CONTENTS

SR.NO. 1 2 3 4 5 6 7 8 9 10 11 12 13 14 INTRODUCTION

TOPICS

PAGE NOS. 3 4 4 5 6 8 10 11 11 12 13 14 14 15

Electronic communication system Various technologies used in business communication Computers Internet E-Mail Fax Telewriting Duplicator Telecommunication Technology Teleconferencing Online media Social Media Conclusion

Business Communication:
Communication used to promote a product, service, or organization; relay information within the business; or deal with legal and similar issues. It is also a means of relaying between a supply chain, for example the consumer and manufacturer.

Modern business requires modern technology. Any business that expects to thrive today must have at least a basic understanding of the various innovations, programs and devices as well as the knowledge of how to apply these technologies. The many tools and powers that technology makes available to the business owner and employees can help the business succeed in its goals after understanding how to use them properly.

What is Business Communication and Technologies?

Business Communication and Technologies is designed to equip students with the ability to communicate effectively and interact confidently within a variety of business environments. Students will be exposed to a range of business information and technologies appropriate to various business sectors. BCT is a subject that explicitly combines general and vocational education components. This means that students are not only given the opportunity to develop knowledge, skills and processes which prepare them for a future as a continuing student and citizen, but they are also given the opportunity to obtain competencies to achieve a Certificate II in Business.

Why study Business Communication and Technologies?

Students study Business Communication and Technologies should .. Acquire the knowledge, reasoning processes, skills and attitudes necessary for functioning in local and global business contexts Gain the ability to participate confidently in the business sector Develop effective work team, personal and interpersonal communication skills Use a range of business information technologies Learn how to handle a variety of business transactions Have the opportunity to gain a Certificate II in Business

y y y y y y

Benefits of Technology in Communication:

From hand-held computers to touch phones, technological advancements in the field of communication are endless. The means and the modes of communication are unlimited. Some of the benefits of technological advancements in the field of communication are
y y y y

Speed time is no longer a constraint in communication Clarity With megapixel images and video, and high fidelity audio systems clarity in communication has become a never-before experience Proximity technological advancements have made the world a smaller place to live in. Dissemination whether spreading information, broadcasting news, or sharing knowledge, technology has made it faster, easier, and smarter

Electronic communication system

The communication, which is done by using several electronic devices, is called Electronic communication system. The most important device to enter the office is the computer. Its uses are manifold: planning,research,accounting and record storage..

Various technologies used in business communication

Computer Internet E-mail, chatting Facsimile telegraphy or Fax Telewriting Duplicators Online Media Social Media Storage devices Telecommunication Technology Teleconferencing

COMPUTERS
A computer is so affordable that it should be included as a key tool in your business. Computers can be purchased for a wide range of prices. For basic word processing, email, accounting, and spreadsheet work you will not require a top-of-the-line computer. While what you buy today may soon become obsolete, this does not mean that the computer you purchase will not meet your business requirements for a much longer period of time. The following discussion will focus on the growing number of options that are available
y y y y y

Desktop Laptop Notebook (or net book) Tablet Handheld

Desktops
This is the most common type of computer: one that is set up to operate in your office. The computer system should include:
y

y y y

y y

A basic processing unit: either a PC (Personal Computer) or a Macintosh (Apple). PC's are in more common usage and are lower in cost. Most businesses work in a PC format. However, for many users and applications including graphic arts, the Mac enjoys very steadfast supporters. A flat-panel monitor. Internet connectivity, a CD/DVD drive and USB ports. A printer. Laser printers cost more up front but are less expensive over the long run when taking printing costs into account. If you have a small space to work with, consider an all-in-one printer. Some type of backup storage should also be considered, such as a USB Flash Drive, External Hard Drive or a writable CD or DVD. An antivirus program is essential. You can purchase one or use a free program; however the free programs will not afford you as much security as the paid versions.

Laptops
A laptop computer offers portability with many of the features offered by a desktop which make it ideal for meetings or if you travel frequently. Drawbacks for laptops include: they are higher in price than desktops, have smaller keyboards and monitors and are subject to theft. Traditional and wireless printers, keyboards and even the traditional mouse are options available with laptops. If you travel and need computing capability, it is worth the extra expense.

