Communication Flows PDF

UNIT -1 Communication Flows Communication within a business can involve different types of employees and different functional parts of an organization. These patterns of communication are called flows, and they are commonly classified according to the direction of interaction: downward, upwar...

UNIT -1 Communication Flows Communication within a business can involve different types of employees and different functional parts of an organization. These patterns of communication are called flows, and they are commonly classified according to the direction of interaction: downward, upward, horizontal, diagonal, external. When leaders and managers share information with lower-level employees, it's called downward, or top-down communication. In other words, communication from superiors to subordinates in a chain of command is a downward communication. This communication flow is used by the managers to transmit work-related information to the employees at lower levels. Ensuring effective downward communication isn't always easy. Differences in experience, knowledge, levels of authority, and status make it possible that the sender and recipient do not share the same assumptions or understanding of context, which can result in messages being misunderstood or misinterpreted. Creating clearly worded, unambiguous communications and maintaining a respectful tone can facilitate effective downward communication. Upward communication is the transmission of information from lower levels of an organization to higher ones; the most common  UNIT -1 situation is employees communicating with managers. Managers who encourage upward communication foster cooperation, gain support, and reduce frustration among their employees. The content of such communication can include requests, estimations, proposals, complaints, appeals, reports, and any other information directed from subordinates to superiors. Upward communication is often made in response to downward communication; for instance, when employees answer a question from their manager. In this respect, upward communication is a good measure of whether a company's downward communication is effective. The availability of communication channels affects employees' overall satisfaction with upward communication. For example, an open-door policy sends the signal to employees that the manager welcomes impromptu conversations and other communication. This is likely to make employees feel satisfied with their level of access to channels of upward communication and less apprehensive about communicating with their superiors. For management, upward communication is an important source of information that can inform business decisions. It helps to alert management of new developments, levels of performance, and other issues that may require their attention. Horizontal communication, also called lateral communication, involves the flow of messages between individuals and groups on the same level of an organization, as opposed to up or down. Sharing information, solving problems, and collaborating horizontally is often more timely, direct, and efficient than up or down communication, since it occurs directly between people working in the same environment. Communication within a team is an example of horizontal communication; members coordinate tasks, work together, and resolve conflicts. Horizontal communication occurs formally in meetings, presentations, and formal electronic communication, and  UNIT -1 informally in other, more casual exchanges within the office. When there are differences in style, personality, or roles among coworkers, horizontal communication may not run smoothly. According to Professor Michael Papa, horizontal communication problems can occur because of territoriality, rivalry, specialization, and simple lack of motivation. Territoriality occurs when members of an organization regard other people's involvement in their area as inappropriate or unwelcome. Rivalry between individuals or teams can make people reluctant to cooperate and share information. Specialization is a problem that occurs when there is a lack of uniform knowledge or vocabulary within or between departments. Finally, horizontal communication often fails simply because organization members are unwilling to expend the additional effort needed to reach out beyond their immediate team. Diagonal communication is the sharing of information among different structural levels within a business. This kind of communication flow is increasingly the norm in organizations (in the same way that cross-functional teams are becoming more common), since it can maximize the efficiency of information exchange. The shortest distance between two points is a straight line. Diagonal communication routes are the straight lines that speed communications directly to their recipients, at the moment communication is necessary. Communications that zigzag along horizontal and vertical routes, on the other hand, are vulnerable to the schedules and availability of the individuals who reside at each level.  UNIT -1 Another type of communication flow is external, when an organization communicates with people or organizations outside the business. Recipients of external communication include customers, lawmakers, suppliers, and other community stakeholders. External communication is often handled by marketing and sales. Annual reports, press releases, product promotions, financial reports are all examples of external communication. ************************************************************************** An organization’s formal communication network is comprised of all the communication that runs along its official lines of authority. In other words, the formal network follows reporting relationships. As you might expect, when a manager sends an email to her sales team describing the new commission structure for the next set of sales targets, that email (an example of downward communication) is being sent along the company's formal network that connects managers to their subordinates. An informal communication network, on the other hand, doesn't follow authority lines and is established around the social affiliation of members of an organization. Such networks are also described as "grapevine communication." They may come into being through the rumor mill, social networking, graffiti, spoof newsletters, and spontaneous water-cooler conversations. ************USE OF LANGUAGE IN COMMUNICATION Language plays a crucial role in communication, as it is the medium through which we convey our thoughts, ideas and emotions to others. It allows us to express ourselves in a way that is efficient, precise and meaningful. It also enables us to understand and interpret the messages of others. Without language, communication would be much more difficult and often impossible. Additionally, language can also serve as a marker of identity, culture and social status.  