REPUBLIC OF THE PHILIPPINES

CEBU TECHNOLOGICAL UNIVERSITY

DAANBANTAYAN CAMPUS
(SUC Level IV, AACCUP Accredited and ISO 9001 Certified)
Agujo, Daanbantayan, Cebu
http://daanbantayan.ctu.edu.ph email: ctudaanbantayan@yahoo.com
_____________________________________________________________________________________
NAME: CHRIS ANN A. NOVAL TERM: FIRST SEMESTER
COURSE: MaVEd DATE: AUGUST 20, 2017
CURRICULUM: EDUC.615 HUMAN RELATIONS PROFESSOR: DR. MARICHU D. ALALIM

LEARNING ELEMENT
In
Managerial Communication and Choosing the Right Tool in Communication

I. DOCUMENTATION:
a. https://www.managementstudyguide.com/managerial-communication.htm
b. http://strategicmodularity.com/2013/07/effective-communication-at-work-part-1-choosing-
the-right-tool/

II. CONTENT OUTLINE:

a. Managerial Communication - Meaning and Important Concepts
b. Types of Managerial Communication
i. Interpersonal Communication
ii. Organizational Communication
c. Ways of Managerial Communication
i. Verbal Communication
- Body Language
ii. Written Communication
d. Organizational Communication
i. Formal Communication
ii. Informal Communication
e. Direction of Communication Flow
i. Upward Communication
ii. Downward Communication
f. Choosing the Right Tool in Communication

III. BODY:
INTRODUCTION:
There are many reasons why we communicate. We may be seeking an answer to a question. We
may want to give advice, share information or change someones mind about something. We may want
to understand someone or we may want others to understand us.
Information if not shared is of no use. Communication plays a pivotal role in information
sharing. Individuals working together in the same organization need to speak to each other to keep
themselves abreast with the latest developments in the organization.
It is practically not possible for an individual to do everything on his own. He needs a medium
which helps him discuss various ideas and evaluate pros and cons of proposed strategies with people
around.
REPORT PROPER:
What is Managerial Communication?

Managerial communication is a function which helps managers communicate with each other
as well as with employees within the organization.
Communication helps in the transfer of information from one party also called the sender to the
other party called the receiver.
Managerial Communication helps in the smooth flow of information among managers
working towards a common goal. The message has to be clear and well understood in effective
communication.
The team members should know what their manager or team leader intends to communicate.
Effective managerial communication enables the information to flow in its desired form among
managers, team leaders and their respective teams.
 Managerial communication is of the following two types:
Interpersonal Communication - Interpersonal communication generally takes place between
two or more individuals at the workplace.
Organizational Communication - Communication taking place at all levels in the organization
refers to organizational communication.

Ways of Managerial Communication

A successful manager is one who communicates effectively with his subordinates. It is really
essential for managers to express their views clearly for the team members to understand what exactly
is expected out of them.
Usually there are two ways managers communicate amongst themselves and with their
subordinates:
i. Verbal Communication
Communication done with the help of words is called as verbal communication. No written
records are available in verbal communication.
In verbal communication individuals need to be very careful about their speech. What they
speak and how they speak matter a lot. Managers must choose the right words to address their team
members. Make sure you do not confuse your team members.
One has to be loud and clear while interacting with employees at the workplace. Be very clear
and precise.
Body Language
Managers must also take special care of their body language, facial expressions, gestures for
effective communication.
A manager who always has a frown on his face is generally not liked and respected by people.
Being a Boss does not mean you need to shout at people. Be warm and friendly with your team
members.
ii. Written Communication
Communication is also done through emails, letters, manuals, notices and so on. Such mode of
communication where written records are available is often called written communication.
Managers must inculcate a practice of communicating through emails with their juniors as it is
the one of the most reliable modes of communication. It is essential for the managers to master the art
of writing emails. Avoid using capitals, bright colours, designer font styles in official mails. Make sure
your signatures are correct.

Organizational Communication
Organizational Communication is of the following two types:
i. Formal Communication
Communication which follows hierarchy at the workplace is called as formal communication.
Employees communicate formally with each other to get work done within the desired time frame.
ii. Informal Communication
Employees also communicate with each other just to know what is happening around. Such type
of communication is called as informal communication and it has nothing to do with designation of
individuals, level in the hierarchy and so on.

