Presentation on theme: "Communication Methods"— Presentation transcript:
1 Communication Methods How ICT can be used to support business working practicesCommunication methods and how they support businessesTypeDescriptionAdvantagesDisadvantagesVoice telephonesThese can be a fixed landline or mobile phone and allow people to talk to each otherCalls can be put on holdVoic messages can be leftPhone calls can be at a set location or portable (mobiles)Landlines may not be answeredMobiles may have poor signalTime difference a problemSMSShort Message Service and allows people to send and receive text messages using mobile phonesIt’s cheap (e.g. SMS packages)Short messages can be sentCan communicate quickly with people around the worldOnly short messages sentSome people find people texting difficultMay not be deliveredInstant messagingHere messages are typed and sent in real time over the InternetMessages sent and received instantaneouslyFiles and pictures can be sentIt can be used to talk to multiple people at onceEmotions cannot be expressed as easily as when talking to someoneVirus could be sent through the files and pictures
2 Communication Methods How ICT can be used to support business working practicesCommunication methods and how they support businessesTypeDescriptionAdvantagesDisadvantagesElectronic Mail which allows messages to be sent and received over the Internet with attachmentss can be sent to multiple people at onceGood for quick communicationAttachments can be addedVarious devices can access s such as smartphonesStaff/Customer s can be stored and useds can be misunderstoods could be sent to the wrong personPeople may not receive the if there is no InternetViruses could be attachedcan be hacked into or spam could be sentChat roomsThis is a site on the Internet that allow people to chat to each other in real time, usually around a topicBrings together people with interests in a particular topicSome people may be in remote areas and need other way to find answersInformation might not be correctYou cannot be sure who you are communicating with
3 Communication Methods How ICT can be used to support business working practicesCommunication methods and how they support businessesTypeDescriptionAdvantagesDisadvantagesForumThis is an Internet site that people can communicate on and usually ask questions and gain answers. They are not real time and responses can be delayedIdeas can be shared between usersPosts/Threads can be read and reread as many times as neededThey can be time consuming to manage and monitorComments/Posts are not available in real timeBulletin BoardsThis allows people to post information on a website and can only be accessed by people with the correct user permissionsAny registered user can make comments that can be viewed by all users of the boardsGeneral discussion on topics with interesting and useful comments able to be givenAny registered user can make comments and may be wrongNeeds to be moderated by a responsible/trustworthy person
4 Communication Methods How ICT can be used to support business working practicesCommunication methods and how they support businessesTypeDescriptionAdvantagesDisadvantagesVoIPVoIP or Voice Over Internet Protocol allows human voice (analogue) to be converted to digital so that telephone calls can be made over the Internet (Skype or Facetime e.g.)With a broadband (Internet) calls from PC-to-PC are freeCalls can be made wherever there is an Internet connectionLots of features such as call forwarding, voic , caller ID and three-way callingDocuments, images, etc. can be sent while talkingPC to voice calls expensiveNo service during power cutPoor/limited Internet can reduce call qualityUsing a PC at the same time can reduce the call qualityVideoconferencingThis allows two-way communication over the Internet using webcams and/or microphones and software such as SkypePeople don’t need to travel to meetings reducing travel costsPeople can be anywhere around the worldBetter for the environmentTime zones around the world can make calls difficultEquipment needs maintainingTraining might be neededTo take part in the conference everyone needs to equipment
5 Communication Methods How ICT can be used to support business working practicesCommunication methods and how they support businessesTypeDescriptionAdvantagesDisadvantagesWebcamsVideo camera that allows live video to be streamed on a computer and over the InternetWhen combined with the Internet it can be used for video conferencingCommunication is real time and face-to-faceCan be expensive to buy if advanced features are neededDoes not fully show human reactions in the conversationBlogsA website on which individuals and groups can share opinions and informationEasiest way to update people on the progress of a projectCan be used as marketing to get user employee/feedbackThey can be time consuming to manage and monitorPosts are not private and information can be leakedSocial NetworkingA website that allows users to informally communicate with other members by sharing images, sounds, videos, etc.Images/files can be uploaded and shared with peopleNew connections with people/friends can be madeCan be used to promote a business, increase customersSome people share to much personal information which can affect their work/livesAddictive and can waste timeScams and identity theft can occur with these networks
6 Diary Management Software Diary management software (DMS) is extremely useful to ensure staff all know when company meetings, etc. are. This also allows employees working remotely from the company to know when they need to be in and how well the project is progressing if they are working in a group situation. This software can be used to ensure meetings do not clash and even reminders can be set when calendars are shared across the organisation. Tasks that can be performed by DMS include:Creating appointments/ meetingsInviting participantsCreating tasksCreating to-do listsSetting remindersDiary Management
7 Diary Management Software How ICT can be used to support business working practicesCommunication methods – DMSCreating appointments/ meetingsDMS allows you to create appointments and meetings and will be able to show a list of the people coming.The DMS can even tell you if there are clashes and suggest alternatives times.Inviting participantsOnce the list has been created the DMS will be able to use addresses to invite people to the meetings.Creating tasksA list of tasks can be created in the DMS software and can be used to track who is to complete each task and what the deadlines are for each of the tasks.DMS software allows tasks to be created by other people and control who has access to the lists.Creating to-do listsTo-do lists are like tasks, but for smaller duties and usually used by individuals to track personal things that need doing such as appointments for the dentist, etc.Setting remindersReminders can be set for tasks and can also be made to activate at different times prior to the appointment. For example, a day before or 30 minutes before the task.
8 Diary Management Software How ICT can be used to support business working practicesCommunication methods – DMSCloud systems and APPsToday DMS systems are cloud based and therefore can be accessed through web browser or smartphone.To use that DMS on phones or tablets a APP is needed.Because the DMS is on cloud all of the information is stored remotely which will help employees the are away from the company regularly.This will also help employees that work remotely as a group on a project, as they can see what tasks need to be done and what the deadlines for each are.Documents and files can also be sent using the DMS.Username and passwords can be created for DMS software to control what tasks can be seen.
9 Creating and Editing Documents Businesses create documents all of the time and can usually either be formal or informal. These are also usually used for either internal or external communications. Internal is between other employees who work for the business and external is between the business and their customers or the general public. Usually formal documents will be professional and use a formal layout, structure and language, whereas informal would be a more relaxed form of communication. Examples of the documents created by businesses include:Letters, Reports and Leaf lets/BrochuresWebsitesPresentationsMemosInvoicesOrder Forms.Creating and editing documents
10 Creating and Editing Documents How ICT can be used to support business working practicesCommunication methods – Document EditingDocuments in shared access locationsWhen working collaboratively it is sometimes necessary to save work on a shared locations for all employees.On a company network employees at the place of work will have access to the files and be able to edit them.On a cloud network employees will have access to the files where ever they have a connection to the Internet.Inserting comments into an existing draftIn draft documents, comments can be added in order to show employees in your group what needs to be done.These comments will stay there until deleted and can be an effective way of communicating changes in a group.Editing drafts and tracking changes madeTrack changes allows groups to edit documents and see what changes other people have made.These changes are usually highlighted in a different colour and shown in the reviewing pane.Reviewing facilities, accepting and rejectingOnce changes are made they can be accepted and/or rejected as necessary. Once changes have been accepted they will become part of the final document.