Applied Business Tools & Technologies Chapter 2
Applied Business Tools & Technologies Chapter 2
CHAPTER 2
BUSINESS TECHNOLOGY
Objectives:
At the end of this chapter, the students can:
a. Define business technology;
b. Identify different hardware and software;
c. Know the different communication tools;
d. Know the importance of the work tasks.
Successful businesses rely heavily on technology for communication, productivity and tracking
purposes. As a matter of fact, it drives and sustains the business operations. That’s why it is important
to understand the modern-day technology that’s readily available and how it can be used with
convenience.
I. Hardware
● Printer- is a device that accepts text and graphic output from a computer and transfers
the information to paper, usually to standard size sheets of paper. Printers vary in size,
speed, sophistication, and cost. In general, more expensive printers are used for higher-
resolution color printing.
● Scanner- is an input device that scans documents such as photographs and pages of
text. When a document is scanned, it is converted into a digital format. This creates an
electronic version of the document that can be viewed and edited on a computer.
B. Digital Cameras
● Are used to capture photographs and videos independently. Later, these photo and video
files can be transferred to a computer by connecting the camera directly with a cable,
removing the memory card and slotting it into the computer, or through wireless data
transfer methods such as Bluetooth. Once the photos are on the computer, they can be
saved, edited, emailed, or printed.
D. Handheld devices input- an input device is essentially a piece of hardware that sends data to
a computer. Most input devices either interact with or control the computer in some way. The
most common input devices are the mouse and the keyboard, but there are many others.
● Touchpad- also known as a trackpad, a touchpad is a common substitute for a
computer mouse. It is essentially a specialized surface that can detect the movement of
a user’s finger and use that information to direct a pointer and control a computer.
● Microphone- captures audio and sends it to a computer where it is converted to a digital
format. Once the audio has been digitized, it can be played back, copied, edited,
uploaded, or emailed. Microphones can also be used to record audio or to relay sounds
live as part of a video chat or audio stream.
E. Communication systems
Communication is vital to the success of every organization. By making consumers
aware of your business and what it has to offer, good external communication helps develop
your brand and promote your product or service. In order to make the organization operate
efficiently and effectively, internal contact between workers, departments, partners, and leaders
is important.
Two types of communication, external and internal, have different objectives:
● External communication reaches out to the customer to make him or her aware of your
product or service and provide a reason to buy. Brochures, advertising, contact letters/
direct mail, telephone calls, business cards, blogs, and everything else that makes the
public aware of what you do are part of this form of communication.
● Internal communication with team members is essential to attract and retain a talented
staff and monitoring business performance. Performance certificates, newsletters,
seminars, telephone calls, and both formal and informal conversations are tools for
interacting internally.
Communication is the key to establishing business relationships. For this reason, businesses
use a form of telephone system to communicate with customers and organizations. This
provides a fast, efficient and one-on-one personal connection with others. Having great
customer service with clients and effective communication with your staff will ultimately help
your business build a successful reputation and grow. There are now business telephone
systems that come with a variety of features to fulfill the needs of a company. VOIP, Voice Over
Internet Protocol, has become extremely popular that allows users to make phone calls using
the Internet instead of the traditional analog phone system.
For external and internal communication, a large range of communication techniques are used.
Fax, email, mobile, cell phones, tablets, computers, video and web conferencing apps, social
networking, as well as online communication and productivity channels are all included in these
tools.
● Mail- even with all modern communication techniques, daily postal mail is still a powerful
tool for a business. It provides a personal touch and is also used to deliver protected
documents and contracts and to provide consumers with purchased goods.
● Email- in connecting with clients, suppliers, and internal teammates, getting a company
email would be beneficial. It is important to review e-mail on a regular basis. Depending
on the account form you have, there are several email features available. Sending
outgoing emails, filtering incoming emails, and setting up automated replies for various
accounts types may also done.
● Landline- the telephone system that uses a physical cable for transmission is the
landline. In your home, your office, or at a public phone spot, you may have a landline.