Direction of Communication Flow

i. Upward Communication
Flow of information from employees to managers is called upward communication. Upward
communication takes place when employees share their views with their managers on their nature of
work, job responsibilities and how they feel about the organization on the whole.
ii. Downward Communication
Downward communication takes place when information flows from managers to the
subordinates.
Managers often give orders and directions to their subordinates as to what to do and how to do
various tasks. Such type of communication is called downward communication.
CHOOSING THE RIGHT TOOL IN COMMUNICATION

Primary Learning Modes

When others communicate to us, we want them to make it easy and accommodate us by
packaging the information in our primary learning mode. We each prefer one of the following four
modes of learning: Visual, Aural, Read/Write, and Kinesthetic (VARK). Visually, we may prefer to watch a
video or see someone give a presentation using visual graphics or attend a demonstration. Aurally, we
may like listening to a podcast, webinar or audio-book. Communicating via reading and writing is still a
preference for many individuals. Kinesthetically, we may prefer attending workshops where we can
learn hands-on by doing.
Think Before You Communicate
Many factors require consideration when choosing the right communication tool for a message.
Thinking about intent and content, before communicating, helps narrow down the selection process. To
be efficient, we must develop a mental procedure to quickly select a message channel. Tool familiarity
and asking the right questions serve as a foundation for effectively eliminating inappropriate
communication methods.

Asking the Right Questions for Effective Communication at Work

The scenarios prompting the need for effective communication at work are endless. Every day, we send
many messages, requesting and sharing information. To determine message importance, function, and
information type, always ask and answer some basic questions.

Consider the Important Factors A Communication Scenario

Lets use a very simple example to demonstrate how we can effectively choose the right tools to
communicate at work. As you will see, the most appropriate communication tools become obvious after
establishing these critical factors:
Its mid-morning and you realize you will be running about an hour late for a 12:30 client
meeting. Instead of worrying about it
yourself, you have entrusted your assistant to contact your client. Stopping by your assistants desk, you
state, please inform my 12:30 lunch meeting I will be there closer to 1:30 and make sure it wont be a
problem.
Before communication begins, what important details require consideration? The competent
assistant quickly determines the best way to communicate by asking herself the following questions:
What time is it now? No matter the current time, the assistant realizes the situation is time
sensitive but the actual time helps determine the urgency and communication methods. There is a
chance the client is already en-route to the meeting. However, its only 10:00am, allowing sufficient
time to contact the client about the time change.
Is there more than one party attending this lunch meeting? Only one person is attending this
meeting.
Is there a restaurant reservation requiring adjustment? Yes, the restaurant needs notification.
Since the restaurant is open, using the telephone is the most logical choice for adjusting the time. The
name of the restaurant employee who accepted the time change is included in a follow-up email to the
boss.
How far away is the meeting venue for the client? This information may provide an
approximate time of departure for the other party, unless they are already out of the office and intend
to drive there directly from another location. The restaurant is only 10 minutes away for the client, so if
the client will be travelling from their office, its not very likely they have left yet.
Is there a Communication Profile on file for this client? Yes, this client has listed their personal
cell phone as a primary preference for communication, they do not like texting, emails are OK, paging
them through the main office if theyre unreachable is OK. Having this information on hand takes out
the guesswork. The client successfully contacted via cell phone, states the new time is fine and wont
conflict with their current schedule. Because it is still a few hours before meeting time, the assistant
follows up by sending an email to the client to confirm the change and serve as a reminder as well.
Does this message require follow-up/additional tasks or can we send it and forget about
it? This message requires follow-up with the boss. The boss is currently MIA and cant be found or
reached. The confirmed schedule change for both client and restaurant is conveyed via a sticky note
placed in plain site on the bosses door (one of her preferences) and followed up with a PRIORITY email
reminder for backup (another preference the assistant is aware of she knows her boss constantly
checks her email). Once the boss reappears, she will receive an in-person, verbal notification as well.
This is a simple common scenario, yet the communication is quite complex. Asking the right questions
proved to be a quick effective process in finding the right tools for conveying messages to each party!

