2.0 COMMUNICATION SYSTEMS. COMMUNICATION SYSTEMS The organization consists of a number of people who...

2.0 COMMUNICATION SYSTEMS

COMMUNICATION SYSTEMS

• The organization consists of a number of people who are interdependent.

• The performance of one individual in an organization is always affected by the performance of the other.

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COMMUNICATION SYSTEMS

• Interdependence calls for coordination of activities which ensures that individual tasks will be carried out that the objectives of the organization will be achieved.

• Coordination can not be possible if there is no effective communication.

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2.1 Communication• Communication is the transfer of

information from a sender to a receiver.

• The process involves the transfer of information and some behaviors.

• Through communication; information and understanding is transferred between parts and people in an organization.

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Communication..

• It can also be defined as the process by which information is exchanged and understood by two or more people, usually with the intent to motivate or influence behavior.

• In most cases managers are information nerve centre, they receive, process and disseminate information.

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Communication..

• Effective communication, both within the organization and with people outside the company, is a major challenge and responsibility for managers.

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The Manager as an Information Nerve Centre

External Information

Internal Information

Manager as a receiver, processor and disseminator of information

Purpose-DirectedDirect attention to vision, values, desired outcomes Influence employee behavior

Strategic ConversationsOpen communication Listening Dialogue Feedback

MethodsRich channels Upward, downward, & horizontal channels Nonverbal communicationPersonal networks

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2.2 Importance of Communication in an Organization

Effective communication leads to:

i. It leads to greater effectiveness

ii. It keeps people in the picture

iii.It gets people involved with the organization and increases motivation to perform well

iv.It increases commitment to the organization

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Importance of Communication in an Organization…

v. It makes for better relationships and understanding between boss and subordinates (colleagues; people within the organization and outside it).

vi. It helps people to understand the need for change (how they should manage it; how to reduce resistance to change).

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Importance of Communication in an Organization…vii. Effective communication is critical to the

success of an organization.

viii.Through communication; member’s behaviour is controlled in several ways

ix. Communication fosters motivation for what is to be done

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Importance of Communication in an Organization…

viii.Communication provides a release for emotional expression

ix. It also provides information needed for decision making.

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2.3 Communication Networks

• Communication networks are systems of communication lines linking senders and receivers.

• They are channels through which messages pass from one person to another.

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Functions of Communication Networks

Communication networks have the following functions:

i. Providing the means for coordinating the activities of individuals, relationships, groups and other subunits within the organization.

ii.Providing mechanisms for directing the activities of the organization as a whole.

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Functions of Communication Networks

iii. Facilitating the exchange of information within the organization, and

iv. Ensuring the flow of information between the organization and the external environment in which it exists

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Communication Networks in an Organization

• One important differentiating characteristic of organization is the size.

• An increase in the number of individuals in a social unit dramatically increases the number of reciprocal communication linkages that are possible and necessary to connect the persons involved.

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Functions of Communication Networks…

• This is a problem of major proportion

within large organizations.

• In small groups, people can generally talk to whom they wish, about what they wish

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Communication Networks: Formal and Informal Communication Networks

• Communication networks can either be formal or informal.

• They are “formal” if they are formally formed and known for information dissemination/transfer among people in an organization.

• “Informal communication networks” inevitably develop among individuals and subunits in any group or organization

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Communication Networks: Informal Communication Networks…

• These informal networks serve to link individuals to one another in much the same way as do formal networks.

• Informal linkage comes into being primarily because of the personal and social needs of the members.

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Informal communication networks:

• Are generally face-to-face

• Are less constrained by organizational and political constraints

• Move messages rapidly

• Tend to be more the result of the situation than the people or their roles

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• Tend to develop more often within organizational workgroups, departments , or divisions than between them and

• Generally; informal communication networks transmit information that is accurate, though often somewhat incomplete, leading to misinterpretation

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2.4 Structures of Communication Networks

• Communication Networks can be centralized or decentralized.

• A centralized communication network is when information is centered in or directed through specific members.

• A decentralized communication network occurs when communication can start anywhere and travel anywhere in the organization.

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Structures of Communication Networks…

• These types of networks can be in various shapes; chain, Y, wheel, circle, all channel as seen in the diagram below:

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• 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.

• • The Y: The y pattern is somewhat less

centralized than the wheel, but more centralized than some of the other patterns.

•

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• 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.

• The Chain: The chain is similar to the circle except that the end members may communicate with only one person each.

•

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• 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.

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• 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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2.5 Internal and External Communication Networks Internal Communication Networks• In internal communication networks

message flows within organizations

• Internal communication networks have important roles in organizations

• Companies with effective communication strategies are usually successful

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Internal Communication Networks… • Internal communication networks allow the

management and employees to exchange information easily within and organization.

