 Basically, COMMUNICATION is

sharing of ideas/information with

others & being understood.

 It is a two-way process of sending

& receiving words, actions,
symbols, or signs.

 It is what we do to give message

& get understanding.
 To provide the necessary information about a
job, a machine, a decision, an action taken, etc.

 To recognize good performance.

 To prevent misunderstanding due to

misinformation that may lessen a person’s
working efficiency.

 To allay fears, worries & suspicions an

individual may have in his work or toward his
employer.
To serve as a real management tool,
communication must:

 Not end with the transmission of orders

downward.

 Consider the rights & needs of people

below to communicate upwards.

 Be a two-way exchange process.

1 DOWNWARD COMMUNICATION

 Flows from upper levels of management

to the next lower level, down to the
rank-and-file.

 Used when management wants to

inform employees of policies,
procedures, directives, etc.

 It is the supervisor’s responsibility to

make sure that he, as well as, those
below him understand what is
communicated.
2 UPWARD COMMUNICATION

 Proceeds from the lower levels of the

organization up to higher management.

 Necessary to improve efficiency, as

well as, to ensure that downward
communication from management is
received and understood.

 It is the supervisor’s responsibility to

help his men express themselves
clearly and relay exactly what they
want to say.
3 LATERAL COMMUNICATION

 Takes place among employees of the

same level.

 Usually concerns the dissemination of

information pertaining to areas of
responsibility and/or reports of levels
of achievement in jobs involving more
than one work group.

 It ensures avoidance of duplication of

work effort in achieving management
goals.
 Workers should be told every thing that
directly affects them.

 Things indirectly related with the work

or physical conditions surrounding the
job should be communicated, such as
those which have to do with work
coordination, company organization,
plans for growth & expansion.
 Work assignment  Vacation policy
 Work flow in offices  Company services
 Machine repair  Recreation
 Materials  Management policy
 Methods of  Pay
operation  Rules & regulations
 Overtime  Acknowledgement
 Responsibilities of good performance
 As a general rule, people should be
informed about any event well in
advance of rumors & gossips.

 If the information deals with

vacations, shutdowns, etc. It should
be released soon enough to be useful
to individuals who will benefit from
them.
 Give meaningful reasons to those being
informed. This is one of the best way to gain
acceptance.
 Where persuasion is necessary, employ
verbal communication. This is more effective
than print since you see the other’s reaction
and hence are able to adapt your
presentation accordingly.
 Invite response from workers.
 Use more than one medium of
communication. A meeting may be good, but
a meeting reinforced by a letter is more
effective than an announcement which gets
only one treatment.
 Face-to-face interview, i.e., for personnel
selection, induction, evaluation, counseling,
etc.

 Giving Job instruction, e.g. new techniques,

alterations, etc.

 Transmitting/obtaining information &

reports, e.g., policies, procedures, etc.

 Heading conferences & group meetings.

 3 basic ELEMENTS OF
COMMUNICATION: the sender, the
receiver, and the message.

 For one to get through the other.

 They must be tuned in on the same

wave length.
 They must speak the “same language”.
 The sender must use the language the
receiver understands.
The communicator makes use of certain
aids or devices:

 WORDS are precision instruments.

 Use the right words for the purpose in hand.

 Avoid imprecise words like “few”, “some”, or

“many” when meaning will be conveyed better
by actual numbers and percentages.

 Tone sometimes convey more than content

does. It is, therefore, wise to use the correct
tone in your messages.
  LETTERS can be made appealing to the
receiver’s self interest.

 Catch your reader’s interest in the opening

salvo. And, close with an appeal for action.

 Don’t let your message dangle without clear

indication of just what it is you want him to do.

COMMUNICATIONS should be brief:

 Long enough, and no longer, to get the

point across.

 Not wordy, redundant or long-winded.

 PRESENTATION to be effective should
include the following:

 A careful organization of the subject matter.

 By identifying major and minor points.

 By organizing thoughts & information points to put

across a specific outline.

 Judicious use of visual aids.

 Charts, graphs, slides, transparencies, movies have

an important part. Used improperly, however, they
can be boring and, worse, may give the wrong
emphasis.

 LISTENING is an important aspect of

communication. In communicating, don’t do
too much of the talking yourself, listen to
what the other has to say.
 Bulletin board  Exhibits
notices  Letters
 Circulars  Interviews
 Inter-office memos  Informal talks
 Company papers  Meetings
 Official notice  Conferences
 Posters