UNIT -1 1. Language in Communication Creates Understanding Language is the basis of understanding between individuals and helps us make sense of the world around us. It can be used to communicate with others or even express oneself. Through language, we can convey our thoughts and feelings to another person and make sure that they understand what we mean. For instance, if we want to explain a concept, language will help us do so in a clear manner. It can also be used to share our experiences or opinions, allowing us to create a connection with another person. 2. Language Enhances Connections Between People Language can also help people connect and form relationships with one another. By speaking the same language as somebody else, we are able to communicate more effectively, understand each other better, and even empathize with one another. It also allows us to form meaningful relationships and build trust between individuals. With language, we can exchange ideas and perspectives and open up opportunities to explore new thoughts and develop meaningful connections. 3. Language Is Used to Manifest Emotions Language is also used to express emotions. By using certain words or phrases, we are able to convey how we feel in a way that is easily understood by others. This helps us understand each other’s feelings and make sure that we are communicating in a way that is clear and effective. It also allows us to express ourselves in an honest manner without fear of misinterpretation. This can help us create meaningful connections and foster trust between individuals. 4. Language Is Used to Share Knowledge Language is also used to share knowledge. It allows us to communicate our ideas and experiences in a way that is easily understood by others. By using language, we are able to share information in an organized manner which helps us gain insights into different topics and fields of study.  UNIT -1 It also allows us to learn from one another, as well as exchange tips and tricks to make our lives easier. This helps to create a stronger sense of community and encourages the sharing of ideas which can help us all grow and learn. 5. Language in Communication Helps in Decision Making Language is also used to help us make decisions. By using language, we are able to communicate our thoughts and feelings and come up with solutions to problems. It allows us to think critically and logically, as well as consider different perspectives and viewpoints. This helps us make informed decisions which can have a positive impact on our lives and the lives of those around us. 6. Language Improves Self-Expression Learning a language can help you express yourself through words, which is often hard to do without it. By being able to communicate your ideas in a clear manner, you are better able to get your message across and have it truly understood by others. This can help you create an impact in discussions, meetings and presentations. For example, if you are giving a presentation, it is important to be able to use language effectively so that your message comes across clearly and accurately. 7. Language Helps in Problem-Solving Language can also help us solve problems by helping us better understand the situation at hand. By communicating our ideas with one another, we can find solutions that would not have been possible without language. It can help us think critically, weigh our options and come up with solutions that may not be obvious at first glance. This helps us make better decisions and find creative ways to solve problems.  UNIT -1 8. Language Reduces Conflict Being able to express yourself clearly can reduce conflict between individuals or groups of people. By being able to communicate effectively, we are better able to understand one another and come up with solutions that everyone can agree on. It also helps to create a peaceful atmosphere, as everyone is more understanding of one another and able to work together towards a common goal. This helps us resolve conflicts in a more positive way, which leads to increased harmony and cooperation between individuals. 9. Language Enhances Creativity Language allows us to think outside the box and come up with creative solutions to problems. By being able to express ourselves freely, we can explore different perspectives and ideas, which can lead to some truly innovative solutions. It also allows us to be imaginative and playful, which is essential for creativity. This helps us create new products, services and experiences which can be beneficial to us and our society. 10. Language in Communication Strengthens Relationships Language has the power to build strong relationships and foster trust between individuals. By using language, you can create a shared understanding with other people and show them that you’re listening and understanding their perspectives. This in share communities. professional helps stories, to create experiences and personal a feeling and settings. ofideas, connection Itwhich alsoand can brings can help people lead us grow totogether, improved as individuals asrelationships it allows andus both to 11. Language Enhances Cultural Awareness Learning a language can also help us gain a better understanding of different cultures and countries. By being able to communicate with people from other backgrounds, you can learn about their culture in a more personal way than simply reading about it or watching documentaries. This helps to increase our knowledge of the world and encourages mutual respect and understanding. For instance, if you are travelling to a foreign country, knowing the language can help you navigate and connect with locals more easily.  UNIT -1 12. Language Helps You Learn Other Languages When you learn a new language, it becomes easier to pick up other languages. Once you have the basics down, you can use what you have learned as a starting point for learning another language. This is because many languages share similar characteristics and structures, so once you are familiar with one, you can often use the same principles to learn another. This makes it easier and more efficient to become proficient in multiple languages. 