• Internal communication networks can either be downward, upward or horizontal flows.

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External Communication Networks

External communication networks relate to those linking other organizations and public

Inflow: • External networks connect and respond

appropriately to environmental change, threat opportunity or challenge.

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External Communication Networks: Inflows

• Organizations receive information necessary to identify and respond appropriately to environmental change, threat, opportunity or challenge.

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External Communication Networks: Outflows

Outflow:

• Activities that involve the transmission of messages into the environment with the aim of informing and systematically influencing the environment outside the organization

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2.6 Mediated Communication Networks

• Mediated communication uses devices in transferring messages.

• In most enterprises, mediated communication is essential.

• The traditions of the mail; telephones; fax; teleconference; on-line computer systems; electronic mail etc show how mediated communication is useful.

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Mediated Communication Networks: Computer-Aided Communication Networks

• E-mail– Advantages: Quickly written, sent, and

stored; low cost for distribution– Disadvantages: Information overload, lack

of emotional content, cold and impersonal• Instant Messaging

– Advantage: 'Real time' e-mail transmitted straight to the receiver’s desktop

– Disadvantage: Can be intrusive and distracting

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Mediated Communication Networks: Computer- Aided Communication Networks

• Intranet–A private organisation-wide information

network (employees belonging to that company can access and interact)

• Extranet–An information network connecting

employees with external suppliers, customers, and strategic partners

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• Videoconferencing–An extension of an intranet or extranet

that permits face-to-face virtual meetings via video links

• Web conferencing–conferencing event taking place among

people who are different geographical locations

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• Webinar— It is a specific type of web conferencing.

—Web based seminar, presentation, lecture, workshop etc. that is transmitted over the web

—Use various web based technologies

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2.7 Classification of Communication Networks

Communication networks are classified by topology, reach and type of services to be provided by the network:

(i) Classification by Network Topologies

• A network topology is the way the components of a network are connected. Components here are computers. There can be star, bus and ring topologies.

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Classification of Communication Networks..

Network topologies may be physical or logical.

• Physical topology means the physical design of a network including the devices, location and cable installation.

• Logical topology refers to how data is actually transferred in a network as opposed to its physical design.

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Classification of Communication Networks: Network Topologies…

• In Star Topology the switch is connected to a number of smaller computers or terminals.

• This topology is useful for applications as some processing must be centralized and some can be done locally.

• Star topology is very vulnerable, because all communication in the network must pass through the switch

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• In star topology all data is sent from one client to another through the server/switch.

Advantages

• If one client fails no other clients are affected.

Disadvantages

• If central file server fails the network fails

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• The Bus Network links a number of computers by a single circuit made of twisted wire, coaxial cable, or fiber optic cable.

• Massages are broadcasted to the entire network through a single circuit.

• There is no central host, and message can travel in both directions along the cable.

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Network Topologies…

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Bus Topology


Bus Topology

Advantages

• Easy to set up and maintain failure of one node does not affect network

Disadvantages

• Higher rate of data collision than with a bus network fails if there is any damage to the bus

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• A Ring Topology is the one in which all computers are linked by a closed loop in a manner that messages are transmitted from computer to computer, flowing in a single direction.

• Each computer operates independently so that if one fails, communication through the network is not interrupted

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Network Topologies…

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The Ring Topology

http://bettscomputers.com/moodle/course/view.php?id=10


Ring TopologyAdvantages• no collisions because all data travels in same

direction.Disadvantages• fails if an individual node in the network fails

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Classification of Communication Networks: Geographical Scope..

(ii) Classification by Geographical Scope• Local Area Network (LAN). It is a

telecommunication network that requires its own dedicated channel and that encompasses a limited distance, usually one building or several buildings in close proximity.

• Bluetooth is an example of Personal Area Network which can link to eight devices within 10 meters (it is purely a LAN).

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• Wide Area Network (WAN). It covers a wider geographical area (than LAN) usually ranging from several miles to the entire continent.

• It may have a variety of cables, satellite and microwave technology.

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• Private Branch Exchange (PBE): a central switching system that handles a firm’s voice and digital communications.

• This is usually a special computer purposely designed for handling switching office telephone calls.

• These do not require networks as they can be wireless, however; they have limited geographical coverage.

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Classification of Communication Networks: Type of service

(iii) Classification by Types of Services they Provide

(a) Value Added Networks (VANs) offer data transmission and network services to subscribing firms.

• Value Added Networks simplify the communication process by reducing the number of parties that you have to communicate with.

