communication network and structures

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Communication Network and

Structures

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An organization is an information-

processing system

It collects and filters information, process on it,

interprets it, modifies it and finally acts upon it

The organization’s contribution comes from

structured communication channels and the positions which individuals occupy

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There are two dynamic There are two dynamic systems of Communicationsystems of Communication

InternalInternal ExternalExternal

The emphasis of internal The emphasis of internal communication is on presenting andcommunication is on presenting and

interpreting facts, whileinterpreting facts, whileThe emphasis of externalThe emphasis of external

Communications is on promotingCommunications is on promotingGoodwill and future businessGoodwill and future business

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Importance of CommunicationImportance of Communication

Communication is considered to beCommunication is considered to bethe core of an organization; its structure,the core of an organization; its structure,

Scope and effectiveness dependScope and effectiveness dependEntirely on its communication techniquesEntirely on its communication techniques

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Importance of CommunicationImportance of Communication

Managers spend 95% of their time onManagers spend 95% of their time onCommunication, 75% being on Communication, 75% being on

FaceFace--toto--face oral communication with face oral communication with Peers, subordinates, superiors Peers, subordinates, superiors

and customersand customers

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Factors determining CommunicationFactors determining Communication

The size & theThe size & thestructurestructure

of the organizationof the organizationDiversity of GoalsDiversity of Goals

CompetetionCompetetion &&Conflicts with the Conflicts with the

external environmentexternal environment

Heterogeneousness Heterogeneousness of its membersof its members

Internal support &Internal support &Unity it hasUnity it has

Stability of internal &Stability of internal &external environmentexternal environment

Channels of Internal CommunicationChannels of Internal Communication

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Message moves among the persons

of the same level

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Message movesfrom

higher to lower level

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Message movesfrom

Lower to higher level

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Downward Communication includes:

Instructions about a

specific task

Information about the practices and

procedures followed by the organization

Feedback about

performance

Information about the ideology and the goals

of the organization

Job related instructions

Organizational policies

Performance feedback

Procedures

Rules

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Upward Communication

In upward communication messages are usually

information and reports. But many use it to understand the concerns of the subordinates

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Fear and shyness of the subordinates and the

impatience and arrogance of the superiors are the barriers

to this communication

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An open and effective upward

communication minimizes the

warnings, demands and complaints

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Upward Communication are:

Regular reporting conveying the factual information to the management

Periodical review meetings providing an opportunity to convey opinions, views and attitudes upward

Suggestion scheme, a formal system used for making ideas move up from the lower level to the management and the decision makers

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Open door policy, an informal channel gives every employee an access to higher authority preventing distortion by avoiding the chain of authority

Informal gatherings, picnics or weekly tea meetings bring together all the members of the organization giving the opportunity for socializing and getting to know one another closely

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Exit interviews with the employees leaving the organization provide useful information about attitudes and the view of the employees

Standing Committees provide a channel for problems, unhappy feelings, troubles, complaints and grievances to be made known to the upper level of the organization where they can be given serious attention

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Horizontal Communication

Messages exchanged between persons of equal status are called horizontal or lateral

communication which is more interactive than the vertical

communication

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Horizontal communication networks refers to the

connection between individuals at the same level of authority

within an organizational group, department, or division

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Functions of horizontal information include Coordinating planning and

execution of tasks, Providing for collective problem solving, Facilitating common

understanding, Resolving differences and Developing supportive and productive

work relationships.

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A general common understanding and agreement of opinion is achieved by open

discussion; this is known as consensusAn organization has to function as a unit, with all the groups pooling their efforts

towards goal. Clashes, conflicts, disputes, disagreements are avoided through peaceful

negotiations and understanding

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Communication Network

By a network, we mean the channels through which

messages pass from one person to another

• Communication Networks– The pathways along which information flows

in groups and teams and throughout the organization.

– Choice of communication network depends on:

• The nature of the group’s tasks• The extent to which group members need to

communicate with each other to achieve group goals.

Communication NetworksCommunication Networks

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Communication NetworkNetwork Functions

Organizations have their origins in communication networks. The functions

of communication networks include:• 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

• 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

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Centralised NetworkCentralised Network Decentralised NetworkDecentralised Network

It is effective for It is effective for simple problemssimple problems

It gives the It gives the Participants a feelingParticipants a feelingof selfof self--determination determination

and provides moreand provides moreSocioSocio--emotional emotional

satisfactionsatisfaction

Communication

Networks in Groups

and Teams

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Centralised NetworkCentralised Network

All the information is All the information is Passed through a Passed through a

Central position. ThereCentral position. Thereare 3 types : are 3 types :

The Chain

The Y

The Wheel

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In the chain pattern, one person passes Information In the chain pattern, one person passes Information to others down with the line of Hierarchy, who themto others down with the line of Hierarchy, who them

pass it further down their own chain of authority. pass it further down their own chain of authority. It allows only vertical Movement and It allows only vertical Movement and

is strictly hierarchicalis strictly hierarchical

The Chain

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AdvantagesAdvantages DisadvantagesDisadvantages

There is likely to be loss of information by editing at every level. Persons at

the bottom may feel isolated and less

motivated.