IV. CONLUSION:
No matter what the reasons are and with so many wonderful gadgets at our fingertips today,
learning effective communication at work becomes an invaluable skill.

V. THOUGHT PROVOKING QUESTIONS:

1. Why do individuals need to communicate with each other?
2. What are the important points to remember in choosing the right tool for communication?
3. How important is managerial communication in a workplace?
Managerial Communication - Meaning and Important Concepts

Why do individuals need to communicate with each other?

Information if not shared is of no use. Communication plays a pivotal role in information sharing.
Individuals working together in the same organization need to speak to each other to keep themselves
abreast with the latest developments in the organization.

It is practically not possible for an individual to do everything on his own. He needs a medium which
helps him discuss various ideas and evaluate pros and cons of proposed strategies with people around.
Here comes the role of communication.

What is Managerial Communication ?

Managerial communication is a function which helps managers communicate with each other as well
as with employees within the organization.
Communication helps in the transfer of information from one party also called the sender to the other
party called the receiver.

Managerial Communication helps in the smooth flow of information among managers working
towards a common goal. The message has to be clear and well understood in effective communication.

The team members should know what their manager or team leader intends to communicate.

Effective managerial communication enables the information to flow in its desired form among
managers, team leaders and their respective teams.

Managerial communication is of the following two types:

Interpersonal Communication - Interpersonal communication generally takes place between

two or more individuals at the workplace.

Organizational Communication - Communication taking place at all levels in the organization

refers to organizational communication.

Ways of Managerial Communication

A successful manager is one who communicates effectively with his subordinates. It is really essential for
managers to express their views clearly for the team members to understand what exactly is expected
out of them.

Usually there are two ways managers communicate amongst themselves and with their subordinates:

iii. Verbal Communication

Communication done with the help of words is called as verbal communication. No written records are
available in verbal communication.

In verbal communication individuals need to be very careful about their speech. What they speak and
how they speak matter a lot. Managers must choose the right words to address their team members.
Make sure you do not confuse your team members.

One has to be loud and clear while interacting with employees at the workplace. Be very clear and
precise.

iv. Written Communication

Communication is also done through emails, letters, manuals, notices and so on. Such mode of
communication where written records are available is often called written communication.

Managers must inculcate a practice of communicating through emails with their juniors as it is the one
of the most reliable modes of communication. It is essential for the managers to master the art of
writing emails. Avoid using capitals, bright colours, designer font styles in official mails. Make sure your
signatures are correct.

Body Language

Managers must also take special care of their body language, facial expressions, gestures for effective
communication.

A manager who always has a frown on his face is generally not liked and respected by people. Being a
Boss does not mean you need to shout at people. Be warm and friendly with your team members.

Organizational Communication

Organizational Communication is of the following two types:

iii. Formal Communication

Communication which follows hierarchy at the workplace is called as formal communication. Employees
communicate formally with each other to get work done within the desired time frame.

iv. Informal Communication

Employees also communicate with each other just to know what is happening around. Such type of
communication is called as informal communication and it has nothing to do with designation of
individuals, level in the hierarchy and so on.

Direction of Communication Flow

iii. Upward Communication

Flow of information from employees to managers is called upward communication. Upward

communication takes place when employees share their views with their managers on their nature of
work, job responsibilities and how they feel about the organization on the whole.

iv. Downward Communication

Downward communication takes place when information flows from managers to the subordinates.

Managers often give orders and directions to their subordinates as to what to do and how to do various
tasks. Such type of communication is called downward communication.

Types of Managerial Communication

Managerial communication refers to interaction among managers and their subordinates within an
organization.

It is essential for managers to communicate with their team members and vice a versa to ensure
maximum productivity and peace at workplace.

Communication generally takes place as:

Downward communication - Flow of information from managers to employees

Upward Communication - Flow of information from employees to managers

Managerial communication generally takes place through the following ways:

Verbal Communication

Written Modes of Communication

Body Movements

Facial Expressions

Gestures

Verbal Communication

Verbal communication is one of the most common ways of communicating at the workplace.
Managers call their team members on a common platform and instruct them as to what is expected out
of them.

