Government College of Technology

Mingora Swat
B-Tech Electrical Engineering

Communication &
Technology
Uses of Technology in
Organization/business
Communication

Why Communication
We Communicate to :

Satisfy needs in both our work and non work life.

Express our thoughts & feelings.
Additionally in Business to establish credibility and
goodwill.

Impact of Technology on
Communication
Without Technology (about
15 days)

With Technology (about 15

seconds)

Impact of Technology on Business

Globalization : Local business have
become international using IT services.
e.g. Iphone, Hp Ericson, Motorolla
Today companies use digital
technologies to overcome physical
limitations.
Companies now see e-commerce as
their best chances to operate in global
economy.
It helped reduced response time.

Impact of Technology on Business

(Contd)

Prior to new technology Marketing was a fairly

straight-forward manual process where direct
mails.

Blogging

Streaming Media

Social Networking

Mobile Communication

Computers and mobile phones are playing an

increasingly valuable role in helping doctors and
patients monitor conditions such as diabetes on
a daily basis.

Historical Development in communication

technology
Telegraph and Telephone as a nineteen century
development marked the rapid growth of information
technology that we see to day.
In 1960 very few companies started using computers
in their businesses
Huge computer with a size occupying space of a big
room. No availability of dedicated software's like
now.
In 1970 Computer Terminal usage increased, More
access to information possible. Software were
developed
Companies started investing on IT.

Phases of Development of
Communication Technology
Printing Phase : Oldest
communication technology still
used in print ads.
Telecommunication Phase : It
helped business to transmit
information over long distance.
Interactive Phase : It helped

Outdated Technologies
The electromagnetic
telegraph is a device
for human-to-human
transmission of coded
text messages.
The Pager (Beeper) is
a device for one way
communication of
short messages.
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Technologies for Managers

Use of technology has become
indispensible for managers for work in
competitive environment.
Following are few of mainly used
technologies for managers.

Electronic Mail
Voicemail Communication
Cell Phone Communication
Teleconference
Videoconference
Instance Messaging
World Wide Web
Microsoft Office

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Technology & Business Communication

As companies try to compete in the global

economy, they are always looking for better
ways to communicate and this is technology
which provides business with faster, more
efficient equipment for every aspect of
communication. There are a large variety of
technological tools for communicating, some
gives us advantages on oral communication
and some of these gives us advantages
while communicating in written form.

Different technological tools used in

Organizational/Business Communication.

Co

p
m

r
e
ut

Computer
Different types of task relating to communication can be

performed by this device like :

Word processing.
Creating printing documents.
Desktop publishing.
Planning documents.
Researching audience and contents.
Statistical analysis.
Creating power-point presentations.
E-mailing and distributing documents.

i
r
P

r
e
nt

Printer
A printer is a peripheral which
produces a text and/or graphics
of
documents
stored
in
electronic form, usually on
physical print media such as
paper or transparencies.

e
n
i
h
c
a
m
x
Fa

Fax machine

A fax (short for facsimile) is

document sent over a telephone line.

It is playing very important role in

business communication for a very long
period.

e
t
In

t
e
rn

Internet
The Internet is a global system of
interconnected computer network that use
the standard Internet protocol suit(TCP/IP)
to serve billions of users worldwide.
Todays communication is so much dependent
on internet. In business communication it
plays more important role. This technology
facilitates other medias like
E-mailing
Instant Messeging
Tele conferencing
Video conferencing

World Wide Web

The World Wide Web is truly a universal communication
medium, reaching broad audience to diverse locations.
Types :
Extranet
Intranet
Extranet(outside people vendor, supplier, consumers) is
used by vendors , suppliers and customers to access
information using web.
Intranet distributes various information to employees at
various locations.
Websites & weblogs are widely used web services for
provide information to world on web.
Blogger & WordPress are one of the most used free
weblogs services.

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Mu

e
m
lti

a
i
d

Multimedia
Multimedia is media and content that
uses a combination of different content
forms .
Multimedia is usually recorded and
played, displayed or accessed by
information content processing devices,
such as computerized and electronic
devices.

Microsoft Office
MS office is a suite of interconnected desktop programs,
applications and services for computer operating systems.
It is universally accepted tools must for any manager.
MS Office is well known for being easy to use.

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il
a
E-m

E-mail
Electronic mail, commonly called email or e-mail, is a method

of exchanging digital messages from an author to one or more

recipients.

Content, Tone, and Correctness

Consider composing offline
Be concise
Shouldnt send anything one wouldnt want published
Shouldnt use e-mail to avoid contact
Resist humor and tongue-in-cheek/sardonic/funny comments

E-mail
Reading and Replying to E-Mail
Scan all messages before replying to any
Print only when necessary
Acknowledge receipt
Dont automatically return the senders message
Revise the subject line if the topic changes
Provide a clear, complete first sentence
Never respond when youre angry
Check response before hitting Send
Assume that all emails are monitored

Electronic Mail
Facilitates fast , convenient flow of information among
users at various locations and time zones.
Increases efficiency.
Reduces Cost.
Reduces Paper Waste.
Lotus Notes & Microsoft Outlook are mainly used email
exchange servers for corporates.
Gmail, Yahoo, Hotmail are mainly used free email
exchanges servers for internet users for formal or
informal information.

