.

To overcome the filtering barrier which is suppose to change the original message and to reach the unchanged message to higher management or decision making body, the communication should be in the form of written or in the recorded voice which will keep the originality of the message. Hearing Hearing, rather than listening, serves as another barrier to upward

communication. Hearing is registering sounds; listening is processing the information heard. By hearing their workers speak, but not listening to the message conveyed, managers could miss important feedback. Implementing listening strategies, like reflective listening and active listening, helps to prevent the hearing barrier. Reflective listening works by rephrasing what the other person says to ensure no miscommunication takes place. For instance, a manager might respond to a worker who says I cant work next Friday because I have to drive my mother to the doctor with Ill take you off the schedule Friday so you can take your mother to her doctor. Active listening involves using nonverbal communication, like posture and eye contact, to show youre listening. Intimidation Intimidation hinders upward communication by restricting the free exchange of ideas. A worker intimidated by his boss may not be honest or willing to speak up. This may prevent management from hearing feedback it could benefit from. Intimidation can be created through having an unwelcoming demeanor. To overcome the intimidation barrier gratitude and encouragement may be best option. The message from any level of organization must be received with gratitude to encourage the employee to come up with their views and ideas to share with the higher authority. This will remove the intimidation of employee to communicate the manager. Education or Experience Upward communication faces barriers when lower-level employees have different educational backgrounds than the individual requesting feedback. Lower-level employees also may lack the specific business experience to allow

them to reply with terms that are readily understood by the receiving parties. Employees also may have misunderstood the original message from a lack of understanding, education or experience. Misinterpreting the original message allows incorrect or unnecessary information to flow through the upward communication channel. To overcome the barrier, a standard way should be set within organization to bridge the communication gap between the educated and uneducated employee. Educated employee is here to play the key role through enabling the capacity of receiving and delivering all sorts of message sent and received by the uneducated employee Cultural Differences Business organizations face cultural differences when sending messages through the companys communication channels. Cultural differences can affect the language in messages flowing through upward channels to managers. This barrier can be more prevalent in companies with global operations, large international work forces or diverse local economic labor markets. Cross-cultural knowledge sharing among the employees through

intensive and extensive training may blurred the cultural difference. Companies may need to employ managers who have an understanding of cultural differences and can translate messages through the upward communication channel to higher-level managers. Structural Barrier Most employees have trouble with upward communication. This may be because of management structure and long-time practice of the organization. An organization practicing downward or horizontal communication may not culture the upward communication within the organization. Managers, who are habituated with bossing, may not encourage upward communication. To overcome structural barriers, offer opportunities for communicating upward, (using such techniques as employee surveys, open-door policies, newsletters, memo, and task groups). Try to reduce

hierarchical levels, increase coordination between departments, and encourage two-way communication.

Conclusion:
Despite different barriers, upward communication is the best in the sense of getting feedback of end users of a service or product. The feedback of the end user and customer dealing employee may contribute to the betterment of the organization. Apart from this, upward communication plays an important role in workplace morale. The barriers traced in the upward communication are to be overcome by action taken by the manager and employees interest. Effective internal business communication involves removing barriers to upward communication.