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25 views5 pages

Notes - 1.4

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pakhisomani
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© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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4: Modern Means of Communication

Communication is a process that involves sending and receiving messages through verbal and non-verbal
methods. It is a two-way process.

Means of communication are used by people to communicate and exchange information with each other as
an information sender and a recipient. The last century has seen a revolution in communication technology,
especially due to electronics and electronic media. The advancement in information technology has changed
the ways people communicate with each other and has increased the amount of information available to us at
our fingertips.

Computers, E-mail, Internet and Fax machines are not only used in business houses, they are equally popular
with individuals for their personal use. This information technology revolution has changed the way we do
business, the way we work, play and live. Computer literacy is now a basic requirement in almost all fields,
and organisations need to change their structures in order to incorporate these new methods.

The major means used for communication in an organisation are:


1. Email:
Email (Electronic Mail) is a cost-effective and efficient way to communicate with others using the
internet. It involves sending messages via telecommunication links. If two computer terminals, however
far from each other, are connected to the internet, it is possible to send messages from one to the other.
Both companies and individuals can use email to convey important information and improve security for
profiles and accounts. Email is a communication system that internet users can employ to convey
information and learn more about things in which they're interested.

Email is important for communication because it allows users to send information in letter format, and
email can replace traditional mail options. Emails can be more beneficial for communication because
they can often include text, documents and multimedia, like photos and videos. For example, you may
use email to contact a rental company to inquire about a lease or send an email to a potential employer
to submit a job application.

A business email is a message that typically uses a professional tone and format and is exchanged
between individuals or organisations to communicate a variety of messages. They can be used to
communicate with clients, customers, suppliers, colleagues, and other stakeholders and are also used for
tasks like sending inquiries, placing orders, scheduling meetings, providing updates, and exchanging
important information related to your business.

How E-mail works:


To send an e-mail message, the sender has to do the following:
a. Log on. This means connecting to a computer network or an e-mail program.
b. Choose the receiver’s email address.
c. Compose the message.
d. Instruct the program to send the message.
To read and receive an email message, the receiver will have to do the following:
a. Log on.
b. Look at the list of the new email.
c. Choose the message one wants to read.
d. Handle the message by deleting, storing, or replying.
Format of an Email:
To: (Contains the recipient’s email address.)
CC: (Carbon Copy: Use CC when you want to send a copy of an email to a recipient.)
BCC: (Blind Carbon Copy: Use BCC when you want to send a copy but hide the recipient's email address
from other recipients.)
Subject: (Similar to the subject of a formal letter. The subject of an email is supposed to be precise and
short, and should include the main topic of the email.)
Body:
Salutation: (Hi, Hello, Dear [Any Name], Greetings, etc.)
Main body:
Introduction: (If you have not already communicated with your recipient, introduce
yourself in this section. Also include the reason for writing the email.)
Body: (The main content of the email. Include details.)
Closing: (Thank your recipient for the time that they took for reading your email. Talk about
your next interaction with the person. Eg. Hoping to receive a reply from you soon, please reply
at your earliest, etc.)
Signature: (Sign off with your name and professional title. If you have an email account with a preset
signature, ensure that the information contained is professional in tone. Include details, such as email
address and phone number, so that the recipient can respond to you.)

Example Email: Sales Pitch

The Bcc field in the above example is empty as the email is being sent to one particular client.

Advantages of Email:
a. Document & Record keeping: Email serves as a valuable tool for documentation and
record-keeping in business communication. Each email conversation creates a digital paper
trail, providing a record of the information exchanged and agreements reached.
b. Enhanced organisation and searchability: Email provides a structured and organised approach
to business communication. With email, managers can create folders, labels, or tags to
categorise and sort messages based on projects, clients, or topics.
c. Easy Collaboration and Team Communication: Email promotes efficient collaboration and
communication among team members, regardless of their physical location. By simply
composing an email, team members can easily share ideas, updates, and feedback with one
another.
d. Personalization and Branding: Email allows for personalization and branding opportunities in
business communication. Businesses can customise the appearance and layout of email
templates to align with their brand identity, incorporating their logo, colours, and fonts. This
consistent branding creates a professional and cohesive image for the business and makes
consumers spend more time on brand emails.
e. Formality and professionalism: Formality and professionalism are key aspects of business
communication, when compared to other communication channels, such as instant messaging
or social media, email offers a more formal and professional tone. This is primarily due to the
structured format of emails, which includes standard greetings, and the use of proper
grammar, punctuation, and formatting.
f. Multiple Recipients and Distribution Lists: Email allows for convenient communication with
multiple recipients simultaneously. With a single email, businesses can reach out to a large
number of recipients, whether it’s sending updates, announcements, or important information.

2. Fax:
Fax is the popular name given to the facsimile machine. (Facsimile means copy). It is like a copying
machine linked to a telephone. It is used to transmit written material, visual material like photographs,
charts, drawings, and diagrams, artwork, documents and certificates. A facsimile machine scans a
printed page, converts it into a signal and transmits this signal over a telephone line to the receiving Fax
machine. The receiving machine reproduces an exact copy of the original document on its in-built
printer. Thus, the fax acts like a long distance Xerox machine.

The received copy contains the date, time and the sender‘s fax number. The sender also receives a
printout confirming the date, time, and receiver‘s number. The latest digital fax machines allow
communication through computers and are much faster. Fax machines can transmit documents across
the world through satellite networks. The Fax machine is the fastest method of transmitting documents
and technical data. Its main drawbacks are its cost and, at times, the quality of print on the fax paper.

