1. Communication Networks
Lecture 7

2. Communication networks
Communication takes place within networks. By a net work we mean the channels through which messages pass from one person to another.
Two perspectives (size) :-
- Small groups (btn 2 or more)
- formalized structures
In Small groups:- people can generally talk to whom they wish, about what they wish .
Formalized structures- are established by organization for communication within the company
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3. Functions of communication networks
The functions include:
Providing the means for coordinating the activities of individuals, relationships, groups and other subunits within the organization.
Providing mechanisms for directing the activities of the organization as a whole.
Facilitating the exchange of information within the organization, and
Ensuring the flow of information between the organization and the external environment in which it exists
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4. Net work structures (Formalized)
Types of network:
Circle
Chain
Wheel
The Y
All- channel
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5. Communication Circle net work e.g. between people at the Same level
The circle has no leader; here there is total quality. Each member of the circle has exactly the same authority or power to influence the group.
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6. Circle Network
The circle has no leader; here there is total equality…..
Each member of the circle has exactly the same authority or power to influence the group.
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7. Communication A chain Network e.g. formal contact
The chain is similar to the circle except that the end members may communicate with only one person each
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8. Chain Network
The chain is similar to the circle except that the end members may communicate with only one person each
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9. A wheel network e.g.Sales team
report to head
office
The wheel is characterized by the centralized position of a clear leader, who is the only one who can send messages to all members and the only one who can receive messages from all members
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10. Wheel network Centralized network
Preferred by organizations where headquarters are totally in charge.
low overall satisfaction.
Leader is very clear.
Effective in simple task if, members accept the leader’s authority.
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11. communication A Y network e.g. Sales teams report to Regional office
The Y pattern is somewhat less centralized than the wheel, but more centralized than some of the other patterns
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12. The Y pattern is somewhat less centralized than the wheel,
Y Pattern Network
The Y pattern is somewhat less centralized than the wheel,
but more centralized than some of the other patterns
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13. communication An all – channel net work e.g. Brain storming
The all-channel :- The all-channel or star pattern is like the circle in that all members are equal and all have exactly the same amount of power to influence others, except that each member in this pattern may communicate with any other member. This pattern allows for the greatest member participation. Communication through these networks occurs often but not always face-to—face. Messages may be written in informal memos or in formal letters and reports.
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14. The all-channel network
The all-channel/Connected :-
Decentralized network
More democratic, but can be very slow
Everyone can interact with all
Leadership is unclear as it is shared by all members
Performance in simple task is low, as it takes longer time than normal.
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15. The all-channel network
This pattern allows for the greatest member participation.
Communication through these networks occurs often but not always face-to—face.
Messages may be written in informal memos or in formal letters and reports.
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16. Summary
Why is this the case? Think of possible reasons
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17. Organizational Communication Theory
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18. Organisational Communication Theory
Organisations can not operate without communication.
In order for the transfer of information to qualify as communication, the recipient must understand the meaning of the information transferred to them.
If the recipient does not understand the meaning of the information conveyed to them, communication has not taken place.
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19. Why Organizational Communication Theory
The workers in an organization would not know the organization's objectives so they would not strive to achieve the organisation’s objectives.
The workers in an organization would not know what their roles and responsibilities were, so they would not be able to carry out their daily tasks and duties.
The managers would not be able to train their workers reports so the workers would not possess the skills they needed to carry out their jobs.
The managers would not be able to inform workers of changes
The organization would not be aware of their competitors activities
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20. Internal and external communication
Internal communication:-
It refers to the exchange of information and ideas within an organization.
In most businesses, much information can be exchanged internally by:-
phone, ,
fax, memos, or
Company intranet.
Internal comm. helps employees to:-
Do theirs jobs
Develop a clear sense of organization mission
Identify and react to potential problems
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21. Internal and external communication
The external communication
network links the organization with the outside world of customers, suppliers, competitors and investors etc.
technological systems so that they can communicate with customers and undertake e-Commerce.
They may include:-
Customers
Suppliers
Stake holders/ share holders
Potential employees
Press
Gov’t agencies ( URA, NEMA /UCDA)
General public
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22. Function of Internal and External Communication
Combined together internal and external types of communications allow various sectors of the local, national and international community to interact, liaise and conduct business.
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23. Effective messages- 7c’s
Effective business communication occurs when:
The message is understood
The message stimulates an action and
The receiver thinks in a new way
Any effective messages to be transmitted (internal or external) the following criteria should be met:-
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24. Principles of effective communication Clarity Completeness correctness
Effective messages
Principles of effective communication
Clarity
Completeness
correctness
Conciseness
Consideration (empathy)
Concreteness
Courtesy
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25. Effective messages cont’…
Clarity:
The meaning the reader gets should be the meaning the writer intends. The reader therefore doesn't need to guess.
To accomplish these:
Choose precise, short and familiar words.
Proper punctuations make the writing clear.
Make the message readable and understandable.
Make correct sentences, and derived the message in properly sized paragraphs
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26. Effective messages cont’…
Completeness:
All of the readers questions should be answered. This ensures that the reader gets enough information to take a decision.
The guidelines for completeness,
The message should answer all the questions in the order, they were asked.
Give some additional information if important.
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27. Effective messages cont’…
Correctness:
All the information in the message should be accurate i.e. free from errors, punctuations, spellings etc.
To be correct in communication:-
Use correct level of language
Include only accurate facts, words and figures.
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28. Effective messages cont’…
Conciseness:
Effective communicator should always eliminate unnecessary expressions and include only relevant acts
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29. Effective messages cont,d….
Consideration (empathy) :
prepare your messages with the recipient in mind. Consider the following guidelines:-
Focus on the receiver
Show reader benefits
Always apply integrity in your messages
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30. Effective messages cont’d….
Concreteness :
The writer should be specific.
Not vague and general
This may be achieved through:-
Use of specific figures facts
Use of image words
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31. Effective messages cont’d….
Courtesy:
Be sincere and thoughtful to peoples feelings
Omit expression that irritate or even offend people .
Always answer other correspondences promptly
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