COMMUNICATION NETWORK Communication Network has been divided into two parts in an organization.

They are [i] Internal Communication; and [2] External Communication as per the diagram given below:

 An organisation is a composite of various individuals working in unison towards a common goal. They are constantly interacting with each other and with people outside the company. The communication network in an organisation is bifurcated into two parts: INTERNAL COMMUNICATION Interaction among members of the same organisation is

termed as communication.

internal

It could be both formal and informal. Large organisations with hundreds of people employees face inability in communicating and directly interacting with everyone. They adopt a number of strategies e.g. Newsletters, Annual Reports to communicate the essential message. In such large setups, it is impossible and unnecessary to transmit information to everyone.

 Informal communication is prevalent in organisations with a preliminary work force of approximately 20 people, all of whom have direct interaction with each other every day. Almost all messages are communicated back and forth in an informal manner. The channels of communication may be as follows:

Vertical Horizontal

Diagonal

U p w a r d

Lateral

D o w n w a r d

Vertical, horizontal and diagonal communication

VERTICAL COMMUNICATION Vertical communication is upward and downward flow of messages. Information is transmitted from the top management to the employees working in the organisation or vice versa. Since it is impossible to have upward and downward direct interface on all occasions, especially when the downward number of people working is high, messages navigate or break through

with assistance from a mediator or an opinion leader. In such situations, it is highly possible that the message would be distorted as it travels from one person to another. Let us use the analogy of a game, viz. Chinese Whisper, to understand how distortion in message occurs. The content of the original message changes as it advances from one person to another with the addition or deletion of words.

 Eventually, when message reaches the person, it is observed, amusingly the message totally lost its meaning.

the last that has

If the observations from this game were transformed into the organizational set-up, it would be perceived that those messages are distorted when they are passed on upwards or downwards. Distortion of original message can be evaded by ensuring the passed on is not fragmented and there are lesser people to pass the information further.

 Further efforts could be made to ensure that there is direct communication within the departments. The managing heads of the various departments could form a close link and disperse information. Besides, distortions can he minimised with the usage of the electronic media and emails. LATERAL/HORIZONTAL COMMUNICATION

 Interaction with peers or colleagues is called Lateral/Horizontal communication. This could prove to be the most effectual form of communication, as peers are not stalled by the chain-ofcommand methods. The volume of horizontal communication that a company benefits from would be subject to the interdependence of various departments. In fact, if the work is conducted by considering

operations of various departments, communication is improved and more inclusive. Without lateral communication, there cannot be productive development at the organisational level. In similar situations, there would be lack of coordination, cooperation and numerous forced attempts would be carried out to amalgamate activities of various departments. Further, it could also cause repetition of work band poor employee relationships.

DIAGONAL COMMUNICATION In an organisation, communication does not necessarily move across a specific path. Vertical and lateral forms or informal and diagonal forms of transferring messages are vital. As shown in figure above in diagonal communication, there is no direct path planned for transmission of information. At certain stages, it could take on the upward trend, then a lateral direction and,

finally, move downward or even skip a few stages. This channel is considered extremely effective as hierarchical bindings are removed and there is a free flow of communication, irrespective of position or status. Furthermore, it facilitates in building relationships and bonding between the superior and the subordinate.

In fact, in many Western countries, managers are

trained to harmonise with the employees; It works to eradicate fear of status and position. None-the-less, this channel could lead to gossip, grapevine and rumours. Since nobody is directly accountable for the flow of information, nobody is prepared to assume responsibility. Only a sensible manager can filter through the information, in the midst of rumours and gossip, note the aim of the

sender and finally reach a definite conclusion. This channel could, nevertheless turn a little challenging for managers who aspire to control flow of information. They might feel vulnerable [weak, helpless, exposed, in danger, at risk, in a weaker position] that their controlling authority is under observation. However, this is a temporary phase and with continuous and mature communication, it can be straightened out.

EXTERNAL COMMUNICATION Communication is an ongoing process. It not only occurs with people both within and outside the organisation. If a company plans to exist in a competitive environment, it has to implement the latter form of communication also. The image of the company is reliant on external communication.

