Running head: HOW CAN MANAGEMENT-EMPLOYEE COMMUNICATION 1

How can Management-Employee Communication Improve at Work?

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Davenport University
HOW CAN MANAGEMENT-EMPLOYEE COMMUNICATION 2

Abstract

This research paper explores on the topic relating to work management and employee

communication methodology. A firm must have good Internal communication, also known as

organization communication skills with management and employees to yield high profit and

outdo its competitors in the market (Spaho, 2010). There are two major processes of sending and

receiving the communication that should take place during communication to avoid a breakdown

in communication (Spaho, 2010). Communication can flow via downward communication flows,

upward communication flows, horizontal communication which involves employer and

employee with the intention of completing a task (Bartels, et al, 2010), Vertical communication

helps to convey an organization standards and goals (Bartels, et al, 2010) and diagonal

communication flows are the communication between people that are not on the same

organizational levels such as labor unions (Spaho, 2010). Vertical communication is best known

to commitments of employees while horizontal communication works best for professional

identification (Bartels, et al, 2010). Management needs understand what kind of message to

convey to employees, assist with better understanding knowing if the communication is sending

information about the operating standard, general business update, downsizing, benefit changes,

and informing about a merger (Teachout, 2019, July 25). Employee communication segment

(ECS) benefit should improve performance, facilitation of other projects and recognition of the

value of the workforce (Spitzer & Swidler,2003).

HOW CAN MANAGEMENT-EMPLOYEE COMMUNICATION 3

How can Management-Employee Communication Improve at Work?

This research paper intends to provide research and references on how management can

better communicate with employees to enhance a firm’s productivity. A firm must have good

Internal communication also known as organizational communication skills, with management

and employees to yield high profit and outdo its competitors in the market (Spaho, 2010).

Breakdown in firm’s internal communication with employees could result to firm’s profit loss,

business loss and even company’s short down (Spaho, 2010).

The main purpose of this research is to help the reader (s) understand elements to

successful organizational communication that can empower a firm. From this research, for the

elementary communication exchange to take place, there are two major processes of sending and

receiving the communication that should take place (Spaho, 2010). The sender, encoding the

message and the receiver that should hopefully understand what is being communicated to him

or her (Spaho, 2010). It is necessary for management to basically communicate to employees so

that they can understand the message (s) within the discussion. Employer should always be

updated to researchers and methods to facilitate communication within its firm for a better

understanding.

This research paper will conclude with the seven observations of firm’s communication

results which are listed as comprehensive and trustworthy information, assurance between

administrator, supervisors, managers, and teams, strong and safe work conditions, good payment,

work community without conflict, a thriving work environment, and confidence in the future for

the firm (Spaho, 2010).

HOW CAN MANAGEMENT-EMPLOYEE COMMUNICATION 4

Fundamentals of HR Management Communication

Communication is the process of exchanging signs and symbols activated by the mind of

an individual (Spaho, 2010). Communication is the exchange of words via two way

communication to the messenger and the receiver (Spaho, 2010). For proper communication to

take place, there are two major processes of sending and receiving the communication that

should take place (Beckham, King, 1992). The sender sending the message and the receiver that

should hopefully understand what that is been communicated to him or her (Spaho, 2010). It is

necessary for management to basically communicate to employees so that they can understand

the message (s) within the discussion. Employer should always be updated by researchers and

methods to facilitate communication within its firm for a better understanding (Spaho, 2010).

Basics means of communications should involve the means of verbal and nonverbal

messages by the sender and the receiver (Spaho, 2010). Verbal or nonverbal word processing

communication directs the dynamics of the roles of communication passageways during direct

message exchange (Spaho, 2010). As we as individuals change in our manners so does

communication or message received changes over time from one company to the others (Spaho,

2010). However, as the messages we receive from the sender changes, so does the stimulation of

the meaning of communication helps persons to develop his or her own communication ideas

(Spaho, 2010). The behavior of a communicator is best learned from the verbal or nonverbal

communication factors.

The Effectiveness of Organizational Communication

There several effective organizational communication methods but this search focuses on

two major components which are organizational communication through four fields of

management and five functions of the organizational communication elements (Spaho, 2010).
HOW CAN MANAGEMENT-EMPLOYEE COMMUNICATION 5

The main idea of organizational communication is to build a relationship between HR

management and employees which in turn facilitates a company’s strategic objectives (Spaho,

2010).

A firm’s fields of management must develop motivational skills to help motivate

employees through advance communication skills, development of interpersonal relations, know

how to have a proper decision making process, and be knowledgeable about how to control

employee behavior especially during important communication briefing with the employees

(Spaho, 2010).

The second approach of a firm’s communication mechanism have five functions.

