TECHNIQUES FOR COMMUNICATING IN

ORGANIZATIONS AND MANAGEMENT

INFORMATION SYSTEM
REFERENCE: ENGINEERING MANAGEMENT
AUTHOR: ROBERTO MEDINA
TECHNIQUES FOR
COMMUNICATING IN
ORGANIZATIONS
DOWNWARD
COMMUNICATION
PURPOSES OF DOWNWARD
COMMUNICATION

To provide information
To give instructions about policies and
procedures

To give feedback about To indoctrinate and

performance communicate
 TECHNIQUES FOR DOWNWARD
COMMUNICATION

LETTERS MEETINGS TELEPHONES MANUALS HANDBOOKS

NEWSLETTERS
UPWARD
COMMUNICATION
TECHNIQUES USED FOR UPWARD
COMMUNICATION
-FORMAL GRIEVANCE PROCEDURES
-EMPLOYEE ATTITUDE AND OPINION SURVEYS
-SUGGESTION SYSTEMS
-OPEN-DOOR POLICY
-INFORMAL GRIPE SESSIONS
-TASK FORCES
-EXIT INTERVIEWS
 +A part of a normally operating
organizations
FORMAL +Holley and Jennings define it as
any employees 'concern over a
GRIEVANCE
perceived violation of the labor
PROCEDURES agreement that is submitted to the
grievance procedure for eventual
resolution
EMPLOYEE ATTITUDE AND OPINION
SURVEYS
The exercise requires expertise and the company may not be
prepared to do it.

If the organization’s operation is large enough to justify such

activity, then it must be done.

A benefit-cost analysis must be used as a deciding factor

SUGGESTION
SYSTEMS

Important sources of cost-

saving and production
enhancing ideas

Contributes to employees
morale
OPEN DOOR POLICY
+ An open-door policy indicates to
employees that a supervisor or
manager is open to an employee's
questions, complaints, suggestions,
etc.
+ The objective is to encourage open
communication, feedback, and
discussion about any concerns
employees may have.
+ Provides the management with an
opportunity to act on difficulties before
they become full-blown problems
INFORMAL GRIPE
SESSIONS
Gripe Session- Refers to a conference
or other meeting at which sales
people primarily offer complaints
about company products, personnel
policy or environment.
When employees feel free to talk,
then management will be spared with
lots of efforts determining the real
causes of problems in the company
TASK FORCES
+ A task force may be created and
assigned to deal with the problem or
issue
+ Consists of management and non-
management personnel, thus
fostering teamwork, enhancing
creativity and developing skills.
 +When employees leaves an
organization for any reason
it is advantage of
EXIT management to know the
INTERVIEWS real reason.
+Exit interviews may provide
some of the answers for the
negative developments
 PURPOSES OF HORIZONTAL
COMMUNICATION

TO COORDINATE ACTIVITIES TO PERSUADE OTHERS AT TO PASS ON INFORMATION

BETWEEN DEPARTMENTS THE SAME LEVEL OF ABOUT ACTIVITIES OR
ORGANIZATIONS FEELINGS
TECHNIQUES FOR HORIZONTAL
COMMUNICATION

MEMOS MEETINGS TELEPHONES PICNICS DINNERS

AND OTHER
SOCIAL
AFFAIRS
MANAGEMENT INFORMATION
SYSTEM
Defined by Boone and Kurtz as an organized method of providing
past, present, and projected information on internal operations and
external intelligence for used in decision making.

Consists of written and electronically based systems for sending

reports, memos, bulletins and the like.

Allows managers of the different departments within the firm to

communicate with each other.
PURPOSES OF MIS
+ To provide basis for the analysis of early warning signals that
can originate both externally and internally
+ To automate routine clerical operations like payroll and
inventory reports
+ To assist managers in making routine decisions like scheduling
orders, assigning orders to machines, and reordering supplies.
+ To provide the information necessary for management to make
strategic or non programmed decisions.