You will still be able to use your landline if the internet is unstable, since it depends on a
different networking technology.
● Smartphone- is a mobile phone that provides computer-like features with advanced
capabilities. Apps such as email, the internet and social media are built into a
smartphone. Smartphones are text messaging capable and have a video- enabled
camera.
● SMS Messaging and Texting- although not all cell phones are smartphones capable of
receiving videos and pictures, SMS (short message service) messages can be received
by almost all mobile phones. These are texts of less than 160 characters, consisting
solely of letters, numbers and symbols. An effective way to connect is SMS messaging,
and texting in general.
● Video and Web Conferencing- video conferencing offers a way without the cost of
travel to hold face-to-face meetings. It offers a more intimate way of communicating both
internally with clients and associates and internally with team members or workers who
might work outside the office.
● Social Networking Sites- a social network is an online community made up of people or
organizations bound together by shared interests. Internet- based social networking
takes place across a range of website platforms that allow content to be shared and
interacted online by users of common interests. Yahoo, Instagram, Twitter, LinkedIn,
Pinterest and You Tube are several popular social networking sites.
o Networking is used to interact with groups of people to share information and
documents, to store information and to communicate using email. It also permits
computers to share a printer or a storage device. A network can either be
restricted to computers within an office location or connected among numerous
offices. It is essential to businesses because it provides a means to build
relationships with others within their related fields in order to find new customers
and partnerships, and to grow.
B. Spreadsheet Packages
● A spreadsheet or worksheet is a file consisting of rows and columns that helps to
efficiently sort, organize and arrange data and measure numerical data. The ability to
measure values using mathematical formulas and data in cells us what makes a
spreadsheet software program unique. An example of how a spreadsheet can be used is
to construct a summary of the balance of your bank.
● Microsoft Excel- is a convenient program that can be used to store several data sets
and arrange them. You may also use the tool to make sense of your data using its
characteristics and formulas. For example, you might use a spreadsheet to track data
and show averages and totals of sums automatically.
C. Accounting Packages
Accounting software is a computer program that helps monitor and report the financial
transactions of a company to bookkeepers and accountants. Accounting software’s design
varies from product to product.
● Sage One- is an accounting, and payroll software focused on the cloud. Sage’s UK
goods are designed exclusively for small businesses and have a range of features that
keep you in line with UK laws, legislation, and taxes.
● AccountEdge Pro- is a complete solution for Mac users in small business accounting
and management. It will assist with sales and acquisitions, payroll, inventory, invoices,
and contacts management.
● FreeAgent- offers an online accounting program to UK freelancers and small business
owners. It brings together everything from invoice and expense control to the filling of
VAT, payroll, and self-assessment tax returns.
● FreshBooks- small business owners can monitor time, record expenses, and invoice
customers with FreshBooks, and is accessible from any computer (desktop, iPhone,
iPad, and Android).
● Harvest- works on your laptop, iPhone, and Android, claiming to “make time tracking
easy (and almost fun).” It analyzes data, sets budgets, monitors the progress of your
project, tracks billable and non- billable time, and runs reports.
D. Database Packages
System software for database development and management is a database management
system (DBMS). A DBMS makes it possible for end-users of a database to build, read, update
and remove data. The DBMS, the most popular type of data management platform, effectively
acts as an interface between databases and end-users or application systems, ensuring that
information is structured and easily available on a consistent basis.
Functions of a DBMS
Three essential items are handled by the DBMS: data, the database engine that allows
data to be accessed, locked, and updated, and the database schema that determines the logical
structure of the database. These three fundamental elements help to provide productivity,
stability, the integrity of data, and uniform procedures for data administration. Typical DMBS-
supported database administration tasks include change management, monitoring and tuning of
performance, security, and backup and recovery. Automated rollbacks and restarts, as well as
the logging and auditing of operations in databases, are also responsible for many database
management systems.
