Prepared by: Monika Sharma

Learning Outline
Dimensions of Communication.
On the basis of organization relationship. On the basis of Flow.

Patterns of Communication.
Wheel / Y Circle All Channel Kite Chain Slash

Dimensions of Communication
On the basis of organization relationship
Formal & Informal External & Internal

On the basis of Flow

Upward & Downward Horizontal/ Lateral

ORGANIZATION CHART AND FLOW OF COMMUNICATIONS

CHAIRMAN

Information

Instructions and Directives

VP-FIN

VP-MKTG

SM

SM

SM

SM

SE

SE
Horizontal Communication
Efforts at Coordination

Downward Communication

Upward Communication

Formal Communication
Generally 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 communication

are:

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

Informal Communication
Takes place in an unstructured manner & outside

the 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

External Communication
It flows outwards . It addresses people outside the organization like:
Prospective customers, Competitors Public, Press, Media Government

It takes place in various ways & through different

channels like:

Letters, notices, brochures, demonstrations Telephone calls, business meetings Press releases & Press conferences Publicity films & product launch events Advertisements.

Internal Communication
Takes place within the organization/group among

different group of employees. people.

It serves to inform, instruct, educate, motivate It controls and cautions people in the organization. It addresses issues like:
Knowledge skills Goal orientation Sharing corporate concerns Review & monitoring Performance appraisal Counseling & training

Upward Communication
Upward communication involves

communication from sources in lower-level positions/level to receivers in higher positions/level. for e.g., when there is a need to communicate problems, results or suggestions.
Any communication that moves from:
Employees to supervisor Regional manager to general manager Branch to zonal office.

Upward Communication
Upward communication is often used: To give information on achievement or

progress
To point out problems that are being

encountered
To pass on ideas for improvement of

activities

Downward Communication
Downward communication involves

messages from senders relatively high in the organizational structure to receivers in lower positions so that leadership can communicate goals, strategies or role expectations.
Any communication that moves from:
From the CEO downwards. From senior to junior executive From head office to branch office. From manager to supervisor

Downward Communication
Downward communication may be used:
To give instructions To provide information about policies and

procedures To give feedback about performance For motivating

Downward Communication Letters and Memos Manuals Handbooks Company Newsletters

Suggestion System

Grievances

Attitude Surveys

Upward Communication

Horizontal/ Lateral communication

Occurs across the same level among equals &

peers.
Dissemination of useful information orally or in

writing, from one department to another . for e.g. sales forecasts from the sales department to production.

Grapevine Communication
Grapevine is an informal channel of business

communication

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 faster

than formal messages.

Sometimes it gets more powerful & receptive than the formal

communication.

Patterns/ Communication Networks of Communication

Communication channels may be linked in a variety

of ways to form communication networks. These networks are used to structure the information flows among network members. This involves decisions such as who should be in the loop to receive certain types of messages, and to whom they should be instructed to respond. In making such decisions, you will determine who has direct and speedy access to information, who is most central in communication networks, who will be able to get information only after others have received it, and so on. Communication networks influence decision quality, member satisfaction, and other outcomes.

Communication
The Circle: The circle has no leader; here there is total quality. Each member of the circle has exactly the same authority or power to influence the group.

Network

Structures

Circle

Communication Networks Structures

The wheel: The wheel is characterized by the centralized position of a clear leader, who is the only one who can send messages to all members and the only one who can receive messages from all members.

Wheel

Communication Networks Structures

The Y: The y pattern is somewhat less centralized than the wheel, but more centralized than some of the other patterns.

Communication Network Structures The Chain: The chain is similar to the circle except that the end members may communicat e with only one person

Chain

Communication Network Structures

The All-Channel: The all-channel or star pattern is like the circle in that all members are equal and all have exactly the same amount of power to influence others, except that each member in this pattern may communicate with any other member. 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.

All Channel (Star)