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s
n
I

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n
ta

e
M

n
e
ss

r
e
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Instant Messenger
Instant messaging (IM) is a collection
of technologies used for real-time textbased communication between two or
more participants over the Internet, or
other types of networks.
Instant messaging is used widely as
informal communication tool.

Instant Messaging
It is real time email technology.
Generally used for informal communication.
Helps to communicate with colleagues on issues in no
time.
Few organizations have accepted it as one of best ways
for informal communication and started its own
messenger services.
Gtalk and MSN messengers are commonly used free
messengers.

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r
t
In

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an

Intranet
An intranet is a private computer
network that uses Internet Protocol
technology to securely share any part of
an
organization's
information
or
network operating system within that
organization.

Tele

e
n
o
ph

Telephone
The telephone, often colloquially/(informal
way to speak) referred to as a phone, is a
telecommunications
device
that
transmits and receives sound, most
commonly the human voice.
For oral communication this is the most
common technological equipment.

Cell Phone Communication

Wireless Communication : Gives flexibility to stay in touch
without any location constraint.
Verbal Communication : Verbal Communication is more
effective over written communication for informal messages.
Text Messaging : Short Messaging Service is widely used
for small messages.

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e
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Vo

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-M

Voice-Mail
Voicemail (also known as voice-mail, VMS, or message bank)
is a centralized system of stored telephone messages that
can be retrieved later. The term is also used more broadly
to

denote

any

system

of

conveying

stored

telecommunications voice message, including using an

answering machine. Most cell phones have voicemail as a
basic feature, and many land line phones and corporate
PBXs have their own voicemail options.

o
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T

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nf

g
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i
nc

Tele conferencing

A teleconference or teleseminar is the live

exchange and mass articulation of information
among several persons and machines remote
from one another but linked by a
telecommunicTeleconferencing Equipment
Computer with online connection
Camera hooked up to computer
Software

CU-SeeMe
NetMeeting
Skype
Yahoo Messenger

Videoconference

Provides businesses with the ability to meet and to work with others.
Reduces travel cost and time.
Gives all benefits of face to face meetings.
Can be one to one, one to many & many to many
Can be used for training to users, conducting interviews etc.
Helps in speed up the decision making.

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Tele conferencing

Popular Tele conferencing Software Skype

Tools for written communication:

Computer
Word processor
Printer
Fax Machines
E-mail
Instant Messenger

Tools for oral

communication:
Internet
Multimedia
Instant Messenger
Intranet
Telephone
Mobile phone
Voice mail
Voice conferencing
Video conferencing

Technology in Communication
Impact of Technology
Rapid advances in computer technologies for
communication provide us with plenty of tools to enhance
this ability.

Use of computer packages for technical

communication has its advantages as well as
limitations:
Advantages:
Speed and efficiency
Professional appearance and flavor
Vividness and greater appeal
Plenty of resources for data
Lot of facilities for revising, editing and formatting

Major findings :
Uses of technology are very costly.
Many states havent enough technological

infrastructures yet.
Its difficult for old people to adjust with technology.
Technological changes are too rapid to adjust with.
Slow internet speed in various countries is a big

obstacle.
Various regions of world are totally unaware about

technological improvement.

 Information overload or difficulty in

effective information selection
System failures
Fatigue and frustration encountered
Requirement of a certain level of
technical literacy
Blurring of official and personal lines
in lives

challenges
Understanding and managing the transitions
being faced in business because of rapid
information technology involvement
New structures are to be developed to cope with
the changing information needs positively.
Control over contents.
Corbon copies were easy to oversee who
received what and when
Computer hackers invading electronic data
bases.
What we though to be secure is not now.

Benefits
Speed / Time money can be saved because its much
quicker to move information around.
Cost it feels free to send an email (although it isnt); its
certainly cheaper than phone calls.
Video conferencing saves money on flights and
accommodation.
Online communication brings families / friends together
across distances.
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Benefits (Contd)
Education its accessible and theres lots of free
information.
Community it can reduce isolation and provide support
systems for people who need it.
Its available 24 / 7.People can do shopping / banking /
chat at any time they like.
Reduce Corruption : Technology has helped reduce
corruption that existed due to traditional way of doing work.
E.g. IRCTC.CO.IN
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Issues
Reliance on technology people dont bother learning to
spell because they use spell-checker et
Loss of face-to-face communication may reduce personal
touch.
There are risks attached to the unknown / hidden elements
on the internet.
Reliability of information everyones posting so just
because somethings on the web doesnt mean its reliable.
Viruses, fraud and identity theft are all risks for people using
the internet.
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Related Crime
Hacking
Viruses
Identity theft
Fraud etc

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What Next
Paperless offices.
Collaboration Tools : Tools where
employees from different location
can work on the same object at the
same time. (E.g. Google Docs)
The Integration of VoIP
The Super Computer
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Assignment

Another part of this lecture

We shall discuss the email
And Internet use.
Assignment for the day is
Make email IDs and learn basic
emailing, attaching files, working in
excel and word different techniques