ROLE,
EFFECTS AND ADVANTAGES OF TECHNOLOGY IN BUSINESS COMMUNICATION
1. Email:
Meaning: E-mail means electronic mail. It is
used to send messages through internet from one email account to another email
account/s. It is a transmission of messages over communication networks. It may
contain text, files, images, or other attachments.
Features:
a) It is extremely fast and can be sent to anyone irrespective of his/her physical location.
b) Electronic files in the form of words, tables, pictures, graphs, sounds, videos etc. can be sent with this mail.
c) Sending and receiving e-mails is Cheap (not costly).
d) It can be sent to one or many individuals at a time.
Advantages:
a) It is very speedy.
b) It is convenient for both the parties.
c) It does not require physical presence and does not disturb the routine.
d) It is convenient from time point of view as both can use it as per their convenient time.
e) It can sent at the one and same time to a large number of receivers.
f) Instant clarifications and additional information can be exchaned if both the parties are on-line.
g) It is comparatively safer because email account are password protected.
h) E-mail messages can be easily saved in large size on a computer and quickly referered as and when required.
i) Used for promotional activities.
j) It is very economical and cheaper than postal mail.
Disadvantages:
a) Hard copies of documents cannot be sent through e-mail.
b) Internet is very essential facility without which it cannot be exercised.
c) There is threat of virus.
d) It becomes difficult to send heavy or many files at the one and same time.
e) Computer literacy is must to use this tool.
2. Text Messaging (SMS)
SMS stands for Short
Message Service. Mobile phone allows small message window where text messages
are being typed and transmitted to selected one or multiple recipients. It is
non-real time text messaging service. Generally, SMS length is about 160
characters (maximum).
Advantages
of SMS Communication
a)
It is the fastest
way to reach anyone.
b)
Communication
history is logged automatically to view old messages.
c)
Cost effective way
for sending information.
d)
SMS notifications
can be automated.
messages can be stored or deleted easily.
e)
Default words or
messages are provided for comfortable typing.
f)
With advancement in
the technology, even smiley and emotions icons are also embedded in the SMS.
Disadvantages
of SMS Communication
a)
The SMS size is
limited. This does not permit user to convey very long text messages. A person
has to send more than one SMS messages to convey his/her full expressions.
b)
The system of
communication is unreliable due to either congestion in network or out of
service or busy.
c)
It is not possible
to know whether the recipient person has read the SMS or not.
d)
They cannot be
delivered to DND (i.e. Do not Disturb) subscribers.
Now a days, Instant Messaging
(IM) is one of the most liked tool of communication in every field of life.
Personal as well as professionals are utilizing it for their purposes.Each IM
platform has different features.
Advantage:
a)
Real-Time Talk
It really is instant
communication, faster even than email. When someone types in a comment and hit
Enter, the comment appears on the screen instantly. Everybody in the chat group
can view the messages and readers also. Status of delivery can also be seen.
Email is also pretty fast but it's
not instant. You have to wait for the email to arrive, and you can't assume
everyone you want to chat with is just sitting there waiting for each email. IM
is chatting in real time as if you were on the phone with someone or on a
conference call. IM can be useful when you are on the phone, too.
b)
Simple Setup
Unlike a conference call, which
has to be set up in advance with everyone given a number to call and a password
to enter at an appointed time, IM is there all the time, just waiting to be
clicked. You can ask everyone to get on IM at 4 p.m., or you can get everyone
chatting on IM on a moment's notice as long as they're available.
With IM, it's easy to connect
with people who are offsite, too. You don't need to gather everyone in the
conference room, huddled around the speaker box on the table, trying to make
out what is being said through the crackling and words cutting out. It's
written right there in front of you.
c)
Keeps a Record
Like texts and email, IM keeps a
written record of what was said. That's useful when you want to remember
specifics, and it's crucial for meeting regulations of the Securities and
Exchange Commission when messages contain key company information.
Each chat entry is individual,
Disadvantage:
a)
Low Security
Because it's on a public
network, IM is less secure than other methods of communication. Anyone could
intercept postings or jump into the chat and see what's being said. Businesses
can customize their security methods in their IM system, though many don't
think to do so.
Most discussions are suitable
for IM unless your company is involved in making prototypes for top-secret
missions or other highly proprietary information.
b)
A Workplace Distraction?
Instant Messages system is
available all the time which could cause distractions and bring lowered productivity.
IM distract people from their work and
engage them into futile activities of self pleasure.
No comments:
Post a Comment