Through thoughtful organizational communication functions; the employer will gain compliance,

leading with motivation and influencing of employees, and help promote problem solving skills

and decision making within the firm, and be knowledgeable of conflict management, negotiation

and bargaining (Spaho, 2010).

The Four Processes of Communication

The sender of message is the HR management that is there start the delivery of the

communication to the employee while the employee is the receiver of the communication. The

initiator (management) of the message wants the intended (employee) to understand the message.

It is important for the sender of the message to perform proper investigation before the

presentation of a communication using the appropriate verbal or nonverbal elements. Using the

best eye contact, body language, tone, and at the best time that best suits the organization (Spaho,

2010). The sender of the message should always await the feedback of the encoded

communication which is the key element of all the message initiated by management (Spaho,

2010).
HOW CAN MANAGEMENT-EMPLOYEE COMMUNICATION 6

What are Some Ways to Encourage Employer- Employee Communication?

There are five major employer-employee communication flow directions: downward

communication, upward communication, horizontal communication, vertical communication,

and diagonal communication (Bartels, et al, 2010; Spaho, 2010; 2013). These communication

types and models are intended to aid in management and employer communication within an

organization.

Downward Communication

Downward communication flows usually take place in a very authoritative HR

management environment and flows from top to bottom in an attempt to communication with the

employees (Spaho, 2010; 2013).

Five type of action downward communication elements. Downward communication

five actions needed for a proper flow are: directional information; concrete tasks and their

relations information; regulations, rules and procedure information; the effect of an individual,

group and organization information; and ethical and mission of the company information (Spaho,

2010).

Span control effectiveness of downward communication. The effectiveness of

downward communication depends on the span control of the communication environment

(Spaho, 2010). The span of control which refers to the management bodies involved with the

communication such as the superior management that are planning, organizing, leading the

communication (Spaho, 2010). Wide span downward communication occurs when management

is in control and assist with message, when the leaders overseas a few subordinates is narrow

span of control downward communication (Spaho, 2010). During downward communication

flows occasionally, for example: a management or supervisor with a wider or larger member of
HOW CAN MANAGEMENT-EMPLOYEE COMMUNICATION 7

employee tends to get the downward communication loss, therefore the communication becomes

less successful (Spaho, 2010).

Upward communication

Upward communication flows when communication is coming from the employee to the

employer (Spaho, 2010). This communication flows main idea is to message the HR

management about the current situation at the bottom within an organization (Spaho, 2010).

Upward communication flows facilitate the efficiency of downward communication within an

organization; guarantee tasks improvement; improvement of task time; provides accurate

feedback; assist with management-employer on the same page with common vision (Spaho,

2010; 2013).

Horizontal Communication

Horizontal communication flows of communication are the flows of communication

between employees and departments whom are all on the same level within an organization

(Bartels, et al, 2010; Spaho, 2010; 2013). Horizontal communication flows allow for

management and combination activities within departments that perform independent tasks

(Bartels, et al, 2010). Horizontal communication provides for unity amongst employees,

therefore provides a sense of unified vision, directions, accurate feedback, construction of

effective change, and provides management with a level of control while maintaining common

goal (Spaho, 2010). Furthermore, horizontal communication flow takes places in several forms:

performing the duties of problem solving and exchange of ideas internally (Spaho, 2010).

Vertical Communication

Vertical communication is a work-related communication flow that helps to convey an

organization standards, goals, and developments (Bartels, et al, 2010). Vertical communication
HOW CAN MANAGEMENT-EMPLOYEE COMMUNICATION 8

flows through the top-down and bottom-up within a company’s ladder which assist employees’

position within an organization (Bartels, et al, 2010). This type of communication conveys the

organizations attitude, culture, and what it stands for to the employees which in turns gives the

employee a sense of belonging (Bartels, et al, 2010). Vertical communication flows

communications inform employees about the organization specific characteristics and

differentiation from its competitors, therefore, gives the employee peace of mind having the

knowledgeable about the firm’s mission, goals, accomplishments (Bartels, et al, 2010).

Vertical communication has different kinds such as: Top- Down communication

communicates flow information is relating to the firm’s strategy. Top-down communication flow

provides environment for top management support, and information delivery (Bartels, et al,

2010). Bottom-up communication flow is the communication from employees to the

management such as in a change communication and grant employee the sense of a say so within

the work environment (Bartels, et al, 2010).

Diagonal Communication

Diagonal communication flows are the most rarely used communication flow especially

when it supplements other communication methods. Diagonal communication flows are the

communication between people that are not on the same organizational levels such as labor

unions (Khorvash & Afghari, 2016; Spaho, 2010). Diagonal is mostly used by unions,

organization as it bypasses the first line and middle-level managers so its communications

directly between the union members, employees, and top management (Khorvash & Afghari,

2016; Spaho, 2010).

