Professional Communication 2 - Formal Structures

1. Image courtesy of www.southfloridaworkforce.com.

2. COMMUNICATION IN
PROFESSIONAL STRUCTURES
NOTE-TAKING GUIDE
•
How is communication important in professional structures?
•
How do professional structures affect communication?
•
What are some types of professional structures?
EXPECTED OUTPUT
•
Given an example, you should be able to identify the type of
professional structure.
•
Given a type of professional example, you should be able to give
an example of a company or organization.
FLG 123: PROFESSIONAL COMMUNICATION
mr.jaime.aiu@gmail.com
Albukhary International University

3. IMPORTANCE OF COMMUNICATION
Communication is important
because it is about how
information is sent and
received within professional
structures.
FLG 123: PROFESSIONAL COMMUNICATION
mr.jaime.aiu@gmail.com
Albukhary International University

4. IMPORTANCE OF COMMUNICATION
The way information is
communicated is often
governed by how
organisations are structured.
FLG 123: PROFESSIONAL COMMUNICATION
mr.jaime.aiu@gmail.com
Albukhary International University

5. Image courtesy of seoimpression.blogspot.com.

6. TYPES OF PROFESSIONAL STRUCTURES
Entrepreneurial - decisions
are made centrally
FLG 123: PROFESSIONAL COMMUNICATION
mr.jaime.aiu@gmail.com
Albukhary International University

7. Professional Structure: Example 2
 Entrepreneurial Type
Key
worker
Most small businesses
have this structure
Key
worker
FLG 123: PROFESSIONAL COMMUNICATION
Quick to act but
pressure on
decision makers
Decision
maker
Great reliance on key
workers supporting
decision makers
mr.jaime.aiu@gmail.com
Key
worker
One or two
people make
decisions
Key
worker
Albukhary International University

8. TYPES OF PROFESSIONAL STRUCTURES
Pyramid - staff have a role,
shared decision making,
specialisation is possible
FLG 123: PROFESSIONAL COMMUNICATION
mr.jaime.aiu@gmail.com
Albukhary International University

9. Professional Structure: Example 1
 Pyramid Type
Traditional
view of
organisations
Decisions pass
down formal
channels from
managers to
staff
FLG 123: PROFESSIONAL COMMUNICATION
Information flows
up formal channels
from staff to
management
mr.jaime.aiu@gmail.com
Albukhary International University

10. TYPES OF PROFESSIONAL STRUCTURES
Matrix - staff with specific
skills join project teams,
individuals have
responsibility
FLG 123: PROFESSIONAL COMMUNICATION
mr.jaime.aiu@gmail.com
Albukhary International University

11. Professional Structure: Example 3
 Matrix Type
Marketing
Production
Finance
Project A
Project teams
created
Staff with
specialist skills
Project B
FLG 123: PROFESSIONAL COMMUNICATION
mr.jaime.aiu@gmail.com
Albukhary International University

12. TYPES OF PROFESSIONAL STRUCTURES
Independent - seen in
professions where
organisation provides
support systems and little
else
FLG 123: PROFESSIONAL COMMUNICATION
mr.jaime.aiu@gmail.com
Albukhary International University

13. Professional Structure: Example 4
 Independent Type
Dr A
Not suited to most
businesses due to
lack of control
Dr B
Support systems
to professionals
such as doctors
Dr C
Dr D
FLG 123: PROFESSIONAL COMMUNICATION
mr.jaime.aiu@gmail.com
Albukhary International University

14. TYPES OF PROFESSIONAL STRUCTURES
 Entrepreneurial - decisions made centrally
 Pyramid - staff have a role, shared decision
making, specialisation is possible
 Matrix - staff with specific skills join project
teams, individuals have responsibility
 Independent - seen in professions where
organisation provides support systems and
little else
FLG 123: PROFESSIONAL COMMUNICATION
mr.jaime.aiu@gmail.com
Albukhary International University

15. Image courtesy of www.southfloridaworkforce.com.

16. EXERCISE
Match the Organization to the Structure
 Matrix Type
 Independent Type
 Pyramid Type
 Entrepreneurial Type
FLG 123: PROFESSIONAL COMMUNICATION
mr.jaime.aiu@gmail.com
Albukhary International University

17. EXERCISE
Give an Example of an Organization
 Matrix Type
 Independent Type
 Pyramid Type
 Entrepreneurial Type
FLG 123: PROFESSIONAL COMMUNICATION
mr.jaime.aiu@gmail.com
Albukhary International University

18. Formal
Communication
Channels
 What are channels of
communication?
 What is vertical
channel?
 What is lateral
channel?
Image courtesy of www.seoconnect.net.

19. VERTICAL/LATERAL COMMUNICATION
 Organisation chart shows vertical (black arrows)
and lateral (green arrows)
Board of Directors
Finance
Marketing
Production
Finance
Officers
Marketing
Assistants
Factory
Operatives
FLG 123: PROFESSIONAL COMMUNICATION
mr.jaime.aiu@gmail.com
Albukhary International University

20. VERTICAL COMMUNICATION CHANNELS
 Communication in organisations
follows paths or channels.
 Communication between managers and
subordinates is known as vertical
communication.
 This is because the information flows
up or down the hierarchy.
FLG 123: PROFESSIONAL COMMUNICATION
mr.jaime.aiu@gmail.com
Albukhary International University

21. LATERAL COMMUNICATION CHANNELS
 Communication between equal
departments or equal functions (managers
and managers, subordinates and
subordinates) is known as lateral
communication. Lateral means side to
side.
 This is means that information flows left or
right on the same level of the hierarchy.
FLG 123: PROFESSIONAL COMMUNICATION
mr.jaime.aiu@gmail.com
Albukhary International University

22. CHANNELS OF COMMUNICATION
 Channels between departments or
functions involve lateral communication.
 As well as formal channels of
communication, information also passes
through an organisation informally.
 Communication is not complete until
feedback has been received.
FLG 123: PROFESSIONAL COMMUNICATION
mr.jaime.aiu@gmail.com
Albukhary International University

23. LESSON #05
Examples of
Professional Writing