A communication network refers to how information flows within the organization. Information within an organization generally flows through a system, rather than being a free flow. Communication networks are regular patterns of person-to-person relationships through which information flows in an organization.
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Definition
The communication network definition refers to the way communication flows within an organization. It represents a method that is used to facilitate communication within a team or staff. Businesses need to communicate in different ways, depending on the purpose of the messages, in order to be efficient and successful.
Communication flows in various ways
In an organization, communication flows in various ways. Downward communication represents the transmission of information from a manager to an employee. Upward communication takes place when employees provide feedback to managers. Horizontal communication includes the interactions that occur between two people who are at the same level. Diagonal communication refers to the interactions that take place between people at different levels in the organization.
" Vertical Communication
" Downward Communication
" Upwards Communication
" Horizontal Communication
" Diagonal Communication
Vertical communication
Vertical communication is a business communication strategy in which information, tasks, and requests move upward and downward between senior management and lower-level employees. Vertical communication follows a strict chain of command and offers employees at all different levels a straightforward communication process.
Downward communication: Downward communication is the act of relaying important information in a company or organization from higher levels to lower levels.
How does downward communication work?
One of the most common forms of downward communication in the workplace is managers speaking directly with employees. This allows managers to relay the information and be available to answer any employee questions or clarify certain aspects of the news. Sometimes, managers are generating the information or directions themselves, and other times, the instructions might come from senior managers or the company's board of directors. Businesses and organizations can also use other forms of downward communication to discuss company changes or directives, including:
" Sending emails
" Writing newsletters and memos
" Highlighting information in manuals or handbooks
" Holding staff meetings
" Creating policy changes
Using downward communication can provide important benefits for companies, including better project coordination, improved company morale and increased individual performance.
Upward Communication:
Upward communication is the process by which lower-level company employees can directly communicate with upper management to provide feedback, complaints or suggestions regarding the day-to-day operations of the company. Upward communication is increasing in popularity among organizations to encourage a participative work.
Fundamental purposes
The purpose of upward communication is to allow employees to give feedback or suggestions to authoritative company figures, whereas the use of downward communication is to give orders to lower-level employees about their job responsibilities or company policies.
How does upward communication differ from downward communication?
Bottom-up vs. top-down communication
Whereas upward communication focuses on lower-level employees disseminating information to upper management, downward communication focuses on a transfer of information from upper management down to the employees. Upward communication is participative because it encourages lower-level employees to voice their opinions. In contrast, downward communication is directive in nature as it allows upper management to instruct employees on particular company matters.
Horizontal Communication
The meaning of horizontal communication simply explains the flow of information in a professional setting. For instance, if you're working in a team, your interaction with your teammates falls under horizontal communication. It helps employees identify with each other and get comfortable in communicating their ideas. For employees who find it hard to open up, horizontal communication encourages them to come out of their shells. This type of communication is suitable when the information isn't of a sensitive nature or doesn't call for approval by senior management.
Examples Of Horizontal Communication
Presentations
Presentations are usually overseen by all levels of management to judge the efficacy of ideas. Your director, manager and peers may comprise the audience so you have to tailor your words appropriately. It's important to refine your speaking skills in this scenario so you can get your ideas across with clarity.
Meetings
Whether it's status updates or strategy meetings, they are run by managers because this way they can assign tasks and monitor your progress. You may schedule meetings with your team members for a more informal catch-up-these can be fun team-building activities with quizzes, games and informal conversations.
Brainstorming
One of the most effective forms of horizontal communication is brainstorming. You get a chance to speak your mind and share your idea with your team-which can also include your manager.
Diagonal Communication
The diagonal flow of communication instigates cutting across departmental lines by letting people from different departments who have no direct reporting relationship interact with each other. Diagonal communication in an organization is used to ensure different teams in the organization are adhering to the overall goals of the company.
Example of diagonal communication in an organization
Example:
When a supply chain manager in an organization communicates with the finance manager to prepare an audit report of the inventory used within the last financial year.
Example:
To prepare a new sales training program the HR executives interact with Sr. line sales managers from the sales department for training modules and territory requirements.
Barriers of Communication
Barriers To Effective Communication
The process of communication has multiple barriers. The Barriers to effective communication could be of many types like linguistic, psychological, emotional, physical, and cultural etc. We will see all of these types in detail below.
Linguistic Barriers
The language barrier is one of the main barriers that limit effective communication. Language is the most commonly employed tool of communication. The fact that each major region has its own language is one of the Barriers to effective communication. Sometimes even a thick dialect may render the communication ineffective.
Psychological Barriers
There are various mental and psychological issues that may be barriers to effective communication. Some people have stage fear, speech disorders, phobia, depression etc. All of these conditions are very difficult to manage sometimes and will most certainly limit the ease of communication.
Emotional Barriers
The emotional IQ of a person determines the ease and comfort with which they can communicate. A person who is emotionally mature will be able to communicate effectively. On the other hand, people who let their emotions take over will face certain difficulties.
Physical Barriers to Communication
They are the most obvious barriers to effective communication. These barriers are mostly easily removable in principle at least. They include barriers like noise, closed doors, faulty equipment used for communication, closed cabins, etc. Sometimes, in a large office, the physical separation between various employees combined with faulty equipment may result in severe barriers to effective communication.
Cultural Barriers of Communication
As the world is getting more and more globalized, any large office may have people from several parts of the world. Different cultures have a different meaning for several basic values of society. Dressing, Religions or lack of them, food, drinks, pets, and the general behaviour will change drastically from one culture to another.
