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Professional Communication 2 - Formal Structures

This document discusses communication in professional structures. It defines four types of professional structures: entrepreneurial, pyramid, matrix, and independent. In an entrepreneurial structure, decisions are made centrally. A pyramid structure involves shared decision-making and specialization. A matrix structure involves project teams with individuals having specific skills and responsibilities. An independent structure provides support systems for professionals but little organizational control. The document provides examples of each structure type and exercises to match organization examples to structures. It also discusses vertical communication flowing up and down hierarchies and lateral communication between equal levels or departments.

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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
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
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
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TYPES OF PROFESSIONAL STRUCTURES Entrepreneurial - decisions are made centrally FLG 123: PROFESSIONAL COMMUNICATION mr.jaime.aiu@gmail.com Albukhary International University
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
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
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
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
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
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
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
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
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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
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
Formal Communication Channels  What are channels of communication?  What is vertical channel?  What is lateral channel? Image courtesy of www.seoconnect.net.
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
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
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
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
LESSON #05 Examples of Professional Writing