Lecture 4 Flow of Communication Channels of Communication

FLOW OF COMMUNICATION

Flow Of Communication Varies With Types And Levels Of Communication BY SIR HASEEB UR REHMAN

Flow Of Communication

• Information flows in an organization both formally and informally.

• The term formal refers to communication that follows the official hierarchy and is required to do one’s job.

• It flows through formal channels- the main lines of organizational communication

Flow Of Communication…

• Internal operational and external operational communication can be described as formal.

• The bulk of communication that a business needs flows through these channels.

Flow of Communication…For example, A manager instructs a subordinate

on some matter.

When two employees discuss a customer’s order or policy change.

This type of Communication can be downward, upward, lateral or diagonal.

Managing Director

Director1 Director2 Director3

Manager1 Manager2 Manager3

Manager1 Manager 3 Manager3

Manager2Manager1 Manager3

Upward

Downward

Horizontal/Lateral

Diagonal

Flow of Communication in an Organization

Downward Communication• Flows from a manager

down the chain of command.

• When managers inform, instruct, advise, or request their subordinates.

Downward Communication…

• Generally used to convey routine information, new policies or procedures, to seek clarification, to ask for an analysis.

• Also, superiors send feedback about their subordinates through this channel.

• It increases awareness about the organization among subordinates and employees.

Downward Communication…

• It enables managers to evaluate the performance of employees.

• It can take any form- memos, notices, face to face interactions or telephonic.

• However, this should be adequately balanced by upward flow of communication.

Upward Communication• When subordinates send reports to inform

their superiors or to present their finding and recommendations, the communication flows upward.

• It keeps managers aware of how employees feel about their jobs, colleagues, organization.

• Managers rely on this for some problem solving decision making.

Upward Communication…• Upward communication depends on the

culture of organization.

• In an open culture without too many hierarchical levels, managers are capable to create a climate of trust.

• In an authoritative environment , upward communication is limited to the managerial ranks.

Upward Communication…

• Suggestion Boxes, employee attitude survey, grievance procedures, superior- subordinate decisions, review report provide info to the top management.

Lateral or Horizontal Communication

• This form of communication takes place among peer groups.

• Necessary to facilitate coordination, save time, and bridge the communication gap between different departments.

Lateral or Horizontal Communication…

• From the organization's point of view it can be advantageous or disadvantageous.

• At times vertical communication channels are bypassed by employees for personal gains.

• The Vice President(Marketing) sending some survey results to VP(Production)

Diagonal or Cross- wise communication

• Flows in all directions and cuts across functions and levels of communication.

• A sales manager communicates directly with the VP (Production)

• It is quick and efficient.

Diagonal or Cross- wise communication…

• At times it prevents employees being used just as a medium between sender and receiver.

• Increased used of e-mail also encourages cross- wise communication.

• It is also referred to as radical, circular communication.

Communication Networks

A variety of patterns emerge when communication combines through vertical and horizontal channels.

Formal Network Models

There are five common formal communication networks :

1. Chain network2. Y Network3. Wheel Network4. Circle Network5. All- Channel Network

1. Chain Network

• A vertical hierarchy.

• Only upward or downward.

• Direct line of authority

Chain Network

2. Y- Network

• Multi- level hierarchy.

• If we turn Y upside down, we see two subordinates reporting to one senior.

Y- Network

3. Wheel Network

• Several subordinates reporting to senior.

• Combination of horizontal and diagonal flow of communication.

• No interaction between subordinates and all of them of same rank.

Wheel Network

4. Circle Network

• Between adjacent employees but no further.

Circle Network

5. All Channel Network

• Least structured.

• All can communicate.

All Channel Network