Communicating Across Hierarchies: Strategies for Communicating with Superiors and Subordinates

by Shabbir Ehram | Corporate Trainer

Communicating effectively across hierarchies is crucial in any organization. Whether you’re communicating with your superiors or your subordinates, you need to know how to convey your message clearly and professionally. Here are some strategies to help you do just that:

1. Know Your Audience: One of the most important things to keep in mind when communicating across hierarchies is who you’re talking to. Different people have different communication styles, preferences, and expectations. When you’re speaking to your superiors, for instance, you might want to use a more formal tone and avoid casual language. On the other hand, when communicating with your subordinates, you might want to use more relatable language to build rapport.
2. Be Clear and Concise: No matter who you’re communicating with, it’s important to be clear and concise in your message. Avoid using jargon or overly technical terms that might confuse your audience. Instead, focus on using simple, direct language that gets your point across quickly and effectively.
3. Use Active Listening: Communication is a two-way street, and active listening is a crucial part of effective communication. When you’re talking to your superiors or subordinates, make sure to listen attentively to what they’re saying. Ask clarifying questions if necessary and provide feedback to show that you understand their message.
4. Provide Context: When communicating with others, it’s important to provide context to help them understand the big picture. This is especially important when communicating with subordinates who may not have the same level of knowledge or experience as you do. By providing context, you can help your audience understand the relevance and importance of your message.
5. Use Different Communication Channels: Different people have different communication preferences, and it’s important to use the right channels to reach your audience effectively. Some people prefer face-to-face communication, while others prefer email or instant messaging. When communicating with superiors or subordinates, it’s important to use the channels that work best for them.

By knowing your audience, being clear and concise, using active listening, providing context, and using different communication channels, you can communicate effectively with your superiors and subordinates. Remember, effective communication is not just about what you say, but also how you say it. With these strategies, you can ensure that your message is heard loud and clear.

It requires different strategies to communicate with superiors and subordinates effectively. In this blog, we will explore some key strategies that can help you communicate more effectively with both your superiors and subordinates.

Communicating with Superiors:

1. Be Clear and Concise: When communicating with superiors, it’s important to be clear and concise. Your superiors are busy and don’t have time for long-winded explanations. Therefore, it’s important to get straight to the point and be clear about what you’re trying to say.
2. Use the Right Tone: When communicating with superiors, you need to use the appropriate tone. Be respectful and professional, but don’t be afraid to speak your mind. Speak confidently, but avoid being confrontational or aggressive.
3. Know Your Audience: It’s important to know who you’re communicating with. Learn about your superior’s communication style and preferences, and adapt your style accordingly. Some superiors prefer written communication, while others prefer face-to-face meetings.
4. Be Prepared: Before communicating with your superiors, make sure you’re prepared. This means doing your research, gathering the necessary information, and anticipating any questions or concerns your superior may have. Being prepared will help you communicate more effectively and confidently.

Communicating with Subordinates:

1. Be Approachable: As a superior, it’s important to be approachable to your subordinates. This means being open to their ideas and concerns, and making yourself available to listen to them. Encourage open communication, and create an environment where everyone feels comfortable expressing their opinions.
2. Provide Clear Direction: When communicating with subordinates, it’s important to provide clear direction. Make sure your instructions are clear and easy to understand. Avoid using jargon or technical language that your subordinates may not understand.
3. Offer Feedback: Feedback is a crucial part of effective communication with subordinates. Offer both positive and constructive feedback on a regular basis. This will help your subordinates grow and develop their skills.
4. Listen Actively: Listening actively is an important part of effective communication with subordinates. Make sure you’re really listening to what they have to say, and ask questions to clarify their concerns or ideas. This will help you better understand their perspective and improve your communication with them.

It requires different strategies for communicating with superiors and subordinates. By being clear and concise, adapting your communication style to your audience, being prepared, and providing feedback, you can improve your communication and build stronger relationships with both your superiors and subordinates.

Many companies have faced challenges related to communication breakdowns between superiors and subordinates. For example, in 2018, Uber faced a scandal when an email from former CEO Travis Kalanick to his employees was leaked. In the email, Kalanick scolded his employees for poor performance and warned of potential layoffs. This communication style from the top-down led to a negative culture and low employee morale.

In contrast, companies like Google have a reputation for fostering open communication across all levels. In 2015, Google conducted a study called “Project Aristotle” to identify the key factors that make teams successful. One of the main findings was that psychological safety, or the ability for team members to speak their minds without fear of retribution, was crucial for effective communication and team performance.

