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Introduction To Modern Communication Technology

The document discusses various types of automation technology used in organizations, including SMS, email, internet, fax machines, teleconferencing, videoconferencing, voice systems, desktop publishing, and electronic data processing. It outlines advantages like reducing time and paperwork, but also notes disadvantages like the risk of technological failures and reducing individuality. For each technology, the document provides dos and don'ts for effective and appropriate use of the various communication tools.

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1K views21 pages

Introduction To Modern Communication Technology

The document discusses various types of automation technology used in organizations, including SMS, email, internet, fax machines, teleconferencing, videoconferencing, voice systems, desktop publishing, and electronic data processing. It outlines advantages like reducing time and paperwork, but also notes disadvantages like the risk of technological failures and reducing individuality. For each technology, the document provides dos and don'ts for effective and appropriate use of the various communication tools.

Uploaded by

anu0202
Copyright
© Attribution Non-Commercial (BY-NC)
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPT, PDF, TXT or read online on Scribd
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Introduction To Modern

Communication Technology
Preeti Shirodkar
What Is Automation Technology?
 Automation technology refers to the use of
technological innovations in organisations
 This is a growing trend in multinational,
national and local organisations and institutions
Reasons For The Growing Dependence On Automation
Technology
 Globalised context
 Open market economy
 Easy accessibility to technology at ever falling
prices
Advantages Of The Growing Dependence On
Automation Technology
 Creates a better image and impact
 Reduces the time consumed
 Reduces paper work
 Saves labour if effectively used
 Can prove to be cost effective, depending upon the
method of use
 Helps in longer and better maintenance of records –
lends continuity to an organisation
 Saves duplication of work
Disadvantages Of The Growing Dependence On
Automation Technology
 Large chance of technological failure
 Takes away individuality
 Can prove to be debilitating
Types of automation technology
 Sms
 e mail
 Internet
 Fax machines
 Teleconferencing
 Videoconferencing
 Voice Systems
 Desk Top Publishing/Electronics Data Processing
Sms: Dos and don’ts
 Avoid using short forms
 Take care to edit forwards before sending
them
 Identify yourself
 Take cognisance of time zones
emails : Dos and Don’ts
 Always include the reason
 Avoid using short forms
 Always include salutation, content, complimentary
close and signature line
 State the attachment in the body of the text
 Send attachments only when necessary
 Avoid sending random forwards
 Respond promptly
 Know when to call instead
The Internet: Dos and Don’ts
 Should be used essentially/largely for
professional reasons
 Information is not validated
 Should be used discretionally – issues of cyber
security, office protocol regarding surfing,
chatting
Fax: Types of Fax
Predetermined Fax Pre-existent Document
 Refers to a document that  Refers to a document that has
has been essentially been generated for some other
purpose but now is additionally
created to be faxed being faxed
 The attention line comes  This type of fax may be sent
after the addresses for a variety of reasons
before the reason  A very brief note is put at the
top of the document
 It includes the name and
 It includes the person’s name,
designation of the person
a brief line of comment and the
towards whom the fax is signature of the sender
directed
Fax : Dos and Don’ts
 Ensure that the original document is dark
 Always mark the document to an individual
 Include a clear subject line
 Check if the organisation/individual has a
dedicated fax number, else request them to
switch it to the fax mode
 Follow up with a phone call
Teleconferencing: Dos and Don’ts
 The time should be convenient to all parties and
should be intimated well in advance
 The agenda should be known well in advance
 Combination of etiquettes related to telephonic
and face-to-face communication
Videoconferencing: Dos and
Don’ts
 The time should be convenient to all parties and should
be intimated well in advance
 The agenda should be known well in advance
 Combination of etiquettes related to face-to-face
communication
 Setting up and testing of the facility well in advance
 Setting from where the videoconferencing occurs
 Dressing appropriately
Voice Systems: Meaning and
Types
 All systems that can be used for testing,
recording and transmitting voice
 Recorders, Amplifiers, Public Address
Systems, Microphones, Answering
Machines, Walkie Talkies, Voice Testing
Machines, Cell Phones
Voice Systems: Dos and Don’ts
 Test its quality and strength before using it
 Hold it at an appropriate distance
 Vary your pitch and tone as per the
strength of the instrument
 Follow the etiquettes related to the medium
Desk Top Publishing: Meaning, Dos and
Don’ts
 Readying a document for printing using
computer technology
 Check with the printer before hand about
the formatting software being used
 Run a dummy to ensure that the colour
coding and digital matter is appearing as
per your requirement
Electronic Data Processing:
Meaning, Dos and Don’ts
 Electronic Data Processing (EDP) refers to the
use of automated measures using simple,
repetitive actions -  and  computer technology -
to organise and store documents and sometimes
to transfer them from paper to a digital format.
 Name and store documents in a manner that
they are easily accessible
 Keep a back up
Any doubts????
Thank You

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