Using a DBMS to store and handle information has benefits, but also overhead
processing. One of the greatest benefits of using a DBMS is that it enables the access and
usage of the same data by end-users and application programmers while managing data
integrity. Instead of making new copies of the same data stored in new files for any new use,
data is better preserved and maintained when it can be shared using a DBMS. The DBMS offers
a central information store that can be accessed in a managed manner by multiple users.
Examples
E. Presentation Packages
In order to communicate visually to an audience, a presentation program kit is a software
program containing a text editor and the ability to add charts and graphic images, such as
photos, clip art, or other objects, in order to create a slide show.
● Microsoft Powerpoint- is a presentation program that allows users to create engaging
presentations that can include text, images, sound, movies, hyperlinks, and other objects
and consist of individual pages or slides. Powerpoint allows users to apply animations
and effects to the elements of the slideshow.
● Prezi- is just as different as you can be from powerpoint. It’s more of a visual and
immersive mind map, where you connect with various elements on a virtual canvas,
instead of providing a slide-by-slide presentation.
F. Internet Browser
In order to present and explore content on the World Wide Web, a browser is a software
program. These pieces of content are linked using hyperlinks, including photographs, videos,
and web pages, and classified with URIs (Uniform Resource Identifiers). This page is an
example of a web page that a browser can used to view.
There have been several web browsers that, over the years, have come and gone. In 1990, Tim
Bernes-Lee invented the first one, called WorldWideWeb (later modified to Nexus0. NCSA
Mosaic was, however, the first graphical browser and commonly used browser that helped bring
attention to the Internet.
Work Task
1. Processing Reservations
A consumer can put a hold on things that are not accessible at present. If a reservation
request for an item had already been made by others, the reservation is placed on a waiting list that
determines the order in which people made a reservation for the item. Multiple items can include a
reservation request.
An e-mail notice is forwarded to the administrator after a reservation request is made,
who processes the request and begins the reservation fulfillment process in compliance with the
relevant procedures within the organization.
2. Undertaking Stocktakes
Stocktaking (or stock counting) is when all the inventory that your company currently has
on hand is manually checked and registered. It is an important part of your inventory management
since it can impact your buying, manufacturing and sales. Why are stocktakes important?
Any product-based business will need to ensure that their levels are 100% accurate from
time to time as a part of their inventory control.
a. See how well you’re tracking inventory- if you aren’t tracking your goods as well as you thought,
then it may be a sign that you have poor inventory control.
● Stockouts (when you run out of products to sell)
● Overstocking (when you have too many products on hand)
● Dead stock (when your products become obsolete before they can be sold)
b. Discover stock issues- using a stocktake to detect issues that could have been missing from the
inventory management system, such as faculty goods, missing orders, inadequate control or
theft.
c. Ensure your business is meeting targets- you will start to refine your processes and strategies to
improve productivity and increase margins until you know exactly how your inventory
management is doing.
● Reduce the amount of safety stock you keep on hand in case of an emergency or surge
in demand
● Change up your pricing to ensure all your products are selling quickly
a. Knowing your financial situation- you need to know where your business is situated
on a regular, weekly, yearly, quarterly and annual basis. Do you make money, do you
increase or decrease your client base, do you have enough money in the bank to fulfill
your commitments, do you fulfill the goals you set for your business? You have little or
no influence over your organization without this information. When you need to buy, you
need to know how much inventory you have on hand, how much you need to order, the
credit terms provided by your suppliers, the balance of your bank account to fund your
company operating payments such as rent, electricity, office equipment, inventory,
salaries of workers, and payroll taxes.
b. Meeting your tax obligations- you are responsible for meeting federal, state and city
tax commitments weekly, quarterly and yearly. These responsibilities include payroll
taxes, state and municipal sales taxes, local business taxes, employee withholdings and
employer portion in federal income tax, social security and Medicare, and permits and
fees to do business in the jurisdiction of your company.
4. Producing Documentation
As your business grows, so does its complexity. There are more steps, more people, and more
things involved that may not always be arranged in the most efficient way.