Notebooks and Net books

Since their recent appearance, net books have grown in size and features. At the same time, notebooks have become smaller and lighter. The result is that for practical purposes we are going to use the two words interchangeably since there is no longer a significant distinction between them. They both can be described as rapidly evolving categories of small, light and inexpensive laptop computers suited for general computing and accessing web-based applications. They are gaining in popularity especially with students, bloggers, and even some businesses. While generally less expensive than laptops, manufactures are starting to beef up notebooks, which is increasing their cost. A caution: their compact size makes them attractive for traveling but if you are considering one to save on the cost of a laptop, you probably will be getting less memory and many do not have full applications or compatibility with your other business applications.

Things to keep in mind if getting a desktop, laptop or net book:

y y y y

Get as much capability as you can afford. Laptops are not typically as easy to upgrade as desktop computers because of the nature of their construction. Be sure you get all the features you need when you purchase. If you do not normally have access to an electrical outlet, get a laptop or net book with extended battery life. Keep all documentation, software, and accessories that come with your device.

Tablet Computers
A tablet computer is equipped with a touch screen or stylus rather than a keyboard to operate the computer. The advantages include using when it is not convenient to use a keyboard and mouse, recording diagrams and symbols, and easier navigation than a keyboard and mouse or touch pad. Disadvantages include higher cost, slower input speed and risk of damage to the tablet screen.

The Internet
The growth of online communication tools has had a profound impact on the communication process. Companies use online communication tools in business communication, also called organizational communication, for interoffice and customer relations.

Pros
o

Online communication eliminates time and distance as barriers to business communication. For customers this means more readily available customer service, while the Internet creates more flexibility for workers. For instance, somebody who calls in sick can use email to stay up to date on the workplace.

Cons
o

The personalization of messages can get lost within online communication. Business Know How, an information resource for small businesses, acknowledges personalized communication as an important aspect of customer retention. One recommendation Business Know How makes involves writing personal emails to customers.

Tips
o

To improve organizational communication with customers, Business Know How recommends including an FAQ page and a customer service email link on the company's website. The Poland Chamber of Commerce recommends avoiding free email servers, in order to reserve the credibility of the business's image. Using free email servers can create the illusion of financial instability.

Warning
o

The Internet has created new vulnerabilities, like computer viruses and electronic identity theft, for businesses. The Poland Chamber of Commerce advises to use the most updated anti-virus software and firewall to protect against these vulnerabilities.

The Email

Overview
Email is widely used as a form of business communication and overall it is a highly effective communication tool. Email is inexpensive, only requiring an Internet connection that is generally already present in the business. Although a printout of emails is possible, emails often stay as soft copies because archiving and retrieving email communications is easy to do. From the CEO to the janitorial staff and even temporary employees of the business can send and receive email communications.

Function
Although it cannot and should not replace all face-to-face communication and others forms of communication, internal email usage can cover many areas within the business. Internal emails can function as an effective communication for sharing basic information, such as new cafeteria prices, paper use guidelines or security precautions, for example. Sending simple messages to an entire workforce with just the click of a mouse is fast, easy, convenient and can save the company money. If saved, the email can function as proof of a message sent or received, and is easily accessible to remind the recipient of pertinent information. Many businesses use email as part of its marketing efforts to share information with prospects, customers, vendors etc.

Format
Business emails should be concise and to the point. Use plain text and common fonts with a simple signature line. Fancy graphics, fonts, and backgrounds can take up unnecessary storage space in the recipient's inbox and may load slowly, or not at all. Stick to one topic in a business email and write only the things that are appropriate for anyone to read, as email forwarding makes it possible for originally unintended parties to receive the email. Proper grammar and spelling is very important in business emails because it reflects on you and your abilities. Attachments should be prepared in a format that any recipient can easily access/download.

Etiquette
Whether sending an internal or external email, the subject line should accurately represent the content of the email. Use proper punctuation and capitalization, and use bold, italics and white space to make important information stand out from the rest of the content. Use a salutation to begin the email and only send to individuals that readily need or request to receive information from your business. Business emails should be brief, positive and professional.

Considerations
Using email in business communication is certainly less personal than face-to-face communication. It can hinder social interaction and lead to less relationship building in the workplace. Misunderstandings are commonplace in written communication simply because the recipient cannot read the writer's tone and expression, and therefore is left to interpretation. Consider that even though email can be quite informal, it is also a permanent record and should be treated carefully.

