COMMUNICATING

UP, DOWN AND

ACROSS
ORGANIZATION

Olivia J. Factoriza
Re-echo seminar of Ascendans Asia
in cooperation with AAHRMEI
 The concept that communication
is the effective exchange of meaning or
understanding applies to both formal
and informal communication. It applies
to communicating UP, DOWN and
ACROSS organization.
COMMUNICATION MISCONCEPTIONS

• Communication will solve all problems.

• More communication is better.
• Communication is always positive.
• Words carry meanings.
• Communication is a natural ability.
TYPES OF NON-VERBAL
COMMUNICATION
• Facial expressions
• Gestures
• Body language and posture
• Eye gaze
• Hoptics – can communicate
affection, familiarity,
sympathy
 COMMUNICATING DOWN
1. Be positive.
2. Be assertive, not aggressive.
3. Use qualifying words rather than absolute
words. Your choice of words can dictate the
response or attitude of the one your talking to.
4. Be an active listener.
5. Keep an open mind and be open to
compromise.
6. If there is anything that you do not
understand, seek clarification.
7. Important information should be made
available to team leaders in a timely manner to
communicate it to their teams as appropriate.

8. All communication should be truthful and

the impact and consequences of
communication determine in advance and
taken into account. It also means effective
communication of job requirements and
standards and keeping everyone informed of
how they are performing.
9. Information provided to anyone in the
organization should also be provided at the
same time to all others involved or likely to be
interested.

10. Communicate both positive and negative

news. Mischievous communication should not
be tolerated.
 COMMUNICATING UP
1. Make an appointment when necessary.
2. Be courteous whenever speaking to your boss or
anyone in higher position.
3. Your message should be clear in your own mind.
4. Stick to the issue at hand and do not make
unnecessary comments unless you are asked to
state your opinion.
5. Be honest and truthful at all times.
6. Respect the hierarchy of position.
 COMMUNICATING ACROSS
1. Care should be taken to decide what
requires formal communication and what
can be communicated informally.
2. In communicating, favour business issues
such as business results, customer
feedbacks and future of the business.
3. Communication issues which arise at the
local levels ( i.e., rumors ) should be
addressed by those involved without delay.
 TIPS….

By having a frequent direct contact with

employees, listening to what they say and
having honest two-way communication with
them, one is most likely to be the boss they
deserve, respect and trust and far more likely
to identify issues before they become
problems and solve problems before they
become crises.
Learn when its better to keep quiet. Some subjects
should not be matters of public discussion in the
workplace. This include an employee work
performance, your feelings about company policy and
difficulties you have with your boss.
Poor communication results in poor
performance
• More errors
• Decrease productivity
• Distrust
• Lower morale
• Confusion
• Absenteeism
• General dissatisfaction
TIPS IN WRITING BUSINESS
LETTERS
TIPS IN WRITING BUSINESS LETTERS
1. Write concisely. Avoid repeating and
remove unnecessary information.
2. Be complete. Be sure to include enough
background and what the reader needs to
know.
3. Use nouns and verbs appropriately.
4. Write actively. Good writers use active
voice. It is vigorous and brief and shows
who acts and how.
5. Be specific. Write details to avoid guessing.
Avoid abbreviations.
6. Write interesting sentences.
7. Write to your readers not putting them
down.
Think of your readers as intelligent and not
dumb.
8. Use a positive tone.
9. Be correct in techniques and facts.
10. Be clear. The letter should not be open for
interpretation.
TIPS TO FACILITATE AN
ACTIVE MEETING
TIPS TO FACILITATE AN ACTIVE MEETING
1. Know your role and own it. You must take
control.
2. Prepare an agenda. Add other matters for
any topic for discussion.
3. Check on logistics. The room must be
appropriate and comfortable. Powerpoint
presentation must be saved and ready.
4. Respect the rules. Know beforehand if the
decisions will be based on concensus.
5. Make sure people stay on the topic and
agreements are arrive at.
6. Deal with difficult people.
– Always refer to house rules
– In case someone tries to change the
agenda by discussing another topic, ask
the group “ would you like to change the
agenda or should we divert?’’.
THANK YOU….