COMMUNICATION COMMUNICATION TECHNOLOGY- TECHNOLOGY- OFFICE PROCEDURES AND OFFICE PROCEDURES AND AUTOMATIONAUTOMATION

Can carry both voice and written material.

An office should have a healthy and effective communication tools, the medium that suits for their office environment.

Hence one should be very careful in selecting the medium.

1.Type of audience 2. Speed, distance and urgency 3. Confidentiality 4. Accuracy in transmission 5. Reliability 6. Cost of the medium 7. Availability 8. Feedback capacity of the medium 9. Formality of the medium 10. Intensity and complexity of the message

The media which transmit signals instantly from any source to any destination in the world by modern electronic technology.

Oral messages: microphones/loud-speakers, telephone, cellular phone, voice mail, Radio & TV, Tele conferencing, etc

Written messages: email, fax

Telephone: Intercom, Voice mail, STD and ISD

Cellular Phone : Combination of Radio and modern telecommunication technology

Fax : The facsimile machine Tele Conferencing :Audio

Conferencing and Video Conferencing Internet : E-mail

The computer is a versatile electronic instrument which can combine various media functions.

The trend of technology is towards convergence of various technologies so that the computer has become the single multi-task equipment for all kinds of transmission.

Can be defined as any communication that is enabled through the use of computers.

Transmission and reception of messages using computers as input, output, storage and routing devices.

Similar to HCI (Human Computer Interface) User interaction, presence and cognition. CMC includes anonymity, synchronicity,

relationship development and impression formation.

Media richness and social presence for virtual work environments leading towards the reduction in cues that might inhibit the ability of employees to engage in effective collaborative work. (social fabric, trust in personal relationships)

Control through monitoring Helps to build online information database,(known

as knowledge management)

Live exchange of information among people, through machines distanced from each other but linked by a telecommunication system.

IP (internet protocol) based video-conferencing

Desktop or PC based video-conferencing

Modern plasma video-conferencing with multiple user interface.

Plan well in advance for the conference Prepare a detailed agenda Involve all participants Speak normally and clearly. Don’t shout Remember the reduced non-verbal communication

has to be made up for, by clarity in speech Paraphrase often to clarity important points Address individuals by names to assure their

attention Introduce yourself and wait for the camera to focus

on you before you start speaking Limit the use of gestures and restrict movement Prepare all graphics keeping video in mind Minute the meetings as you would normally do

Social Presence theory: The theory states that a sense of ‘intimacy’ or ‘ we are together feeling’ leads to increased enjoyment, involvement, and task performance, persuasion and socio emotional interaction. CMC is capable of creating in users a sense of intimacy and immediacy.

Information Richness theory: States that

uncertainty and ambiguity of information communicated will vary with the richness of the media.

More effective Richer Mediums

Less effective Leaner Mediums

Face-to-face

Video-conferencing

Telephone

Written Document

Speed, Geographic dispersion, Asynchronous Communication, Storage and retrieval of information, Communicate more easily, more efficiently, and more

effectively, Transformation of information as a mass commodity-not a

scarce resource, Availability of massive amounts of information, Free accessibility of information, The massive information bestows tremendous power on

anyone who knows how to retrieve, evaluate, and share that information.

CD-ROM Databases Online Databases Online Information Services The Internet Discussion Resources Reference Resources Browsing and searching the Internet Copiers

Word Processing E-Mail (Electronic Mail) Written Versus Calling Instant Messaging

Mobile Communication ToolsPersonal Digital AssistantsShort Message ServiceMultimedia Messaging Service

Voice Communication Intra-office Outside the office