Effects
Email has been revolutionary in the world of business communication because information is quickly passed along with instantaneous efficiency and effectiveness. Employees are able to access information from a computer, phone or PDA nearly anywhere, and so are the company's current and potential customers. The use of email within a business can greatly increase productivity for employees and can be a quick way to increase sales as well. More companies are using email communications as part of the marketing mix to communicate and interact with its target markets. 1. Do not use email to communicate information that is top secret. When it is so easy for someone to forward and/or blind copying another person on your email, it is unwise to convey information that would be considered competitive intelligence. 2. Do not use email to terminate and employee. Yes, scary but true, some employers resort to a pink email - as opposed to a pink slip! If you can't find the time, energy and respect for the person, then it says more about your leadership that it does about their reason for termination. Common courtesy means using common sense and commonly held ethical beliefs to guide your actions.

3. Do not use email when conveying performance criticisms. Emotionally sensitive information should not be conveyed via email. Body language, tone of voice, etc. cannot be interpreted and you risk that a misunderstanding can happen due to the coldness of an email. Performance conversations should happen in person whenever possible.

Facsimile /Fax
Facsimile transmission machines, commonly known as fax machines, are a widely used method of communication in our society. From the first fax successfully transmitted in 1842 to the easy-touse machines of today, the technology involved in this communication device has come a long way since then.

How It Works
Fax machines work by transmitting photographic information through a telephone connection. The image sensor is programmed to recognize the distinction between black and white, so it knows exactly what to copy. Fax machines scan one line of information at a time, gathering information in the form of black and white spots. The machine is programmed to encode the spot pattern and transmit the information to the receiving machine.

Practical Uses
o

For business or personal use, fax machines provide a simple means of communication that link users throughout the globe. Companies utilize fax machines to send hard copies of necessary documents instead of sending information via the Internet. Unlike computers and email, documents do not need to be scanned before they are sent, nor do they need to be printed once they are received, since the fax machine does all the work for you. The fax machine is ideal for those who do not have computer or Internet access and is perfect for hard documents that require signatures.

Fax Communication Today

o

Fax technology has become accessible to everyone via the internet. Online fax services provide the same benefits of using a standard fax machine, but lower costs and paper use, and save on time. These services enable a user to send faxes to multiple recipients with a simple mouse-click. Users can opt to send faxes to machines directly or to transmit electronic mail information.

Telewriting:

Telewriting serves the need for rapidly transmitting messages as they are being produced. This has also led to the development of sophisticated devices which can be used to send handwritten and even original sketches and pictorial matter (all handdrawn) over telephone wires or radio links to short or distant points.Electrowriting and telenote are its common forms. This system makes use of a small machine having a stylus attached to it, at both the sending and receiving ends. The sender writes or draws on the paper contained in the machine, using the stylus attached to it. The stylus attached at the receiving end, exactly reproduces the image drawn by the sender. It is very valuable where speed and accuracy are essential, and where most of the messages to be transmitted are not typed. Distance is not a barrier and the system can be successfully used for communicating both within and outside the organization.

Duplicator:
Multiple copying is one of the commonest tasks in an office. The requirements may range from two or three to thousands of copies. In an ordinary typewriter it is possible to produce only four or five legible copies.Therefore; duplicators are used when more copies are required.

There are two types of duplicators: 1) Spirit duplicators 2) Stencil duplicators. Spirit duplicator is used when the number of copies are required is small say 200,
and the quality of output is not very important. The machine uses hectographed carbon master image and can reproduce several colors in one run. This facility is of great value in the reproduction of documents in which colors lend greater effectiveness such as statistical tables, graphs and charts.

10

Stencil duplicatoris however, most widely used because it enables reproduction of

a large number of copies from a single master. If the electricity supply fails, machine can also be operated manually.

Telecommunication technology Landline Telephones

There are many types of telephones, and only you can decide which type(s) or combinations of types are right for you. Even the standard telephone (landline) that is installed in your office has many options. You should start with at least one line that is unique to your business. This line should have the capability to take messages in case it is not answered personally. Here are some telephone tips:
y

y y y

It is important to treat the telephone as an important business tool. Record a voice mail message that indicates when you will return the call and then continually check your voice mail to return calls promptly. Have a separate line for your business phone and your personal phone. Don't have family members pick up or use the business phone. Get any required extra telephone lines installed before you start. A remote (voice mail) answering system is usually more desirable than using an answering machine. Voice mail is reliable, reasonable in cost, accessible from anywhere and projects a more business-like image. The need for an 800 number is becoming less important because long-distance rates are much more affordable. Consider using either a wireless or corded headset for both landline phones and cell phones. It is cleaner, safer and you can move about with free arms. When leaving phone messages, clearly state your name and phone number at the beginning and the end of the message.

