Communication is the foundation of all successful relationships and organizations. Whether it is between a manager and an individual contributor, coworkers, or classmates, effective communication is the key to achieving goals, making decisions, and building trust.
Do you know that there are three types of communication? Downward, horizontal and upward communications.
In this post, we will be discussing what they are, and what tone is to be used in each setting to make the message resonate.
Downward Communication
Downward communication refers to communication from a manager to an individual contributor(IC). The tone of the message should be informative and the goal is to keep the team informed.
The manager who delivers the message is not asking for buy-in or opinions, but rather relaying important information. To ensure that the message is well received, it is recommended to always follow up with a written summary, even if the information is communicated in person.
The manager should keep in mind that the focus is not on persuading, but rather on delivering information that is important to the team.
Horizontal Communication
Horizontal communication refers to communication between people of the same rank, such as coworkers or classmates, or people on the same team. The tone of the message in this setting should be persuasive and extremely detailed.
The goal is to have a clear understanding of how day-to-day work is affected. This type of communication requires a deep understanding of the project-level work and the ability to draw examples from it.
By being persuasive and providing detailed information, coworkers can have a better understanding of how their work fits into the bigger picture.
Upward Communication
Upward communication refers to communication from an individual contributor to a manager. A part of this is called “Managing Up.” The tone of the message should be persuasive but with an emphasis on the big picture only.
The manager who receives the message does not want to hear about project-level work but rather wants to see the big picture, such as time savings, budget savings, and so on.
When communicating with the manager, it is important to remember that at higher levels, or in smaller companies, the manager may not be familiar with your department.
The goal of upward communication is to provide the manager with an understanding of the big-picture problem or solution.
Here are some examples of “Managing Up”:
- Upward Communication – Direct Manager
When communicating with a direct manager, it is important to include risks and mitigation steps, as well as to show that you are thinking of potential blockers.
This will help build trust with the manager and can lead to more strategic or higher-level discussions. Additionally, during 1:1 meetings, the manager should be informed about high-priority projects to avoid being caught off guard.
- Upward Communication – Leadership
When communicating with leadership, it is important to know what your intent is, whether it is to ask for permission, advice, or buy-in.
Communication should be like a pyramid, with the closer to the top, the more “pointed” or “targeted” it should be. The individual contributor should be clear in what they are communicating, why it is important to the organization or company, and what they need from the recipient.
When communicating with all leadership, it is important to tie your actions and impact to the company-wide goals. This will give them a better understanding of the big picture and the impact of your work.
Expectations
When presenting ideas, it is important to keep in mind the type of communication and the tone that is most appropriate.
For upward communication, use the manager as a sounding board and come prepared with solutions.
For horizontal communication, come in with a blank slate and throw down some ideas to solve the problem.
And for downward communication, the individual contributor should do the asking and poking.
Effective communication is vital in the workplace and requires an understanding of the different types of communication and the tone and approach required for each. By adapting your communication style to the situation and audience, you can ensure that your message resonates and that your goals are achieved.