Answer

Question 1. Regarding organizational systems of communication, what is upward and downward
communication? Some authorities have suggested that the length of the chain of command
within a police organization hinders effective upward and downward communication. Do you
agree with this belief? Explain.

Upward and Downward Communication in Organizational Systems of Communication

            Communication comprises effective and meaningful interaction between individuals. Therefore, in an organization, communication is the spine through which the relationship between subordinates and their superiors thrives. For an organization to perform effectively and attain its goals and objectives, communication channels must be nurtured and effective in relaying the right information at the right time (Salem & Timmerman, 2017). This paper seeks to explain the two terminologies of upward and downward communication with regards to organizational systems of communication in policing and the effect of the length of the command chain on effective communication within a police organization.

Upward Communication

            Upward communication refers to communication mode where information flows from the bottom upwards. In policing, upward communication occurs when information flows from the subordinates to the superior cadres (Swanson et al., 2017). Upward communication enables workers to share their grievances, ideas, and views with higher authorities and can only be enhanced in a democratic environment. When subordinate officers are free to voice their opinions on various policing areas, the acceptance of decisions made by the authorities is increased (Swanson et al., 2017. Upward communication can be conducted through written media in the form of suggestions, complaints, letters, or orally through an open-door policy, grievance procedure, and staff meetings (Salem & Timmerman, 2017).

Downward Communication

            Downward communication, on the other hand, describes a method through which information flow is from the top downwards (Salem & Timmerman, 2017). Messages retransmitted from the top-level executive and flow down the hierarchy to the floor level. The implication is that information initiation is at the corporate ladder and conveys responsibilities, warnings, instructions, and orders to the junior officers. Downward communication helps top policing authorities to inform junior officers of the procedures, policies, objectives, goals, mission, and vision of the department (Swanson et al., 2017). Channels of downward communication can be oral through conferences, speeches, meetings, and face to face communication or written such as warnings, display of digital news, circulars, notices, and handbooks to name a few. The major types of downward communication in policing include indoctrination, feedback/appraisal, practices and procedures, job rationale, and job instructions (Swanson et al., 2017).

Effect of Length of the Command Chain

            According to Swanson et al. (2017), upward communication is not favored by police managers because of the physical distance between subordinates and their supervisors. However, even in instances where subordinates are allowed to voice their opinions, the long command chain creates room for lack of common sharing, fear of criticism, and low confidence in superiors. Consequently, this command chain creates a barrier to effective upward communication.

            Long command chains also impair downward communication by creating room for confusion, misunderstanding, and filtration of messages (Salem & Timmerman, 2017). Message overload, unclear orders, distortion of messages, and questionable reliability of the source of information also occur due to the long command chain and lead junior staff to follow ambiguous orders which may hinder effective performance (Swanson et al., 2017). The belief that long chains of command hinders communication is thus believable. This is because the policing department has several hierarchal ranks between field officers and the executives, and this can, therefore, introduce various inefficiencies and problems, and consequently affect the quality of communication and response time towards an issue.

            In conclusion, both upward and downward communication types are forms of vertical communication which complement each other. Downward communication can only be successful if it is ascertained by upward communication. The implication evaluation of the strategies, plans, and policies of the top-level management executes is conducted through a feedback mechanism from the lower organizational levels. Therefore, executive decisions flow downward and responses are fed back upwards. The long command chain in policing hinders effective communication, both upwards and downward.