Q. Which type of communication plays most important part in raising the motivation level of employees working in an organization? Your answer must comprise of arguments with examples.
An organization is considered as a human body and the communication circulated within the organization whether written or oral is considered as blood. The more accurate the blood flows in the body the more efficiently the parts of the body will perform. In order to run any organization to optimistic level, it is the basic phenomenon that each of its staff, workers or employees should be in a position to perform his or her duties or responsibilities at optimized level. But the question is “How to achieve this optimized level?” The answer is simple, by “effective communication”. As discussed above the staff, employees or workers play the most important role in running any organization to its optimized level. So, in order to achieve the optimistic level employees performance should be efficient. Employee’s efficiency is directly related to their motivation. Managers who are responsible for communicating various information and tasks to their sub-ordinates or juniors use extensive communication which is known as Downward Communication. The staff or employees communicate to the upper management in order to give them feedback about how they feel or what problems they are facing at their end which is known as Upward Communication. Same level communication flow diagonal and known as Lateral Communication. Downward Communication plays important role in motivating employees: This communication flows from the higher management to downward hierarchy and is considered the most important in raising the motivation among the employees. The basic function of downward communication is to affect receiver knowledge or behavior by informing, directing, regulating, socializing and persuading. Such communication is usually used to communicate different information to the downward hierarchy such as: 1. Employee Job Description: Job description which is communicated by the higher management to the employee gives a clear picture of what will be his or her role in the organization which certainly comforts the employee by knowing his responsibilities and limits.
For example; if a person is hired but not communicated his responsibilities and limits he may confused to know what tasks are he responsible for or to whom he is liable to report, it has been observed that in organizations having lack of communication are some times over-staffed because the employees are not well aware of their complete job description and are not performing all of their duties or some times organizations are under-staffed because employees are over burdened because they don’t know their work limits. 2. Organizational Policies and procedures: Organizational policy is a statement or set of statements which define the direction of an organization whereas procedures are defined to implement that policy. It is very essential for the employees to know the company policy and procedures. It is the duty of the higher management to communicate the policy and procedures to their subordinates and workers in order to take them in confidence and to give them the feeling of owning the organization. For example; if employees are well communicated about the organization policy towards its employees, like the housing (employer-provided or employer-paid), group insurance (health, dental, life etc.), disability income protection, retirement benefits, tuition reimbursement, sick leave, vacation (paid and non-paid), social security, profit sharing, funding of education, and other specialized benefits, they feel secure and it develops a concrete confidence to organization which ultimately motivate them to work honestly and efficiently for the organization. 3. Encouraging Employees Employees need supportive and encouraging attitude from the upper management to their work achievements. Acknowledgement from the upper management to the employees working honestly and hard, provide a great level of motivation to them. Management could use cash or other rewards in recognition the employee achievement or sometimes nice words or gestures from the higher management may play the same role. For example; if employees working hard and efficiently due to which the organization accelerates well towards its objective but they don’t receive any supportive and encouraging attitude from the higher management they may lose their interest towards their work, whereas if the employees are acknowledged from the higher management on their hard working they get motivated and work harder for the organization.
Summary: Downward Communication plays the most important role as it is a flow of information passed on to the downward hierarchy. The managers are responsible for the accurate flow of information to the lowest hierarchy. After joining the organization employee start getting orders and information from the upper management, it includes clear job directions, working procedures, employee safety and security, organization policy, fringe benefits etc. The lack of this downward communication from the upper management lead to the employee dissatisfaction, loss of work interest and other security threats which brings down their motivation level at very low and thus the employer then face huge problems in retaining its employees. The more the management focuses on proper downward communication the more motivational environment develop for the employees which benefit the organization in various manners as well as in employee retention.