 External communication can take on a number of forms: Advertising Media interaction Public relations Presentations Negotiations Mails Telegrams Letters External communication could be oral or written. The first three forms of communication mentioned above, i.e. advertising, media interaction and public relations are mainly included

within the field of corporate communications. Establishing good relations, negotiating or conducting a deal, interacting with clients, issuing lenders, soliciting proposals, sending letters are conducted in external communication. This is a complex job since interaction varies between various people from myriad [countless, innumerable, numberless, numerous, many] disciplines, with diverse personalities and varied expectations.

 When communication is persevered with external customers, nearly all skills required for proficient communication have to be brought to the forefront in order to avoid any humiliation or drop in performance. On certain occasions, in the course of internal level communications, individuals could seem lackadaisical [apathetic, careless, lazy, relaxed, half-hearted, laidback, casual, easy- going]. The same laid-back behaviour would not be considered appropriate in case of external communication.

 As employees are the face of the company, they have to, take into account the image of the organisation and generate a positive impression that has an enduring effect.
PRINCIPLES OF COMMUNICATION Communication is complex. While listening to or reading someone else's message, we often filter what is being said through a screen of our own perceptions. Thus our preconceived notions and opinions become one of the major barriers to communication.

There is an old communications game- telegraph, that is played in a circle. A message is whispered around from person to person. What the exercise usually proves is how profoundly the message changes as it passes through the distortion of each person's inner "filter". Communication, when effectually conducted, can assist in building sturdy relationships and harmonious working conditions. It also simplifies the process of sharing the best of ourselves with others.

There are certain basic principles that need to be followed while conversing informally with a colleague, addressing a conference or meeting, writing a newsletter article or formal report; they are as follows: Various Principles communication:
IDENTIFY YOUR AUDIENCE. DISCERN THE PURPOSE. KNOW YOUR TOPIC. ANTICIPATE OBJECTIONS. PRESENT A COMPLETE PICTURE.
ACHIEVE CREDIBILITY WITH YOUR AUDIENCE.

of

FOLLOW YOU SAY.

THROUGH

ON

WHAT

COMMUNICATE A LITTLE AT A TIME. IMPART SEVERAL WAYS. FORMULATE USEFUL WAY TO RECEIVE FEEDBACK.
USE MULTIPLE COMMUNICATION TECHNIQUES.

INFORMATION

IN

PRACTICAL,

COMMUNICATION NONVERBAL.

IS

LARGELY

CONTEXT COMMUNICATION.

AFFECTS

MEANINGS ARE IN PEOPLE, NOT IN WORDS. NOISE COMMUNICATION. COMMUNICATION IS CIRCULAR. CREATING COMMON GROUND IS ESSENTIAL. COMMUNICATION HAS EFFECTS. AFFECTS

We can concise these principles as follows: 1. Be direct and concise:

 Be clear about the message and the subsequent meaning you wish to convey. Make your point upfront with minimal preamble. Communicate as directly, concisely and economically as possible, almost as if you have to pay for every word. Frankly, people do pay for every wordwith their precious time and sharing of mind. Never lose principle. sight of this

2. Be honest and genuine:

 Words are uttered and written by you, but true wisdom and inspiration worth reading and hearing comes from within. If you are honest and genuine about your opinions and express them well, people will be attentive and respond with kindness. They will share and trust and feel comfortable doing business with you. In time, they will follow you, which is the essence of leadership.

 It occurs on an emotional level. 3. Be present and open: Experience the moment - the here and the now. You can only learn from the past and plan, but the present packs a tremendous amount of information and content. Its presence is momentary after and then it is gone. Listen attentively, not just to what people are saying, but also to the meaning and feeling behind the words. That is truly priceless.

4. Be confident but measured: Be confident and strong in your views and statements, but remember that whomever you are communicating with has their own thoughts, feelings, perspectives, ideals and objectives. Do not shove things down their throats or threaten. That might elicit responses you did not expect or desire. Be apologetic only when you have truly behaved in a regretful manner. @@@@@@@