In verbal communication, team members are told about their roles and responsibilities orally through
words.

The addressee needs to be extremely careful about the choice of words whereas recipients need to pay
attention to the speaker.

The speaker needs to take care of his pitch and tone in verbal communication. It is the way you speak
which is important in verbal communication. Make sure you are audible to all even to the person sitting
on the last bench.

Speak clearly. Stick to the topic and do not confuse others.

Presentations, seminars, group discussions and so on are all forms of verbal communication. Verbal
communication can take place through face to face interactions, communicating over phone or
addressing a group of employees.

Body Language
Individuals need to take care of their body language while communicating. Make sure you exude
positive body language while interacting with your fellow workers and team members.

Facial Expressions, Hand movements and Gestures

Do not carry a frown on your face. Smile more often. This way people would love interacting with you
and pay attention to whatever you intend to communicate.

Hand movements also play an important role in effective managerial communication. The speaker must
not fiddle with things while speaking. It is essential for managers to make an eye contact with team
members for the desired impact.

Written modes of communication

Communicating through emails is considered as one of the most reliable modes of communication.

After communicating verbally with your team members, make sure you do send a mail to them briefing
everything that was discussed at the meeting.

Emails need to be self-explanatory with a relevant subject line. Do not write stories in emails. Emails
should be short, crisp and effective.

Do not use capitals in emails unless required.

Take care of your spellings, grammar and punctuation marks.

Official emails should not have flashy icons and images. Keep it simple and avoid using stylish fonts.
Official emails should ideally be written in Arial Font with text size 12.

All related employees must be kept in the loop. The employees should also mark a carbon copy to their
team leaders for them to know what is happening around.

Communication also takes place through circulars and notices. Notices should be displayed on the
companys main notice board for everyone to read Notices must have important dates and relevant
information. Ask your office boy to get the circular signed by everyone.

Barriers to Effective Managerial Communication

Managers need to interact with each other as well as with their team members on a regular basis not
only to get things done effectively but also to ensure peace at the workplace.

Effective communication at all levels within an organization helps resolve problems within the desired
time frame.

Let us go through various barriers to effective managerial communication at the workplace:

Partiality and workplace politics are the major barriers to effective communication at the
workplace.

Managers must not be partial to any of their team members. It is considered strictly
unprofessional. Each employee should be treated as one. Do not ignore any of your team
members just because you do not like him. A good manager is one who is impartial to all.
Managers have a tendency to communicate with individuals who are their friends or say a yes to
whatever they say. This indeed is a wrong practice. You must speak to all your team members
and address their queries. Problems and misunderstandings arise when there is lack of
communication and employees feel ignored.

As responsible managers one must stay away from nasty politics at workplace. Politics leads to
negativity all around and increases stress levels of employees. Do not believe rumours and
prefer speaking to employees directly rather than finding out from others.

Listen carefully what the other person has to say before jumping to conclusions. Being a patient
listener helps improve managerial communication. Do not interrupt while the other person is
speaking. One needs to very careful about his choice of words. Managers must ensure their
speech makes sense and well understood by people around.

Do not address your team members just for the sake of it. Take care of your pitch and tone.
For effective managerial communication, one should be neither too loud nor too soft. Make
 sure you are audible to all. Address employees in a noise free zone. Noise is one of biggest
barriers to effective communication.

Employees fail to understand the speakers message and eventually dilute the meaning of
effective communication. Do not address employees during lunch hours or when they are
about to leave for the day. Employees are absolutely in a different frame of mind and fail to
understand what the speaker intends to communicate. Organizations must have board rooms or
conference rooms where employees come on a common platform and communicate effectively
without disturbances.

Prefer not to interact verbally. In verbal communication, employees tend to forget what was
communicated to them a month ago. Managers must promote communication through emails
at the workplace. Do not mark separate mails to team members. Mark a cc to all related
employees. The emails need to be self explanatory and employees must be able to understand
as to what is expected out of them. Emails must not be rude and ought to have a proper subject
line.