Technology is advancing at a faster pace than ever before, and this is changing both the expectations
of patrons as well as the way in which the hospitality industry conducts its business. Some of the trends
in industry are leading to great improvements and savings for hospitality industry companies; while
some are changing how hotel developers plan their buildings, infrastructure, management structure and
staffing requirements. Here are some latest technological trends in the industry.
Nowadays, hotel guests who travel with devices such as phones, tablets and computers no longer see
Wi-Fi as a perk, but as a must-have when they check in at a hotel.
Hotel guests expect to be able to connect to the internet seamlessly and without too many interruptions,
leading hotels to invest in better, faster Wi-Fi infrastructure so that people can do business and use
their technology devices with ease when they book their stay.
Besides being able to offer high density Wi-Fi for conferences and meetings, hotels also need to be
able to offer access to audio-visual (AV) and digital facilities for conferences. While the amount of AV
and digital equipment that goes into a typical conference room is fairly minimal, staging companies are
often hired for various projects in order to equip the facility as required.
A key component in designing effective conference facilities that can accommodate this type of
technology is creating easily accessible, concealed pathways in ceilings and flooring where adequate
power and data connectivity can be facilitated. If a hotel has extensive conference facilities, network
design becomes critical to ensure indoor mobile phone coverage, Wi-Fi connectivity, VoIP, real time
location services (RTLS) and internet protocol television (IPTV) as well as all the accompanying AV and
digital equipment.
Thanks to digital innovation and social media, guests also expect digital interactions with the hotel to be
personalized. When investing in digital apps for check-ins, room service and other customer-oriented
digital interactions, hotel operators are investing in systems and technologies that can personalize the
experience for guests, including a guest’s name being displayed on the welcome desk at a digital
check-in station; their food preferences or past purchases being displayed in a digital room-service
order system; and similar.
In addition, the concierge in your pocket concept is fast gaining popularity due to its ability to allow
operators to include useful information such as surrounding entertainment venues; medical facilities;
and similar services.
Like many of the other technology trends in the hospitality industry, investing in a check-in/ concierge
app requires a small initial investment and can lead to greater efficiency and savings as hotel staff are
able to focus on customer service and property developers don’t have to create large static reception
desks at each entrance and hotel location.
NFC technology
Near field communication (NFC) technology is the next-generation short-range high frequency wireless
communication technology that gives users the ability to exchange data between devices.
Communication between NFC devices can transfer data at up to 424 kbits/ second and the
communication is enabled when two devices touch each other, which makes mobile payments (by
touching the smart phone to a credit card) an instant, secure process. This technology is also ideal for
self-check-ins by guests at hotels as well as the next trend in this article: smart room keys.
Beside payments and an easier way to gain entry to hotel rooms, NFC technology can also be used to
personalize a guest’s experience at a hotel or resort. For example, advertising can be targeted based
on gender and age (so if a child walks by a digital sign in the lobby, the advertisement can change to
promote a local theme park or the hotel’s kids club) and this technology could also be used to track
loyalty points form a guest’s use of the conference facilities or room service. This opens many doors for
hotels that want to offer a more personalized experience at their establishment.
Some hotels are already offering more futuristic experiences, with robots delivering any items ordered
through room service to a guest’s door. A boutique hotel that is nestled between Apple’s headquarters
and other tech companies, called Aloft Cupertino, has a robot butler called Botlr that is able to move
between the various floors of the hotel in order to take items such as toothbrushes, chargers and
snacks to guests. These types of digital systems not only make it easy for hotel staff to deliver items to
guests, but it also offers a forward-facing digital experience to people who stay at the hotel.
Infrared scanners are now also used to minimize disruptions relating to housekeeping (which is a
common complaint from customers). Instead of hanging a “Do Not Disturb” sign on doors or having
cleaning staff wake up traveling guests with knocks and phone calls, hotel staff can take a more
innovative approach by using infrared scanners that will detect body heat within a room and tell
cleaning staff that they should rather come back later if the room is currently occupied.