Which Communication Methods Best for Employer-Employee

HOW CAN MANAGEMENT-EMPLOYEE COMMUNICATION 9

Management having a good understanding of the best communication method will help

with communication satisfaction gap. Employer having the knowledge of the pan of control in

control flows, therefore keeping in mind that low structure control environment enables

communication to flow faster and provides faster feedback during message initiation (Spaho,

2010). A manager or supervisor with a wider structure control environment has the risk of

communication lost and less successful feedback during communication (Spaho, 2010).

Therefore, it is vital for organization to have smaller segments of managerial system to prevent

communication lost internally and externally (Spaho, 2010).

Vertical communication works best when commitments are needed from employees

(Bartels, et al, 2010). Vertical communication flows that helps conveys the organizations attitude,

culture, and what it stands for to the employees which in turns gives the employee a sense of

belonging (Bartels, et al, 2010). The more an employer uses vertical communication method,

their employees are given more autonomy power to get comfortable within the work

environment and within the organization giving the employees sense of identification, self-

fulfillments and self-satisfaction about the employer (Bartels, et al, 2010).

Horizontal communication works best for professional identification purposes (Bartels, et

al, 2010). Horizontal communication flows enable employee to have a strong identification of

self and with his or her profession (Bartels, et al, 2010). Employee work group horizontal

communication have group of individuals with the same project hierarchy. During the meetings,

task-related communication flows are carried and fine-tuned between employees and peers

(Bartels, et al, 2010).

HOW CAN MANAGEMENT-EMPLOYEE COMMUNICATION 10

Types of Management-Employee Message Communication

HR management must communication to research ways to improve communication

within the organization. Proper research is necessary for management take out to communication

with employees. Some elements to be communicated to employees could be about the standard

operating procedures, general business updates, bankruptcy, downsizing and restructuring

updates, benefits changes updates, emergencies, and merger or acquisition and outsourcing

communication.

Employee Communication Methods

Employee communication methods could be via several ways such as face-to

face, using printed materials, webinar presentation, and other models as needed by the employer

(Spaho, 2010).

Face-to-face communication

Face-to-face communication could be via verbal presentation, written communication, or

nonverbal communication (Spaho, 2010). Informal communication materials could include fact

sheets, brochures, bill stuffers, newsletters, videos, presentations, and anything that will assist the

sender deliver the message to the receiver of the message been conveyed (Tennyson & Ray,

2005). The Face-to-face communication message could be informed of a workshop, public

meetings such as via horizontal communication flow (Tennyson & Ray, 2005).

Printed Materials

Employers uses printed materials presentation during organizational communication to

provide later references for the employer later (Tennyson & Ray, 2005). Printed or written

materials presentation communication could be via official or formal communication (Spaho,

HOW CAN MANAGEMENT-EMPLOYEE COMMUNICATION 11

2010). Printed materials communication presentation could be via official memos, email, and fax

forms (Spaho, 2010).

Webinar Presentation

Webinar presentation of communication is usually developed by an organizational

Quality Management System (Spaho, 2010). Webinar presentation communication method could

be via fax, email, or social media communication (Tennyson & Ray, 2005). Email is the twenty-

first century prefer method of communication and the most effective communication method

globally (Zondi, Cassim, & Karodia,2015). Media communication has replaced the traditional

fax and memo communication methods.

Conclusion

All management is be updated and have on a standby equipment to access email

communication as it is the most effective method of communication this century (Zondi, Cassim,

& Karodia,2015). HR management having consistent media accessibility facilitates employer-

employee communication therefore decreases employee’s frustration in the work environment.

HOW CAN MANAGEMENT-EMPLOYEE COMMUNICATION 12

References

Bartels, J., Peters, O., de Jong, M., Pruyn, A., & Marjolijn van, d. M. (2010). Horizontal

and vertical communication as determinants of professional and organizational identification.

Personnel Review, 39(2), 210-226. doi:

http://dx.doi.org.proxy.davenport.edu/10.1108/00483481011017426

Beckham, K., King J., (2008), Building Coalitions: Communication in Coalitions,

University of Florida

Kang, M., & Sung, M. (2017). How symmetrical employee communication leads to employee

engagement and positive employee communication behaviors. Journal of

Communication Management, 21(1), 82-102.

doi: http://dx.doi.org.proxy.davenport.edu/10.1108/JCOM-04-2016-0026

Khorvash, F., & Afghari, A. (2016). Oral communication capabilities of managers: The case of

Iranian middle managers. Cogent Social Sciences, 2(1) doi:

http://dx.doi.org/10.1080/23311886.2016.1191104

Kim, D. (2018). Examining effects of internal public relations practices on organizational social

capital in the Korean context. Corporate Communications, 23(1), 100-116. doi:

http://dx.doi.org.proxy.davenport.edu/10.1108/CCIJ-01-2017-0002

Spaho, K. (2013). ORGANIZATIONAL COMMUNICATION AND CONFLICT

MANAGEMENT. Management: Journal of Contemporary Management Issues, 18(1),

103-118. Retrieved from

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HOW CAN MANAGEMENT-EMPLOYEE COMMUNICATION 13

Spaho, K., M.A. (2010). Organizational Communication As Key Factor Of Company Success.