Do not communicate separately with your team members as information might not reach in
its desired form. Transparency at all levels is essential for effective managerial communication.
Communicating through middle men is unprofessional and affects communication.

Effective Communication at Work Part 1: Choosing the Right

Tool
Posted on : July 11, 2013 by Andy Pattantyus

Why do we communicate? There are many reasons. We may

be seeking an answer to a question. We may want to give advice, share information or
change someones mind about something. We may want to understand someone or we
may want others to understand us. No matter what the reasons are and with so many
wonderful gadgets at our fingertips today, learning effective communication at work
becomes an invaluable skill.

VARK Primary Learning Modes

How do we communicate with each other? When others communicate to us, we want them
to make it easy and accommodate us by packaging the information in our primary learning
mode. We each prefer one of the following four modes of learning: Visual, Aural,
Read/Write, and Kinesthetic (VARK). Visually, we may prefer to watch a video or see
someone give a presentation using visual graphics or attend a demonstration. Aurally, we
may like listening to a podcast, webinar or audio-book. Communicating via reading and
writing is still a preference for many individuals. Kinesthetically, we may prefer attending
workshops where we can learn hands-on by doing.

When we communicate to others, we should always consider the recipients preferred input
mode but most often, we do not, allowing our fears and discomforts dictate our choices
instead. Some people have a dislike for writing and would much rather work the phone. For
others, picking up the phone is heavy lifting and they would much rather write volumes of
information rather than make a cold call. Public speaking is the only thing most people fear
more than death or taxes. Few of us have the skills and resources to produce videos and
workshops.

Body Language

Another form of communication is body language. Like it or not, our body language also
communicates important messages, such as telling people when were in pain or tired,
happy or sad, excited or bored. No human can control every facial twitch, which is the
premise for the TV show Lie to Me. All of us intentionally practice non-verbal
communication, such as a simple gesture, like the wave of a hand to say hello or goodbye,
an index finger over the mouth to shush someone or raising a palm to indicate stop or
enough.

Our modern connected world presents us with a cornucopia of communication tools. Today,
we have so many choices, its not always easy to match the message we need to convey
with the most effective and efficient tool. How do we decide whether to use a real-time tool
such as the telephone, instant messaging, teleconferencing, video-conferencing, face-to-
face time (in person meetings), or a time-decoupled tool such as email, vmail, texting, or
snail-mail? Quickly classifying message intent and content helps us choose the right tool.
Selecting the most appropriate communication method saves time and reduces aggravation
for everyone involved.

In Part 1 of this multi-part series on Effective Communication at Work, we review

communication intent and content, what questions to ask and the factors, which dictate the
optimal communication tool for the occasion.

Think Before You Communicate

Many factors require consideration when choosing the right communication tool for a
message. Thinking about intent and content, before communicating, helps narrow down the
selection process. To be efficient, we must develop a mental procedure to quickly select a
message channel. Tool familiarity and asking the right questions serve as a foundation for
effectively eliminating inappropriate communication methods.

Everyone has experienced repercussions from communicating poorly. Depending on the

circumstances, choosing the wrong method to communicate vital information or failing to
use adequate backup methods can cause a chain reaction of negative events.
Communicating poorly can be very costly. Opportunities can be lost or fumbled. Deals fall
through. Missed deadlines can happen. People lose jobs or dont end up getting hired for
the job! By taking a moment to think before communicating and by using situation
appropriate tools to convey each message, anyone can communicate confidently and
effectively.

Asking the Right Questions for Effective Communication at Work

The scenarios prompting the need for effective communication at work are endless. Every
day, we send many messages, requesting and sharing information. The right tool for the job
is not always obvious. Which factors help us determine the right tool(s)? While the formal
list below may seem excessive and overwhelming, we are generally able to choose the tool
quickly and intuitively. To determine message importance, function, and information type,
always ask and answer some basic questions:
 1. What exactly is the intent of the message?
2. Should there be a written record of the message? Or should we avoid a written
record?
3. How much information is involved? Is it a simple question, answer, or comment? Or
is it a lengthy message containing detailed information?
4. Is the information time sensitive? If so, how urgent is the exchange?
5. How critical is clarity to avoid misinterpretation or misunderstanding?
6. Is the information sensitive, confidential or proprietary in nature? If so, will the
message require some level of security, such as encryption?
7. Do we need to read facial expressions or body language? Is there any benefit in
reading body language for this message?
8. Do we need to hide our own facial expressions or body language?
9. Do we need to make an impression or judge someones character?
10. Does the message recipient(s) have an established Communication Profile in
place?
11. Do we need confirmation from the recipient?
12. Is follow-up required? Can you just send it and forget about it or will this message
require follow-up communication?