Advantages of the Fax:


1. Speedy Transmission: Fax enables transmission of the message, data, diagram, sketches, and
drawing with exceptionally high speed.
2. Accuracy of Information: It helps to send written information to any place within or outside the
country accurately.
3. Legal value: Fax provides a written record of the transmitted message and it can be used as a
document in a court of law.
4. Overcoming barrier: Fax can be sent to any point where there is the availability of the
telecommunication system. There is no hassle to carry the document physically.
5. Confirmation of Receiving: Fax provides confirmation for the data or information received by the
user.

Disadvantages of Fax:
1. Less Privacy: Fax has less privacy as the transmitted data can be handled by anyone who is beside
the fax machine.
2. Hazy information: Fax may send hazy information due to a problem with the machine and therefore
the purpose of the fastest delivery will be unsuccessful.
3. Dependency on the telephonic system: Fax uses the telephonic system to transmit data and if such a
system is down then the sending of data and information face problems.
3. Teleconferencing:
Teleconferencing is a more traditional type of conference call in which a large number of participants
engage in an audio chat over the phone system. A teleconference is a process that takes place across a
communication infrastructure between two or more locations. Teleconferencing is also known by its
technical terminology such as phone conferencing, audio conferencing, and phone conferencing.

Businesses still occasionally host telephone conferences, but, generally, it’s more expensive per call and
fairly inflexible with how they’re set up. They’re also limited to just audio conferencing, so it can be
challenging to discuss an idea over a phone line.

The only tool of communication in a telephonic conversation is our voice. It is therefore important to
create a good impression on the listener by using our voice correctly. We must speak clearly, politely and
pleasantly, with a smile in our voice. Our speech must be precise. We must also listen carefully and
politely to the other person. Before making a call, we must mentally prepare the message we want to
convey. When we answer a call, we must first announce ourselves– our company‘s name, department
and so on, then greet the caller with a Good Morning or Good day. To sum up, our voice must make a good
impact on the listener.

Advantages of Teleconferencing:
1. Saves Time: Time savings is the main benefit of teleconferencing. It is feasible to call meetings with
very little notice when using teleconferencing. Furthermore, since all meetings are conducted
virtually via computers or the Internet, there is no need to spend time going to the meeting location.
2. Encourage Productivity: Employees at different levels of the organisational hierarchy can be in
continual communication thanks to teleconferencing. This turns into efficient information exchange
and timely responses. Recurrent involvement of this kind is a motivating element that leads to
higher productivity.
3. Reliability: Teleconferencing is one of the most trustworthy ways to organise a meeting. Over the
years, technical advancements have further enhanced this reliability. These days, communication
issues are practically nonexistent, and teleconferencing routes are significantly more dependable.

Disadvantages of Teleconferencing:
1. Communication can be hampered by technical problems including bad connections, audio
problems, or system malfunctions.
2. In teleconferences, a lack of face-to-face interaction can occasionally lead to miscommunications or
incorrect readings of meaning or tone.
3. For brainstorming sessions or creative talks that benefit from in-person participation and
spontaneity, teleconferencing might not be as productive.
4. Long teleconference meetings can be difficult to keep participants’ interest and focus, which lowers
productivity.

4. Videoconferencing:
Video conferencing—sometimes referred to as a video meeting, virtual meeting, or web
conferencing—is a way to bring two or more people together in a virtual setting through live video and
audio. Participants connect using video conference software across web, desktop, mobile, or a video
system to replicate the feeling of being in the same room.

Video conferencing is an engaging and highly cost-effective approach to meeting with colleagues,
customers, partners, or even friends who are spread out across multiple locations. It eliminates the need
for travel while still maintaining the ability to see someone face to face. It also offers the interactivity
needed to support virtual collaboration with features like screen sharing, digital whiteboarding, team
chat, and more.

Practising good video meeting etiquette is critical to ensuring that your meetings are professional,
efficient, and valuable. The following are the best practices to follow during a video conference:
1. Make sure to introduce everyone at the beginning.
2. Ensure that you have a clean, work-appropriate background.
3. Look into the camera when talking instead of looking at yourself.
4. Eliminate distractions and focus on the agenda.
5. Be aware of your audio and video settings. Turn off your microphone when not required.
6. Only invite meeting participants who need to be there.

Advantages of Videoconferencing:
1. Increases Team Efficiency: One of the biggest benefits of video conferencing is that it may increase
team productivity. Teams can travel less, giving them more time for tasks linked to their jobs.
Increased accountability and productivity are also a result of improved communication and
decision-making.
2. Real-Time Communication: Virtual conferences are one of the finest ways to communicate with
people who live far away. It enables real-time communication, in contrast to asynchronous means
like phone conversations and emails. The crew can see people’s facial expressions and body
language. The group’s capacity to take in their surroundings helps them to understand the
circumstances.
3. Building A Strong Network of Professionals: Virtual conferencing is an important tool for the
company, which is trying to establish a strong professional relationship. Video conferencing can be
used for various purposes, such as conducting job interviews, building rapport with clients and
partners, and just keeping in touch with someone on the other side of the globe.
4. Reduces Meeting Room Charges: Meeting rooms are far more costly than video conferencing.
Business owners may save costs associated with frequent in-person meetings—such as travel,
lodging, food, and other related expenses—by utilising virtual conferencing technology.

Disadvantages of Videoconferencing:
1. Technical issues such as software flaws or a poor internet connection can cause disruptions to
meetings.
2. It could be harder to maintain everyone’s interest and engagement than in-person meetings.
3. Concerns about security and privacy may arise, especially when discussing sensitive material using
virtual conferencing services.
4. Lack of nonverbal cues and body language during conversations might lead to misunderstandings.
5. A dependence on virtual conferencing too much might lead to loneliness and screen fatigue.

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