Communication networks

Business Communication

Communication Networks

Communication NetworksCommunication 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

Functions of Communication Networks The function 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

Net work structures (Formalized)

Types of network:CircleChainWheelThe YAll- channel

Communication

•Circle net worke.g. between people at the Same level

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.

Communication

A chainNetwork e.g. formal contact

Chain Network

The chain is similar to the circle except that the end members may communicate with only one person each

• A wheel network e.g.Sales team report to headoffice

Wheel network

Centralized network, Superior on simple tasks 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.

communication

• A Y network e.g. Sales teams report to Regional office

Y Pattern Network

The Y pattern is somewhat less centralized than the wheel,

but more centralized than some of the other patterns

communication

•An all – channel net work e.g. Brain storming

• The all-channel/Connected :-

Decentralized network, Superior on complex tasks

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.

The all-channel network

The all-channel networkThis 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.

Summary

Communication NetworksOrganizational Communication Theory

Organizational Communication Theory Organizations 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.

Organizational Communication TheoryThe workers in an organization would not know the

organization's objectives so they would not strive to achieve the organization'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

Internal and external communicationInternal – Operational Communication:-

– It refers to communication or exchange of information that occurs in conducting work within a business.

– This is the communication among the business’s employees that is done to create, implement, and track the success of the business operating plan.

– In most businesses, much information can be exchanged internally by:-

– Ongoing discussions that senior management undertakes– Oral exchanges among employees about work matters– phone, email, – fax, memos, or – Reports on sales, production, inventories, maintenance and so

on– Company intranet.

Internal – Operational Communication• Internal - operational comm. helps

employees to:-–Do theirs jobs–Develop a clear sense of organization

mission–Identify and react to potential problems

External – Operational Communication

The external – operational communication– The work – related communication that a business does with people

and groups outside the business.– network links 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 including advertisements– Gov’t agencies ( URA, NEMA /UCDA)– General public– Follow up service calls and many others.

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.

Effective messages- 7c’sEffective business communication

occurs when:The message is understoodThe 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:-

Effective Messages Principles of effective communication• Clarity• Completeness• correctness• Conciseness• Consideration (empathy)• Concreteness• Courtesy

Effective messages cont’…

Business Communication

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

Effective Messages cont’…

Business Communication

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

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.

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.

Effective Messages cont’…Conciseness: Effective communicator should always

eliminate unnecessary expressions and include only relevant acts

Effective Messages cont’d….Concreteness :

The writer should be specific.Not vague and generalThis may be achieved through:-

Use of specific figures factsUse of image words