Today, every person has preferred communication methods. Some people are verbally
oriented or need to read facial expressions, while others do better with written words. Each
person has a priority list of preferred methods. Some may not have access to all the same
tools we use. Often, work schedules/environments dictate the ideal method, eliminating the
need to choose. Some people loathe texting. Others dont have the time to sift through 40
voicemails to find that one important message. Regardless of the reasons, its important to
honor the other persons preferred communication channels, while avoiding the modes they
specifically requested you not to use.

As a general rule, only use undesirable channels after you have exhausted all other means
and the current set of circumstances necessitate stepping outside protocol. To avoid
mistakes and to quickly narrow options, take time to establish Communication Profiles for
each key person/client and note any specific Communication Protocols they may want
within their profile.

Consider the Important Factors A Communication Scenario

Lets use a very simple example to demonstrate how we can effectively choose the right
tools to communicate at work. As you will see, the most appropriate communication tools
become obvious after establishing these critical factors:

Its mid-morning and you realize you will be running

about an hour late for a 12:30 client meeting. Instead of worrying about it
yourself, you have entrusted your assistant to contact your client. Stopping by your
assistants desk, you state, please inform my 12:30 lunch meeting I will be there closer to
1:30 and make sure it wont be a problem.

Before communication begins, what important details require consideration? The competent
assistant quickly determines the best way to communicate by asking herself the following
questions:

What time is it now? No matter the current time, the assistant realizes the situation is time
sensitive but the actual time helps determine the urgency and communication methods.
There is a chance the client is already en-route to the meeting. However, its only 10:00am,
allowing sufficient time to contact the client about the time change.
Is there more than one party attending this lunch meeting? Only one person is
attending this meeting.

Is there a restaurant reservation requiring adjustment? Yes, the restaurant needs

notification. Since the restaurant is open, using the telephone is the most logical choice for
adjusting the time. The name of the restaurant employee who accepted the time change is
included in a follow-up email to the boss.

How far away is the meeting venue for the client? This information may provide an
approximate time of departure for the other party, unless they are already out of the office
and intend to drive there directly from another location. The restaurant is only 10 minutes
away for the client, so if the client will be travelling from their office, its not very likely they
have left yet.

Is there a Communication Profile on file for this client? Yes, this client has listed their
personal cell phone as a primary preference for communication, they do not like texting,
emails are OK, paging them through the main office if theyre unreachable is OK. Having
this information on hand takes out the guesswork. The client successfully contacted via cell
phone, states the new time is fine and wont conflict with their current schedule. Because it
is still a few hours before meeting time, the assistant follows up by sending an email to the
client to confirm the change and serve as a reminder as well.

Does this message require follow-up/additional tasks or can we send it and forget
about it? This message requires follow-up with the boss. The boss is currently MIA and
cant be found or reached. The confirmed schedule change for both client and restaurant is
conveyed via a sticky note placed in plain site on the bosses door (one of her preferences)
and followed up with a PRIORITY email reminder for backup (another preference the
assistant is aware of she knows her boss constantly checks her email). Once the boss
reappears, she will receive an in-person, verbal notification as well.

This is a simple common scenario, yet the communication is quite complex. By choosing
the most appropriate communication tool for each person involved, the assistant has
efficiently covered all the bases for her boss, her bosses client and the restaurant, as well
as her own butt! The emails to her boss and the client serve as written documentation of
completing all tasks relating to this request. Asking the right questions proved to be a quick
effective process in finding the right tools for conveying messages to each party!

https://www.managementstudyguide.com/managerial-communication.htm

http://strategicmodularity.com/2013/07/effective-communication-at-work-part-1-choosing-the-right-
tool/