1. MANAGING COMMUNICATIONS, KNOWLEDGE AND INFORMATION Lecturer: Donna O’Connor Lesson 7B

2. MANAGING COMMUNICATIONS, KNOWLEDGE AND INFORMATION LO3: Be able to develop communication processes September - December 2014O'Connor2

3. Faxes A facsimile machine scans a printed page, converts it to a signal, and transmits the signal over a telephone line to a receiving fax machine. The oldest type of fax machine had to be connected to a machine of the same type, and the transmission took several minutes. Today’s fax machines do not require the same kind of machine at the receiving end, and they can transmit a page in less than 1 minute. The newest fax machines use digital transmission, which makes it possible to use a computer program as a receiver. These new faxes are also much faster. September - December 2014O'Connor3

4. Voice Mail Voice mail records messages on a computer disk for later retrieval by the receiver. When an incoming call is not answered, the system responds by telling the caller how to leave a message or how to reach someone else. The receiver of the call can then either listen to the machine upon returning to the office or access the message via telephone. This process eliminates the problem of telephone tag, which can be so frustrating. September - December 2014O'Connor4

5. Voice Mail Voice mail can be used: – It replace short memos and phone calls that need no response – It is most effective for short, unambiguous messages – It solves time-zone difficulties – Reduces a substantial amount of interoffice paperwork. Voice mail is – A powerful tool when you need to communicate your emotion or tone – It is especially useful for goodwill and other positive messages September - December 2014O'Connor5

6. Groupware Groupware allows several people to use software at the same time to create documents, keep track of projects, route messages, and manage deadlines. Groupware enables a supervisor to manage work flow via individual computers instead of physically moving people form place to place or having face-to-face meetings. September - December 2014O'Connor6

7. CD-ROM database Compact Disk – Read Only Memory (CD-ROM) has been available for several years and is becoming more popular. It is a powerful tool for putting masses of information in a form that is easy to digest. Some kinds of information typically found on CD-ROMs are encyclopedias, dictionaries, telephone directories, and articles and abstracts on various subjects. A CD-ROM can store more than 100,000 pages of text. It will continue to grow. September - December 2014O'Connor7

8. Teleconferencing It is a rapidly developing technology that will eventually change the way companies do business Teleconferencing is – Best for informational meetings, – Ineffective for negotiation – Efficient alternative to a face-to-face meeting – Discourages the “secondary” conversations – Helps a participant focus on a topic but prevents participants from sharing valuable information. September - December 2014O'Connor8

9. Videotape Videotape is often effective for getting a motivational message out to a large number of people. By communicating nonverbal cues, it can strengthen the sender’s image of sincerity and trustworthiness; however, it offers no opportunity for immediate feedback. September - December 2014O'Connor9

10. Computer Conferencing Computer conferencing allows users to meet and collaborate in real time while viewing and sharing documents electronically. It offers democracy because more attention is focused on ideas than on who communicates them. But overemphasizing a message (to the neglect of the person communicating it) can threaten corporate culture, which needs a richer medium. September - December 2014O'Connor10

11. Editing an Online Document Have I considered the receivers? – Viewpoint? – Experience? – Knowledge? – Need? – Position in the company? – Cultural differences? – Technology? September - December 2014O'Connor11

12. Editing an Online Document Have I presented? – A clear purpose statement? – A logical order of information? – An appropriate, concise and complete message? – A clear, readable writing style? – Positive language? – Paragraphs focused on the ideas? – A courteous and confident tone? – Carefully edited work, used spellchecker and grammar checker September - December 2014O'Connor12

13. Editing an Online Document Have I Met? – The reader’s need to understand the information? – The document’s purpose – The writer’s need to convey particular information? September - December 2014O'Connor13