Dimensions & Patterns of Communication

7/31/2019 Dimensions & Patterns of Communication

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Prepared by:Monika Sharma


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Learning OutlineDimensions of Communication.

On the basis of organization relationship.

On the basis of Flow.

Patterns of Communication.

Wheel / YCircle

All Channel

Kite

ChainSlash


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Communication

On the basis of organization relationship

Formal & Informal

External & Internal

On the basis of Flow

Upward & Downward

Horizontal/ Lateral


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ORGANIZATION CHART AND FLOW OFCOMMUNICATIONS

CHAIRMANCHAIRMAN

VP-FIN VP-MKTG

SM SMSMSM

UpwardCommunication

Information

DownwardCommunication

Instructions

and Directives

Efforts at Coordination

Horizontal Communication

SE SE


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Formal CommunicationGenerally follows a well defined hierarchical

pattern & periodicity.

Forums that facilitate formal communication are: Staff meetings.

Union -management meetings. Periodical sales review meetings. Customer meets. Branch manager conferences.

Channels facilitating flow of formal communicationare:

Memos, agreements, reports. Circulars, clarifications Instructions & guidelines.


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Informal Communication

Takes place in an unstructured manner & outsidethe formal forums.

Works well in smaller, loosely knit organizations.

Used where no rigid hierarchical tiers are present.

Element of spontaneity in this communication.

Informal Communication takes place through: Chats Conversations Informal talks


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External CommunicationIt flows outwards .

It addresses people outside the organization like:

Prospective customers, CompetitorsPublic, Press, MediaGovernment

It takes place in various ways & through differentchannels like:

Letters, notices, brochures, demonstrationsTelephone calls, business meetingsPress releases & Press conferencesPublicity films & product launch eventsAdvertisements.


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Internal Communication

Takes place within the organization/group amongdifferent group of employees.

It serves to inform, instruct, educate, motivatepeople.

It controls and cautions people in the organization.

It addresses issues like:

Knowledge skillsGoal orientationSharing corporate concernsReview & monitoringPerformance appraisalCounseling & training


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Upward Communication

Upward communication involvescommunication from sources in lower-levelpositions/level to receivers in higherpositions/level. for e.g., when there is aneed to communicate problems, results or

suggestions.

Any communication that moves from:Employees to supervisor

Regional manager to general manager

Branch to zonal office.


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UpwardCommunication

Upward communication is often used:

To give information on achievement or

progress

To point out problems that are beingencountered

To pass on ideas for improvement ofactivities


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Communication

Downward communication involvesmessages from senders relatively high inthe organizational structure to receivers inlower positions so that leadership cancommunicate goals, strategies or roleexpectations.

Any communication that moves from:From the CEO downwards.

From senior to junior executive

From head office to branch office.

From manager to supervisor


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DownwardCommunication

Downward communication may be used:

To give instructionsTo provide information about policies and

procedures

To give feedback about performance

For motivating


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Letters and

Memos

Manuals HandbooksCompany

Newsletters

Downward Communication

Upward Communication

Suggestion

SystemGrievances

Attitude

Surveys


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or zon a a eracommunication

Occurs across the same level among equals &peers.

Dissemination of useful information orally or inwriting, from one department to another .

for e.g. sales forecasts from the salesdepartment to production.


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Grapevine Communication

Grapevine is an informal channel of businesscommunication .

It stretches throughout the organization in all directions

irrespective of the authority levels.

Source of such communication unclear.

It spreads by way of gossip & rumors.

It travels though informal networks & often travels fasterthan formal messages.

Sometimes it gets more powerful & receptive than the formalcommunication.


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Patterns/ Communication Networksof Communication

Communication channels may be linked in a varietyof ways to form communication networks.

These networks are used to structure theinformation flows among network members.

This involves decisions such as who should be inthe loopto receive certain types of messages, andto whom they should be instructed to respond.

In making such decisions, you will determine whohas direct and speedy access to information, who is

most central in communication networks, who willbe able to get information only after others havereceived it, and so on.

Communication networks influence decision quality,member satisfaction, and other outcomes.


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Communication Network Structures

The Circle: Thecircle has noleader; here

there is totalquality. Eachmember of thecircle hasexactly thesame authorityor power toinfluence thegroup. Circle


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Communication Networks Structures

The wheel: The wheel ischaracterized by thecentralized position of aclear leader, who is the

only one who can sendmessages to all membersand the only one who canreceive messages from allmembers.

Wheel


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Communication Networks Structures

The Y: The ypattern issomewhat less

centralizedthan thewheel, butmore

centralizedthan some ofthe otherpatterns. Y


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The Chain:The chain issimilar to thecircle exceptthat the endmembers

maycommunicate with only

one personChain


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The All-Channel: The all-channelor star pattern is like the circle inthat all members are equal andall have exactly the same amountof power to influence others,except that each member in this

pattern may communicate withany other member. This patternallows for the greatest memberparticipation. Communicationthrough these networks occursoften but not always face-to-face.

Messages may be written ininformal memos or in formalletters and reports. All

Channel

(Star)


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Documents

Dimensions & Patterns of Communication