Communication Networks Lecture 7

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 4/26/2017

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 4/26/2017

Net work structures (Formalized) Types of network: Circle Chain Wheel The Y All- channel 4/26/2017

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. 4/26/2017

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. 4/26/2017

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 4/26/2017

Chain Network The chain is similar to the circle except that the end members may communicate with only one person each 4/26/2017

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 4/26/2017

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. 4/26/2017

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 4/26/2017

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 4/26/2017

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. 4/26/2017

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. 4/26/2017

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. 4/26/2017

Summary Why is this the case? Think of possible reasons 4/26/2017

Organizational Communication Theory 4/26/2017

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. 4/26/2017

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 4/26/2017

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, email, 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 4/26/2017

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 4/26/2017

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. 4/26/2017

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:- 4/26/2017

Principles of effective communication Clarity Completeness correctness Effective messages Principles of effective communication Clarity Completeness correctness Conciseness Consideration (empathy) Concreteness Courtesy 4/26/2017

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 4/26/2017

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. 4/26/2017

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. 4/26/2017

Effective messages cont’… Conciseness: Effective communicator should always eliminate unnecessary expressions and include only relevant acts 4/26/2017

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 4/26/2017

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 4/26/2017

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 4/26/2017