Hotels will increasingly install smart room access systems that allow guests to unlock their doors by
simply swiping their phone across a keyless pad on the door. Starwood (owner of the Sheraton, Weston
and “W” hotel chains) has already upgraded 30,000 room locks across 150 hotels with this system and
Hilton will be implementing a similar system at 10 of their US properties this year. In 2016, they will be
deploying the smart room key technology globally. This technology will mean that guests don’t have to
worry about picking up keys and front desk staff won’t have to issue new keys in the event that a guest
loses their room key.
Another innovative way to offer a keyless experience is through fingerprint-activated room entry
systems and retina scanning devices. Retina scanning is even more accurate and secure than
fingerprint scans and hotels like the Nine Zero Hotel in Boston have already installed an iris scan
system in place of key cards to control access to the hotel’s presidential suite.
Entertainment on tap
According to a Smith Micro Software trend report entitled The Future of Hotel In-Room Entertainment;
people are increasingly plugging in their own devices for in-room entertainment. The hotel room’s
television, radio and clock are taking a backseat as travelers use their own technology to keep
themselves entertained. An earlier survey by Smith Micro Software showed that 81% of respondents
wanted access to mobile video content at hotels and 55% said that mobile content availability at a hotel
would influence where they choose to stay.
Cloud services
Being able to provide entertainment on tap and mobile content has led to the trend of hotels investing in
cloud services. While hotels want to be able to offer digital content, they don’t necessarily want to invest
in IT infrastructure and IT staff, making cloud computing the ideal solution.
Not only is the initial capital investment lower than IT infrastructure and servers, but it gives hotels the
flexibility to expand and adjust their IT needs along the business growth, invest in upgrades without
causing a complete IT system overhaul and it removes the administrative burden of managing an IT
system in-house. Cloud computing is becoming the norm and we will continue to see hotel groups
replacing their legacy IT infrastructure with cloud solutions.
Technology has infiltrated almost every aspect of our lives and hotel developers need to realize that
almost any person checking in at a hotel, resort, spa or lodge, will have a smartphone in many
companies in the hospitality industry are already using social media to their advantage as guests
check-in on location-based social media apps, tweet about their experience on Twitter and share their
holiday photos with friends and followers on Instagram and Facebook. This trend will continue and
hotels can expect to see even more social media engagement from guests who use these platforms to
give feedback about their experience, complain and give compliments about their stay. Hotel staff are
also expected to provide feedback and address and complaints or queries from guests in real-time.
From an online, reputation management perspective, this is a trend that marketers and hotel
management need to manage proactively. Consumers don’t make decisions about where they’re going
to travel to or book a stay in a vacuum- they turn to community- developed content and rating systems
such as Trip Advisor and social media to make decisions about holiday destinations, hotels and leisure.
This shift has led to many hotel and leisure groups developing active social media monitoring and
communication strategies in order to stay on top of what’s being said about them online and making
sure that both marketing and operational staff address feedback that has been given online.
Converged local area networks (LANs) will also help hotels to create more intelligent buildings. A
variety of computer-based building services can be automated in order to control lighting, refrigeration,
air-conditioning and heating. Besides reducing energy consumption, converged LANs can also be set
up to provide a smarter, more personal experience. If a guest is known to prefer his or her room
temperature at 18 degree Celsius with the lights dimmed to 65%, for example, this can be programmed
before the guest checks in at the hotel.
Technology doesn’t mean that customer experience can only happen online and through devices,
check-ins and online comments. All of these experiences need to be part of an integrated, dynamic
system so that the guests’ experiences are at the forefront of the marketing and operational team’s
mind. If a guest leaves a comment about their stay when they check-out of the hotel, for example, the
right people need to reply and acknowledge this type of communication. If a guest leaves a complaint
about not being able to stream mobile content during their stay, then processes should be put in place
to ensure the right person follows up by communicating with the guest and solving the problem at the
hotel.
Marketing, management and hotel developers can no longer work in silos and these technology trends
are giving them the opportunities, tools and solutions they need to create memorable experiences that
can lead to positive change and growth in the industry.