However, even companies with a reputation for good communication can face challenges. In 2019, Boeing faced a crisis due to communication breakdowns related to the development of the 737 MAX. The company’s engineers expressed concerns about the safety of the aircraft, but their warnings were not adequately communicated to management. This lack of communication ultimately led to two crashes and the grounding of the aircraft worldwide.

To address communication challenges, companies can implement various strategies. For example, implementing regular feedback mechanisms, encouraging open and honest communication, and creating opportunities for cross-functional collaboration can help break down communication barriers between superiors and subordinates. Additionally, providing training and development opportunities for employees on effective communication can also improve communication across hierarchies.

When it comes to communicating across hierarchies, there are some dos and don’ts to keep in mind. Here are some tips to help you navigate these situations:

Dos:

1. Be respectful: Regardless of the hierarchical level, it’s important to be respectful to everyone you communicate with.
2. Use appropriate language: Tailor your language and communication style to suit the audience you are speaking with. Avoid using technical jargon or complex language with those who may not understand it.
3. Be concise: Get to the point quickly and avoid rambling.
4. Listen actively: Listening is just as important as speaking. Make sure you give your full attention to the person you are communicating with and actively listen to what they have to say.
5. Offer solutions: If you are communicating an issue or problem, be sure to offer potential solutions as well.
6. Follow up: After a conversation, it’s always a good idea to follow up to ensure that the message was received and understood.

Don’ts:

1. Don’t speak out of turn: It’s important to be mindful of the context of the conversation and only speak when appropriate.
2. Don’t use condescending language: Avoid using language that could be interpreted as condescending or disrespectful.
3. Don’t gossip or spread rumors: Engaging in gossip or spreading rumors can quickly undermine trust and respect.
4. Don’t be defensive: If you receive criticism or feedback, avoid being defensive. Instead, try to understand where the other person is coming from and take their feedback as an opportunity to learn and grow.
5. Don’t be afraid to ask for clarification: If you are unsure about something, don’t be afraid to ask for clarification. It’s better to ask questions and get a clear understanding than to assume and make mistakes.

What to do when a situation is out of control with a senior?

If you find yourself in a situation where communication with a senior is out of control, here are some steps you can take:

1. Remain calm: It is important to stay calm and composed when communicating with a senior. Losing your temper or getting defensive can exacerbate the situation.
2. Listen actively: It’s important to actively listen to what the senior is saying, even if you disagree with their viewpoint. This will show them that you respect their opinion and are willing to work towards a solution.
3. Identify the issue: Try to identify the underlying issue that is causing the breakdown in communication. This could be a misunderstanding, a difference in opinion, or a lack of clarity.
4. Clarify your position: Once you have identified the issue, clearly and respectfully communicate your position. Make sure to use facts and examples to support your viewpoint.
5. Find common ground: Look for areas of agreement and common ground. This can help to build trust and create a more positive working relationship.
6. Seek support: If the situation continues to escalate and you are unable to resolve the issue on your own, seek support from a trusted colleague, HR representative, or manager.

Remember, it’s important to maintain a professional and respectful attitude when communicating with seniors, even in challenging situations. By staying calm, listening actively, and finding common ground, you can work towards a positive resolution.

What to do when a situation is out of control with a subordinate?

When dealing with a subordinate who is acting out of control, it’s important to approach the situation calmly and professionally. Here are some steps you can take:

1. Stay calm and in control: As a leader, it’s important to maintain your composure and not allow your emotions to get the best of you. Take a deep breath and approach the situation with a clear mind.
2. Address the behavior: Be specific about the behavior that is concerning you, and explain why it is not acceptable. Use examples if possible to illustrate the behavior.
3. Listen: Allow the subordinate to share their perspective and reasons for the behavior. Actively listen to what they have to say, but do not tolerate any disrespectful or inappropriate behavior.
4. Offer support: If the behavior is a result of a personal issue or external stress, offer support and resources to help the subordinate manage the situation.
5. Set expectations: Clearly communicate your expectations for behavior moving forward and any consequences that may result from continued unacceptable behavior.
6. Follow up: Check in with the subordinate regularly to ensure that the behavior has improved and to provide ongoing support if needed.

Remember that as a leader, it is your responsibility to manage the behavior of your subordinates, but it’s important to approach the situation with empathy and respect. By setting clear expectations and offering support, you can help your subordinate manage the situation and prevent future outbursts. Clear communication, active listening, and empathy are key to building trust and understanding between team members. Don’t hesitate to seek help from HR or management if communication issues persist.

If you have any further questions or comments on this topic, please feel free to reach out to me at shabbir.ehram@gmail.com. Thank you for reading!