Zagreb: University of Zagreb, Faculty of Economics and Business. Retrieved from

http://search.proquest.com.proxy.davenport.edu/docview/734617306?accountid=40195

Spitzer, R., & Swidler, M. (2003). Using a marketing approach to improve internal

communications. Employment Relations Today, 30(1), 69-82. Retrieved from

http://search.proquest.com.proxy.davenport.edu/docview/237054634?accountid=40195

Tennyson, P. A., & Ray, K. (2005). Creating a strategic communication plan THAT GATHERS

NO DUST. American Water Works Association. Journal, 97(1), 48-51,53-57,4. Retrieved

from http://search.proquest.com.proxy.davenport.edu/docview/221576254?

accountid=40195

Teachout, Robert (2019, July 25). SHRM Launches Initiative to Improve Management-

Employee Communication. Retrieved July 25, 2019 from:

https://www.xperthr.com/news/shrm-launches-initiative-to-improve-management-

employee-communication/39510/?cmpid=SOC%7cUSAG%7cHUGMN-2019--

Twitter_Generic_Tracking

Zondi, S., Cassim, N., & Karodia, A. M., PhD. (2015). INTERNAL COMMUNICATION

CHALLENGES AND ISSUES: A CASE STUDY OF TRANSNET FREIGHT RAIL

BUSINESS UNIT COAL, VRYHEID (KWAZULU NATAL PROVINCE, SOUTH

AFRICA). Kuwait Chapter of the Arabian Journal of Business and Management

Review, 4(6), 105-145. Retrieved from

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HOW CAN MANAGEMENT-EMPLOYEE COMMUNICATION 14

Outline

I. This research paper intends to provide research and references to how management

can better communicate with employees to facilitate firm’s productivity.

A. A firm must have good Internal communication also known as

organization communication skills with management and employees to yield high

profit and outdo its competitors in the market (Spaho, 2010).

B. Motivation: Breakdown in firm’s internal communication with employees

could result to company’s profit lost, busy lost, and even company’s short down

(Spaho, 2010).

C. Thesis Claim: This research paper will concluded with the seven

observations of firm’s communication excellency results which are listed as

comprehensive and trustworthy information, assurance between administrator,

supervisors, managers, and teams, strong and safe work condition, good payment,

work community without conflict, a thriving work environment, excellency on the

firm, and confidence in the future for the firm (Spaho, 2010).

D. Preview of Main Points:

1. Why is HR management- employee communication vital to a firm’s

successfulness

2. How should Employers- employees communication be a part of both

employees and management orientation teaching.

3. Why should employers have policy and procedures for employee’s proper

communication and feedback to the cooperation.

II. Body
HOW CAN MANAGEMENT-EMPLOYEE COMMUNICATION 15

A. Firm’s two major communication components

1. Internal communication which involves employees.

2. External communication which involves actors in the business

environment (Spaho, 2010).

B. what are some ways to aid employer- employee communication?

1. Downward communication flows

2. Upward communication flows

3. Horizontal communication is the tasked- related and informal

communication which involves employer and employee with the

intention of completing a task (Bartels, et al, 2010).

4. Vertical communication helps to convey an organization standards and

goals (Bartels, et al, 2010). Vertical communication has different kinds

such as

a) Top- Down communication communicates information relating

to the firm’s strategy

b) Bottom-up communication is the communication from

employees to the management such as in a change

communication (Bartels, et al, 2010).

5. Diagonal communication flows are the communication between

people that are not on the same organizational levels such as labor

union (Spaho, 2010).

III. Which communication methods works best for employer-employee

HOW CAN MANAGEMENT-EMPLOYEE COMMUNICATION 16

A. Vertical communication works best what’s commitments are needed from

employees (Bartels, et al, 2010).

B. Horizontal communication works best for professional identification (Bartels,

et al, 2010).

IV. Types of messages

A. Standard operating procedures

B. General business updates

C. Bankruptcy, downsizing and restructuring

D. Benefits changes

E. Emergencies

F. Merger or acquisition and Outsourcing

V. Methods of communication

A. Face-to-Face

B. Printed Materials

C. Webinar

D. the decision becomes complex

VI. Conclusion