The Chain Network

There is a leader at the top of hierarchy, useful for tasks that have to be performed within a given

time and without any deviation

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It is a variation of chain; messages move vertically,It is a variation of chain; messages move vertically,Between subordinate and supervisors in theBetween subordinate and supervisors in thehierarchy. It includes an example of formal hierarchy. It includes an example of formal

Communication within a hierarchy. It is someCommunication within a hierarchy. It is some--What less centralized than wheel, but more What less centralized than wheel, but more Centralized than some of the other patterns Centralized than some of the other patterns

e.g. Police Servicee.g. Police Service

The Y Network

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It is characterized by the centralised position of a It is characterized by the centralised position of a clear leader, who is the only one who can send clear leader, who is the only one who can send

Messages to all members and the only one who canMessages to all members and the only one who canReceive messages from all members. Decisions can beReceive messages from all members. Decisions can be

Made quickly but group morale is low since othersMade quickly but group morale is low since othersDo not take an active part in decision making. The Do not take an active part in decision making. The

Leader may feel very important and powerful.Leader may feel very important and powerful.

The Wheel Network

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Decentralised NetworkDecentralised Network

The

Circle

The

All Channels

It is effective when the task requires the group to perform numerous and

varied operations It is used in complex problem. The 2 types of

decentralized networks are the circle and all channels. It gives the

participants a feeling of self0-determination and provides more

socio-emotional satisfaction.

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The circle has no leader; here there is total quality.The circle has no leader; here there is total quality.Each member of the circle has exactly the sameEach member of the circle has exactly the same

Authority or power to influence the group. The mainAuthority or power to influence the group. The mainproblem is that information moves rather slowly,problem is that information moves rather slowly,And might be distorted. However morale is high And might be distorted. However morale is high Because everyone takes part in decision making.Because everyone takes part in decision making.

The Circle Network

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The all channel or star pattern is like the circle in that The all channel or star pattern is like the circle in that All members are equal and all have exactly the sameAll members are equal and all have exactly the same

amount of power to influence others, except that eachamount of power to influence others, except that eachmember in this pattern may communicate with any member in this pattern may communicate with any other member. This Pattern allows for the greatest other member. This Pattern allows for the greatest

Member participation. Communication through Member participation. Communication through these networks occurs often but not alwaysthese networks occurs often but not always

faceface--toto--face. Messages may be written in informal face. Messages may be written in informal Memos or in formal letters and reports.Memos or in formal letters and reports.

The All Channel Network

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The wheel pattern has Been found to be the most The wheel pattern has Been found to be the most Efficient in arriving at good Situations.Efficient in arriving at good Situations.

ComputerComputer--mediated communication is replacing mediated communication is replacing many of traditional forms of internal communicationmany of traditional forms of internal communication

in many organization. A good deal of informationin many organization. A good deal of informationwhich used to be limited and controlled and which used to be limited and controlled and

was a source of power is now freely availablewas a source of power is now freely availableto the entire organization.to the entire organization.

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Informal Communication ChannelsInformal Communication Channels

It makes up the shortcomings in the formal network which is

used in accomplishing the organizational goal

It serves the needs of individuals, whether or not

these needs are the same as goals of the organization

To satisfy various human needs of the

members of the organization, the

informal channel is developed. The two

basic purposes for this are:

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Grapevine messages is a type of serial communication but having some

additional properties that merit its separate consideration and do not follow such formal lines. Often it is difficult to

discover the source of the original message, which is why it is so difficult to ascertain the truth or falsity of grapevine

information

I Heard It on the Grapevine

• The grapevine is an informal communication network within an organization.

• Research reflects that about 75 % of the communication in the grapevine is accurate.

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The grapevine according to organizational theorist Keith Davis

seems most likely to be used when a) there is great upheaval or change within

the organization b) the information is new and no one likes to spread old and well-known information 3) face-to-face

communication is physically easy

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It cannot be crushed. It needs to

be skillfully controlled.

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Keith Davis observes and advocates that “a lively grapevine

reflects the deep psychological need of people to talk about their

jobs and their company as a central life interest. Without it, the company

would literally be sick”.

Communications – Did you know?• People remember:

– 10 percent of what they read– 20 percent of what they hear– 30 percent of what they see– 50 percent of what they see and hear– 80 percent of what they say – 90 percent of what they say and do

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Communications – did you know?

• If you tell 100 people something without repetition:– After 24 hours, 25 percent have forgotten it

– After 48 hours, 50 percent have forgotten it

– After 72 hours, 75 percent have forgotten it

– After one week, 96 percent have forgotten it

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communication network and structures

Education