Channels-of-Communication

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Channels of

Communication

Business communication is the process of exchanging information between


individuals and groups within an organization. It's a vital aspect of any
successful business, as it enables clear understanding, collaboration, and
ultimately, achieving common goals. Effective communication channels are
essential to fostering a positive work environment, building strong
relationships, and driving business growth.

By Ms Nida Wafa
Verbal Communication
1 Face-to-Face 2 Phone Calls
Conversations Efficient for quick conversations,
Direct interactions offer immediate sharing information, and
feedback, allowing for clarification coordinating tasks. Phone calls
and understanding. They're ideal allow for real-time communication
for complex discussions, building while maintaining a professional
rapport, and resolving conflicts. tone.

3 Meetings 4 Presentations
Formal gatherings to discuss Delivering information to an
specific topics, share updates, and audience, showcasing ideas, and
make decisions. Meetings allow for persuading stakeholders.
structured communication and Presentations often utilize visual
collaborative problem-solving. aids and engaging storytelling to
deliver key messages effectively.
Non-Verbal Communication
Body Language Tone of Voice Personal Space

Gestures, posture, facial expressions, The pitch, volume, and pace of your Maintaining appropriate proximity to
and eye contact can convey emotions speech can affect the impact of your others can vary across cultures.
and attitudes, influencing how message. A calm and clear tone can Understanding cultural norms and
messages are perceived. It's important build trust and create a positive respecting personal space is crucial for
to be aware of both your own body atmosphere, while a rushed or overly effective communication and building
language and that of others. aggressive tone can create trust.
misunderstandings.
Written Communication
Emails Letters
Efficient for sharing information, Formal communication for official
sending updates, and initiating correspondence, proposals, and
discussions. Emails provide a written agreements. Letters are often used for
record and allow for asynchronous external communication and require
communication. careful wording and professional
presentation.

Reports Memos
Comprehensive documents that Internal communication for conveying
analyze data, present findings, and specific information, announcing
offer recommendations. Reports are updates, or issuing instructions. Memos
often used for internal communication are concise and focused on a particular
and can be used to inform decision- subject.
making.
Downward Communication

Manager to Employee
Downward communication flows from higher levels of the
organization to lower levels. It is used to provide instructions,
delegate tasks, give feedback, and share company announcements.

Senior Staff to Junior Staff


Downward communication ensures that all employees are informed
about company policies, procedures, and goals. It also helps to clarify
roles and responsibilities.

Team Leader to Team Members


Downward communication is essential for maintaining a clear chain of
command and ensuring that everyone is working towards the same
objectives.
Upward Communication
1 Employee Feedback
Employees share their ideas, opinions, and concerns with their supervisors. This
feedback provides valuable insights into employee morale, performance, and potential
improvements.

2 Progress Reports
Employees report on their accomplishments, challenges, and plans for future projects.
This helps managers monitor progress, provide support, and make informed decisions.

3 Problem Reporting
Employees bring to attention any issues or concerns they encounter. This ensures that
problems are addressed promptly and prevents them from escalating.

4 Suggestions for Improvement


Employees propose ideas for enhancing processes, improving products or services, and
increasing efficiency. This encourages innovation and allows for a collaborative
approach to problem-solving.
Horizontal Communication

Team Collaboration Idea Sharing


Communication between individuals at the Sharing ideas, best practices, and solutions
same level within the organization. This across teams or departments. This
fosters teamwork, information sharing, and promotes cross-functional collaboration
problem-solving among colleagues. and knowledge sharing within the
organization.

Coordination of Tasks Building Relationships


Teams working together to ensure projects Developing strong relationships with peers
run smoothly. This communication ensures across different departments. This creates a
that everyone is aware of deadlines, sense of community and encourages a
responsibilities, and progress updates. collaborative work environment.
Diagonal Communication
From To Example

Junior Staff Senior Manager Seeking guidance on a


project or career
development.

Marketing Team IT Department Requesting technical


support or
collaborating on a
marketing campaign.

Sales Representative Production Manager Inquiring about


product availability or
discussing delivery
timelines.
Networks of Formal Communication
Formal communication follows established channels and protocols within an organization. It is typically
documented, written, and often includes a chain of command. Examples include: Emails, Letters, Reports, Memos,
policy Documents

• Single chain network: Under this network, communication flows from every superior to his subordinate through
chain.
• Wheel Network: All subordinates communicate through one superior, who act as a central authority like a hub of
the wheel.
• Circular Network: In circular network, the communication moves in a circle. Each person can communicate with
his two adjoining colleague.
• Free flow Network: In this network there is no restriction on the flow of communication. Everyone is free to
communicate with anyone and everyone in the organisation.
• Inverted V Network: In this network a subordinate is allowed to communicate with his immediate supervisor but
in a limited way.
Networks of Informal Communication

Informal communication is unofficial and often takes place outside of formal channels. It can be verbal, nonverbal,
or written. It plays a significant role in shaping workplace culture and fostering relationships. Examples include:
conversation, lunch time chats, instant messaging.

• Single strand: Information passes from one person to other in ordered way.
• Gossip: One person passes information to others in non-selective way.
• Probability Network: The individual communication or passes the information randomly with other individual.
• Cluster: The individual passes or shares the information with those people whom he/she trust.

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