Question

Discuss organizational upward and downward communications problems; problems such as word choice and language style. Answer the following: What type of instrumental goals does each type of language seem to convey?

Answer 1

Discuss organizational upward and downward communications problems:

Downward communication is the flow of information and messages down the hierarchy. In other words, the formal messaging passes through a chain of command from the higher levels to the employees. Such information or messages are instructions, authoritative, information pertaining to the policies and procedures and other important notices that the employees need to know.

On the other hand, upward communication is the information and messages from the employees that travels up through the hierarchical structure to the managers and executives in the higher level. Such information can be suggestions, complaints or innovative ideas for any process improvement, etc.

Problems with downward communication-

• Word choice and language style- The management are very careful about the choice of words as it might instigate chaos among the employees if the right words are not used.
• Language style- The language style is persuasive. Since the messages or information are authoritative in nature, employees might be reluctant to these instructions.
• Message distortion- Since the message moves through a chain of command, there are possibilities that the message would not reach the employees in its ‘purest’ form. There are chances that the messages might not reach the employees to achieve its purpose.
• Slow feedback- Since the information need to travel up and down the hierarchical chain, the feedback is slow thus resulting in problems of late delivery of results.
• Interpretative problems – Since there is message distortion and slow feedback for message clarity, there are interpretation problems with the employees.
• Lowers morale- The downward communication provides distorted messages and highly time-consuming. These factors lower the morale of the employees.
• Highly de-motivating-Since the information needs to pass through the chain of command and is dependent on each organizational level, this method does not motivate the employees.

Problems with upward communication-

• Word choice - The employees tend to use assertiveness in their choice of words for communication. However, there are possibilities that the executives might interpret it as ordering or commanding which might create a bad impression on the employees.
• Language style- The expository style of language is often used by employees. The main purpose of this language style is to explain an idea or concept including details and any support references.
• Changes in information- There are chances that the subordinates change their information which makes it difficult for top executives to take any decision.
• Unwillingness- Sometimes subordinates would not be willing to share the information which results in less or changed information.
• Bypass- Sometimes employees do not follow the proper channel of hierarchy and tend to bypass their immediate supervisors.
• Flattery- subordinates use flattery as a tool to convince their bosses. Hence, they might not reveal the true information to their bosses.
• Negligence- Sometimes the information passed on to the supervisor who is negligent and does not care about the employees does not provide any meaning of the entire communication.
• Lack of initiative- Sometimes employees does not initiate their information flow to their managers due to reasons like fear.

What type of instrumental goals does each type of language seem to convey?

Instrumental goals are goals we try getting someone to do things for us. In the above discussion, we have referred to two types of language styles namely expository and persuasive (other language styles narrative and descriptive are used to entertain and narrate stories).

In expository language style, the instrument goal is trying to convince the executives to accept the employee’s request. The subordinates express their ideas or concepts by supporting facts, figures or benefits of process improvements. The information is presented in a logical manner so that the top executive is not confused with the concept. The presentation should be crisp and clear so that the employee achieves his/her instrumental goal of convincing the leader to accept the idea or concept.

In the persuasive style, the instrumental goal is to convince the employee or reader of a particular point of view or instructions. The management should focus on credibility, logical reasoning of the argument, ethical issues and empathize the employees. The result of a persuasive style is a call to action to the reader. Thus, the instrumental goal is to make the employees take appropriate steps for the instructions or notices provided by the management.