Communication Networks Types of Communication Networks v v

Communication Networks

Types of Communication Networks v v 1) 2) Organization is a composite of people There are two types of Communication network: Internal (formal and informal) External

Channels of communication Vertical l Message distortion avoided if not many people are involved l Efforts for one to one communication within a department can form a close link Upward and downward flow of message, not possible for direct interface especially when number of people are high. l

Channels of communication Horizontal l Communication with colleagues and peers, Most effective as peers are not hindered by chain of command l Communication depends on interdependence of department l No progression without lateral communication, cooperation and coordination l Duplication of work l Employee relations may be spoiled

Channels of communication Diagonal l No definite path of information flow l Hierarchal findings are minimum l Better ties between employees l Gossip and rumor (spreading through informal conversation) l No one takes responsibility of information flow

External Communication l l In order to survive the competitive environment it’s important to adopt external communication The image of the company depends on the ways of external communication l l l l Advertising Media Interaction Public Relations Presentations Negotiations Mails Telegrams Letters

Difference Between External and Internal Communication l l Different personalities, background, disciplines, different expectations. A lot at stake to protect the company's image l More relaxed

Types of Communication Oral communication 1) Words 2) Articulation Non-verbal 1)Body language 2)Signs and Symbols 3)Territorial zone 4)Object language Written 1)Reports 2)Illustrations 3)Memos 4)Telegrams 5)Fax 6)Emails

Difference Between Oral and Written Oral q q q q Interactive Fluid /no limits (if senders goal is not met changes his strategy) Basic issues Pen down ideas so they are brief Conducted at any place Not much impact Instant feedback Written q q q q Delayed interaction Medium is frozen Complex issues sorted out Longer time frame Cost is high Greater impact Prolonged feedback

Types of Non-Verbal Communication l l l Paralanguage (How to say it) Kinesics (Body movement) Proxemics (Space)

Paralanguage l l l Language deals with what is said Paralanguage deals with how it is said I want you to read it.

Paralanguage l l l Paralanguage voice qualities include: Rate Volume Rhythm Pitch

Cont’d l Rate: – – An increased rate indicates l Anger l Impatience l Anxiety A decreased rate indicates l Thoughtfulness l Reflective attitude l Boredom

Kinesics l l Eye contact Gesture Posture Movement – – – Side to side Forward and backwards Vertical

Proxemics l l Intimate distance (18 inches) Personal distance (four feet) Social distance (eight feet) Public distance (12 feet and above)

Effective communication- 7 C’s l Credibility: if sender establishes credibility, the receiver has no problem in accepting it. (long time to build honesty and trust) l Courtesy: diplomacy and appreciation should be expressed in messages. (“I” attitude discarded and “you” implied) l Clarity: clear mind, thoughts, simple language, and easy sentences.

7 C’s l Correctness: level of knowledge and educational background of the receiver should be kept in mind; nondiscriminatory terms should be used l Consistency: not too many ups and downs that lead to confusion l Concreteness: concrete and specific expressions preferred l Conciseness: avoid weighty language, excessive information

l l l Credibility: trust Courtesy: improves relationships Clarity: makes comprehension easier Consistency: introduces stability Concreteness: reinforces confidence Conciseness: saves time

4 S’s l l Shortness: economizes, msg should be brief so it is communicate faster. Flooding high sounding words does not create an impact Simplicity: Impresses, reveals a clarity in the thinking Strength: Convinces, if sender believes in the message he is bound to convince. Sincerity: Appeals, if sender is genuine it will be expressed in the way he communicates.

Cont’d l You’ve got to believe it in time to keep them from hanging me. Every night you ask me how it happened. But I don’t know! I can’t remember. There is no other answer. You’ve asked me that question a thousand times. Oh God, stop them…. quick… before it’s too late.