What are the various communication systems.

[bijumk]

Explain the various communication systems.

[nbm]

A communication system may be described as a pattern of interconnecting lines of communication adopted by an enterprise. The type of communication system depends on its needs and attitude towards subordinates. There are three types of communication system:
1. Direct or one-directional system.
2. Circular system.
3. Serial system.
One directional system is also known as downward communication. The reason for such system is to ensure speed and orderliness in communication, but generally it is due to lack of trust in the competence of the subordinates to make decisions. Today, the number of enterprises adopting this system is very small.
Circular system is followed in most enterprises. It offers a wide choice of channels to all along the line and provides great satisfaction to subordinates because it provides for considerable interaction between decision makers and implemented. But the system also suffers from the disadvantages of being .slow, noisy and somewhat orderly.
In a serial system of communication, there is considerable distance between the chief decision making authority and the implementers with a number of middle level executives being in between to pass the communications. The implementers have the advantage of communicating with their superiors who are familiar with the levels of competence and motivation of subordinates. Its disadvantage is that intermediaries can twist and distort the messages to suit their own ends.
An enterprise may opt for any of these communication systems or alternatively may devise its own system by a judicious combination of the characteristics of any of these known systems. But while doing so, it should ensure that its communication system possesses the following features because only then it can be efficient and effective as desired.
1. Multiple channels
An efficient and effective communication system should comprise both formal and informal channels of communication. The formal channels are deliberately created and prescribed paths for communication as given in the organisation chart. It ensures that the ideas and information properly filter to various points, there is no distortion at any stage, and only so much information flows through as is required avoiding the problem of overload.
Informal channels, on the other hand, are not officially created but come into existence as a result of social interaction among persons working in groups. It has been found that most communications regarding unfavourable work performance, grievances, suggestions or suspicions are passed through informal channels.
2. Standard procedures
A communication system would be more effective if for distribution of operating details throughout the organisation, standard procedures are devised and strictly followed. Such procedures should specifically lay down the type of information to be communicated, the persons to whom it is to be communicated, and the time of its communication.
It may, for example, be laid down that in the event of accident to staff, the works manager would report; in case of traffic accident the concerned driver would report; and in case of machine failure the concerned operator would report. Similar procedures may be laid down for preparation of annual reports on staff members, monthly reports on production and sales, or fortnightly reports on overdues.
3. Effective control
Superior-subordinate relationship is a delicate and sensitive relationship and it should be recognised as such. Normally, no subordinate likes to show his mistakes to another, least of all to the person who happens to be his superior.
But this may create a problem of communication. A subordinate may conveniently delete those points from his message that are likely to cast reflection on his competence for the job assigned to him.
To ensure against such alterations or distortions in messages, the communication system should provide for suitable checks and balances.
4. Use of computers
Electronic computers have virtually revolutionised the management of information systems. To get the desired information, a manager has only to collect raw information and data from various sources and feed them into the computer. Through mathematical calculations, the computer produces the required information absolutely accurately, and within a matter of moments.
This is not all. The computer can be made to preserve and memorise a certain information and data for long periods so that these can be used in the light of information and data in the future.
Thus, if the enterprise can afford the cost, it should go in for a computer to facilitate accurate and speedy communication of information among its employees.
5. Use of grape-vine
Grape-vine means an informal means of circulating information, or even a gossip, or baseless rumour. In the context of an enterprise, the grape-vine discharges the role of spreading official information and messages among its members. So much so, in fact, that about official policies and procedures, grapevines provides better and more detailed information than even the official channels themselves.
A manager can always use the grape-vine as a means of communication. In fact most enterprises encourage the use of grape-vine for this purpose. This is because in certain organisational matters, grapevine can be superior to the formal channels of communication.
Thus, a good system of communication should not disregard the potential of grape-vine. Rather it should treat it as supplementary to the formal channels of communication.