Hence it is a must that we must take these different cultures into account while communication. This is what we call being culturally appropriate. In many multinational companies, special courses are offered at the orientation stages that let people know about other cultures and how to be courteous and tolerant of others.
Organisational Structure Barriers
As we saw there are many methods of communication at an organizational level. Each of these methods has its own problems and constraints that may become barriers to effective communication. Most of these barriers arise because of misinformation or lack of appropriate transparency available to the employees.
Attitude Barriers
Certain people like to be left alone. They are the introverts or just people who are not very social. Others like to be social or sometimes extra clingy! Both these cases could become a barrier to communication. Some people have attitude issues, like huge ego and inconsiderate behaviours.
Perception Barriers
Different people perceive the same things differently. This is a fact which we must consider during the communication process. Knowledge of the perception levels of the audience is crucial to effective communication. All the messages or communique must be easy and clear. There shouldn't be any room for a diversified interpretational set.
Physiological Barriers
Certain disorders or diseases or other limitations could also prevent effective communication between the various channels of an organization. The shrillness of voice, dyslexia, etc are some examples of physiological barriers to effective communication. However, these are not crucial because they can easily be compensated and removed.
Technological Barriers & Socio-religious Barriers
Other barriers include the technological barriers. The technology is developing fast and as a result, it becomes difficult to keep up with the newest developments. Hence sometimes the technological advance may become a barrier. In addition to this, the cost of technology is sometimes very high.
Most of the organizations will not be able to afford a decent tech for the purpose of communication. Hence, this becomes a very crucial barrier. Other barriers are socio-religious barriers. In a patriarchal society, a woman or a transgender may face many difficulties and barriers while communicating.
How to overcome communication barriers?
Communication is the sharing of information between two people. When providing support to a person living with a mental health condition it is important that communication works both ways. A communication barrier is something that prevents either person from understanding the information they are being told.
Barriers to communication can be overcome by:
" checking whether it is a good time and place to communicate with the person
" being clear and using language that the person understands
" communicating one thing at a time
" respecting a person's desire to not communicate
" checking that the person has understood you correctly
" communicating in a location that is free of distractions
" acknowledging any emotional responses the person has to what you have said.
Make Your Ideas Clear Before Communicating
Give a thought to what you are going to say. You need to have clear ideas about what you are about to speak. Know the motive behind the subject. Begin with a clear goal of communication and precise thinking. In order to minimise vagueness and confusion in the communication process, clear communication builds upon exact terms and concrete words. Making your ideas clear before speaking, make your message simple and to the point. The receiver will understand what you're trying to say. Think of it from start to end and analyse all possible options when it is a new idea you want to share. When you have to explain it, be sure that all steps and linkages are fully understood by you and why they exist. Expect questions from your listener and be prepared to answer them.
Ensure the Time of Your Communication is Good
When you speak to someone, try to see the time and the mood of the person. Do not go and knock on your colleague after office hours. Time is an important factor in communication. When a group of people initiates communication, you must pay attention and communicate in due time.
It is also important to say the right thing at the proper time. For example, when your listener is in a sad situation, don't try to tell an irrelevant joke. Or, if your listener is in a particularly happy mood, do not say anything that will trigger sadness or a bad mood.
Use a Language Your Listener Can Understand
You have to ensure that you are speaking the language which your listener can understand. Make your grammar and vocabulary as easy as possible while talking and writing. You can always show your language skills in report or thesis writing. But when you are delivering a meaningful message or conversing formally or informally, avoid any complex language or using a different accent.
Verbal and written messages that are easy to understand and jargon-free engages your audience. It will increase their interest in the conversation. Also, they will easily communicate back and forth with you.
Make your Message to the Point and Short
When speaking or writing emails or chatting, make your message to the point. Firstly, avoid any kind of unnecessary information. Secondly, only communicate one idea, thought or feeling at a time.
Thirdly, do not make your message too lengthy. When people hear long messages, they usually lose track of it, get bored or lose interest in the topic. Your message receiver will have a hard time grasping the message and take action on it. As a result, It will increase your time to explain again.
Check if the Other Person has Understood Your Message
When you communicate with someone else, ensure that they understood the message properly. Giving and requesting feedback proves that you are serious about what the other person says and their views on the subject.
The motive of feedback is to determine whether the recipient has grasped the significance of the received information. The reaction on the recipient's face can be understood in face-to-face communication. However, the sender should adopt an appropriate feedback method in case of written communication or other kinds of communications.
Take Care of Your Body Language, Tone and Content of the Message
Your expressions, gestures, posture and voice tones are powerful tools. Whenever you are speaking, make sure you are communicating with correct body language.
Aggressively saying something good might take your listener aback. Use a polite tone is equally important. For example, when you are congratulating someone, you have to see it with genuine excitement. Saying "Congratulation!" with a sad face will make you seem like you are not happy with their progress. When you use the wrong body language and tone, the subject matter of your message can be easily misinterpreted.
Also, when you are choosing your word, make sure it is not contradictory and does not have any kind of double meaning.
Listen Before you Speak Again
Even though you and the other person may have a different perception of the subject, listening to the person overcomes barriers.
By listening, you will make the other person feel that their perception is equally important as yours. Furthermore, you will be apple to give more appropriate feedback.
Do Not Interrupt When Someone Else is speaking
Strongly avoid interrupting someone when they are speaking. Wait till they are finished with what they are saying. It is considered rude behaviour. But when you interrupt someone, it distracts them from the things they were saying. As a result, they might lose their flow. So if you are interrupting someone, you must have a strong reason for it. Otherwise, strictly avoid speaking until the other person is done.