13. Language Enhances Your Mental Abilities Studies have shown that learning a language can improve your cognitive abilities and mental sharpness. This is because it requires you to process information and use your memory, which helps keep the mind active. It also improves concentration and problem-solving skills, which helps us become better thinkers. Furthermore, by learning a foreign language, we can develop our understanding of grammar and syntax, which can help us better understand our native language. 14. Language in Communication Provides Job Opportunities Knowing multiple languages can open up a world of opportunities in many industries. Many companies are looking for bilingual or multilingual personnel, so having these skills can make you more attractive to potential employers. It also allows you to communicate with clients and customers from other countries, which is invaluable for international businesses. This can lead to more job opportunities and higher salaries, which is why learning a language should be considered essential for success.  UNIT -1 ******IMPORTANCE OF TECHNICAL COMMUNICATION The importance of Technical communication in the current global scenario cannot be over emphasized. It has become integral to the development and enhancement of business and technology. TECHNICAL COMMUNICATION CONDUCTS BUSINESS : Technical communication is a major work component in today’s environment. The survival of organizations to a large extent depends on the formal and technical correspondence done on a routine basis with the customers, suppliers, bankers, lawyers, vendors and government agencies. This correspondence also facilitates to create the image and brand of the company or the organizations. The success or failure of an organization depends on its formal correspondence and technical writing as well. The technical communication helps the organization to plan, manage and organize business activities. It helps to promote sales and enhance the business. Trough effective technical communication, you maintain good costumer client relationship, directive memos, letters, ensure that a work is completed on time. Reports provide documentation that work has been done. Sales letters generate income. Technical writing also keeps machinery working (maintenance, instructions, it ensures that correct equipment are purchase (technical descriptions), it gets you jobs (resumes, it inform the world about your company’s product through websites etc.) TECHNICAL COMMUNICATION CONSUMES TIME AND COST MONEY Recent researches have proved that on an average and average employee spends approximately 20% of his work time on technical communication. As you move higher the order, employees spend more time on technical communication which may range from 50 % to 90%. Twenty percent is just a base figure. Corporate bosses and supervisors spend more time not only on technical writing but also spends additional time reviewing and revising the writings composed by subordinates. However, even if we consider only 20% of the time spend on technical communication, that comes to an average of one complete working day in a working week. Time is money that means you are been paid 20% of your  UNIT -1 salary for your technical communication skills. If an employee fails at effective technical communication skills, the company suffers financially and the employee will soon have to look for a new job because he would be found incompetent to work. If an employee does not write clearly an effectively the readers are confused and they will again seek further explanation. This results in the wastage of time and you are been paid for the time you give at your work place. The wasted time cost the company. Good communication has additional monitory value other than the salary and the cost of correspondence. If you write clearly, the readers get right on the job and the job is done effectively. TECHNICAL COMMUNICATION IS AN EXTENSION OF YOUR INTER PERSONAL SKILLS This is a very relevant remark about the interpersonal skills. In business most problems are peoples problem. When we solve the people problems our business problems are substantially resolved. Technical communication is the extension of such interpersonal skills which are required and very integral in today’s working scenario. When you write a memo or a letter or a report you are not just communicating information you are also revealing something about your interpersonal skills. If you communicate properly you tell your audience that you are capable of thinking logically and effectively. Through your technical communication your competence is also judged. Through good technical communication you also reveal to your audience that you can tell people what to do and how to do besides motivating them to do it. *********************************************************** Barriers To Effective Communication The process of communication has multiple barriers. The intended communiqué will often be disturbed and distorted leading to a condition of misunderstanding and failure of communication. The Barriers to  UNIT -1 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. As per some estimates, the dialects of every two regions changes within a few kilometers. Even in the same workplace, different employees will have different linguistic skills. As a result, the communication channels that span across the organization would be affected by this. Thus keeping this barrier in mind, different considerations have to be made for different employees. Some of them are very proficient in a certain language and others will be ok with these languages. 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  UNIT -1 be able to communicate effectively. On the other hand, people who let their emotions take over will face certain difficulties. A perfect mixture of emotions and facts is necessary for effective communication. Emotions like anger, frustration, humour, can blur the decision-making capacities of a person and thus limit the effectiveness of their communication. 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.  UNIT -1 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 behaviors. These employees can cause severe strains in the communication channels that they are present in. Certain personality traits like shyness, anger, social anxiety may be removable through courses and proper training. However, problems like egocentric behaviour and selfishness may not be correctable. 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.  UNIT -1 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. ************************************************************************************* ************************************************************************************* ************************************************************************************* *************************************************************************************