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• VANs insert themselves between trading partners.

• They typically operate on a mailbox scenario where a company would send a transaction to a VAN and the VAN would then place the transaction in the mailbox of the receiver.

• The receiver would then contact the VAN and pick up any transactions it might have and then send anything it might need to send.

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• It is very similar to email, but rather than being unstructured text, it is used for structured standardized data.

(b) Other network services include Packet Switching, the basic switching techniques that can be used to achieve economies of and higher speeds in long distance transmission. There are other technologies provide various services

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2.8 Communication Flow in Organizations

• It is useful to discuss communication in organizations in terms of the direction in which information flows.

• There are upward downward communication where (also called vertical) lateral and serial communication where (also called horizontal).

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Communication Flow in Organizations…

(a) Upward communication• Upward communication refers to messages

sent from the lower of the hierarchy to the upper levels for example, line workers to manager.

• Problems with upward communication are extremely difficult to handle and that messages traveling up the ladder are often messages higher-ups want to hear.

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(b) Downward communication • Downward communication refers to messages

sent from the higher levels of the hierarchy to the lower levels, for example, messages sent by managers to workers.

• Perhaps the most obvious example of downward communication is the giving of orders.

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• Problems with downward communication are that management and labor often speaks different languages, and a lot of managers simply do not know how to make their messages understandable to workers.

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(c) Lateral communication• Lateral communication refers to messages sent

by equals to equals- manager to manager or worker to worker.

• One problem with lateral communication is the specialized languages that divisions of an organization may develop. Such languages are often unintelligible.

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• Another problem is the tendency of workers in a specialized organization to view their area as the one crucial to the health and success of the company

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(d) Serial communication• Serial communication refers to messages sent

along a chain of people.• Problems with serial communication have to

do with leveling, sharpening and assimilation.• In leveling the number of details is reduced

and at the same time that details become omitted, other details become crystallized and heightened in a process called sharpening.

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• Assimilation at the end refers to the tendency of our own attitudes, prejudices, needs and values

(d) The grapevine • A grapevine message is a type of serial

communication but having some additional properties that merit its separate consideration and do not follow such formal lines.

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• Often it is difficult to discover the source of the original message, that is why it is so difficult to ascertain the truth or falsity of grapevine information

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The grapevine, according to some organizational theorist seems most likely to be used when:

• there is great upheaval or change within the organization

• the information is new and no one likes to spread old and well-known information

• face-to-face communication is physically easy.

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2.9 COMMUNICATION SYSTEMS• Communication Systems are designed to

over-come barriers of time and distance.

• Communication systems disseminate information around and between organizations.

• Usually a communication system must have a sender, channel and receiver of information.

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Components of a Communication System

Every communication system has the following basic components, these are:

• Data Source (where the data originates)

• Transmitter (device used to transmit data/sender)

• Transmission Medium (cables or non cable)

• Receiver (device used to receive data)

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Types of Communication Systems

• There are several types of communication systems.

• Communication systems vary in complexity level, level of contact between communicators, time lag of feedback, and the ability of communicators to adjust feedback.

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Thus categories communication systems into 4 types namely;

• Interpersonal communication systems

• Organizational communication systems

• Public communication systems

• Mass communication systems

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i. Interpersonal Communication Systems

• Interpersonal communication is the basic level of communication.

• An interpersonal communication may consist of a few as two people or two major subsystems.

• These interact with other face to face and have the opportunity to affect other.

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• There are various ways of message delivery in Interpersonal communication ranging from face to face; telephone; letter; e-mail; fax etc.

• However, the use of technology limits the

advantages of interpersonal communication.

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ii. Organizational Communication Systems

• In a bank and other larger organizations, communication is much more complex than in an interpersonal system.

• Each organization has an organizational communication system which is composed of a large collection of subsystems.

• The subsystems exist as separate entities yet interrelate with each other.

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• Both a formal and informal network of communication is required.

• For effective communication, managers should learn about the organizations with which they communicate.

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iii. Public Communication Systems

• A public communication system usually involves communication from one person to a large group of people.

• In this type of communication system the sender gives more information while the receiver remains as a listener.

• Obvious there is less feedback.

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iv. Mass Communication System

• In this communication system there is no chance for people to interact freely with one another.

• Feedback can be possible through letters, e mails, e.t.c.

• This communication system is characterized by feedback delay and normally can not get feedback from all those who received the message.

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• It is thus necessary to establish a formal feedback mechanism so as to know the reaction made after the communication process.

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Mediated Communication Systems Devices

i. Cellularii. Satelliteiii. Short-range wirelessiv. Wide Area Network

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