Download Lecture 7-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
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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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Net work structures (Formalized)
 Types of network:
 Circle
 Chain
 Wheel
 The Y
 All- channel
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•Circle net work
e.g. between people at the
Same level
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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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Communication
A chain
Network
e.g. formal
contact
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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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• A wheel network
e.g.Sales team
report to head
office
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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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• A Y network e.g.
Sales teams
report to Regional
office
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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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•An all – channel
net work e.g.
Brain storming
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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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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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Summary
 Why is this the case? Think of possible reasons
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Organizational Communication
Theory
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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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Why Organizational Communication Theory
 The workers in an organization would not know the
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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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Internal and external communication
Internal communication:– It refers to the exchange of information and ideas within an
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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
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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.
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They may include:–
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Customers
Suppliers
Stake holders/ share holders
Potential employees
Press
Gov’t agencies ( URA, NEMA /UCDA)
General public
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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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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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Effective messages
 Principles of effective communication
• Clarity
• Completeness
• correctness
• Conciseness
• Consideration (empathy)
• Concreteness
• Courtesy
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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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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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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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Effective messages cont’…
 Conciseness:
 Effective communicator should always eliminate
unnecessary expressions and include only relevant acts
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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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Effective messages cont’d….
 Concreteness :
 The writer should be specific.
 Not vague and general
 This may be achieved through:

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Use of specific figures facts
Use of image words
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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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