Be polite in cell phone use! Good business courtesy includes avoiding being interrupted by telephone calls when in a meeting or during a business lunch.

Cell phones/Mobile Phones

The cell phone, also called a mobile phone, is used for mobile communications over a cellular network of cell sites. There are numerous plans and carriers. Many carriers have plans tailored for small businesses including options that bundle popular features and usage patterns, making them very cost effective. Be sure to ask questions about your specific needs before selecting a carrier and a plan. When your usage or needs change, do not hesitate to request information on plans that more closely meet your new set of requirements. Most cell phone companies allow you to return the phone within 15 to 30 days after activation if you are not happy. Use this time to check if the cell phone has acceptable reception at your home and work place.

11

Cell phones are one of the most common forms of business communication today. Most companies provide cell phones for their employees and they require them to carry them on and off the job. This allows people to be available when they are off the clock if there is an emergency and they need to be called in. This form of communication is good to be able to get in touch with someone but when you have an important topic to discuss, it is best it is not done over the phone.

Voice mail:
Voicemail systems are designed to convey a recorded audio message to a recipient. To do so they contain a user interface to select, play, and manage messages; a delivery method to either play or otherwise deliver the message; and a notification ability to inform the user of a waiting message. Most systems use phone-networks, either cellular or land-line based, as the conduit for all of these functions. Some systems may use multiple telecommunications methods, permitting recipients and callers to retrieve or leave messages through multiple methods.

Teleconferencing

Audio conferencing:
Organizations of all sizes have an advent need to communicate effectively and efficiently on a global platform. With the emergence of online audio conferencing it has become possible now. This gives you the prospects of business expansion across the globe. Setting up a business meeting at some specific location other than your business premises require huge amount of investment in it. Booking tickets of individual, arranging for their stay, providing the meeting necessities like projectors, documents and the return on such huge investment is low. On the other hand conferencing cal services incur a fraction of that huge cost in comparison. They also help you to reach out to wider people involved. Audio conferencing service can smooth the progress of communication between large no of people not present at one particular location. The conference can involve groups of people located across the globe. It is the most convenient, easy and low cost way to communicate with others while they are present at different places.

12

Video conferencing:
There are a lot of businesses which require the companies to hold overseas meetings with their clients. In such a scenario that the company head is not able to go down to meet the client in another location, video conferencing comes in handy. It is a very effective tool which facilitates the communication between parties in a hassle free manner. The various advances in technology have allowed people to communicate via the internet without any sort of barrier between them. Essentially, there are dedicated conference rooms in offices which are especially meant for the purpose of Video Conferencing. Conferencing requires a few things which are meant to facilitate the process of communication over the net. Essentially, Video Conferencing Facilities involve a multitude of things. First of all, the dedicated room meant to house the members participating in the process should have adequate seating capacity. Further, it should be able to house at least 20 to 30 at a time and meet the space requirements as set by the Association of Conferencing centers. As for the hardware requirements, there should be at least two or three large size LCD televisions or high definition televisions to enhance the conferencing process. There should at least be 5 to 6 telephone line for conversation and for providing connectivity for the conference to take place.

Online Media
o

Sites such as YouTube see millions of hits a day, with online video and audio becoming extremely prevalent on websites. Businesses can capitalize by making their own media. Companies can create in-house advertisements for use on websites, webinars on the use of products that can further communicate between businesses and their consumers, and provide education. These forms of media are also available nearly 24 hours a day, so think of them as day-long commercials for your business.

Social Media
o

With the rise of social networks such as Facebook, MySpace, Digg and others, a form of crowd-based media known as social media has emerged. Businesses can take advantage of social media as another aspect of business communication, by performing such tasks as creating profiles on social networks, submitting online media to sites such as Digg, and using websites like Twitter to answer consumer questions. Many businesses have already jumped on the social media bandwagon, with some (Microsoft and Wal-Mart in particular) having experimented with their own social networks.

13

Conclusion
Technology plays an important role in business communication. As we have discussed, there are many technological application which are being used in business. Time and money are the essential parts of any business. Technology helps us in optimization of time and money involved in business transactions. It helps to bridge the gap among the employees working at different places. It increases the productivity and efficiency of work. So we can conclude that technology has become the essential part of business communication.

14