Introduction to modern communication technology

Introduction To Modern Communication

Technology

Preeti Shirodkar

What Is Automation Technology? Automation technology refers to the

use of technological innovations in organisations

This is a growing trend in multinational, national and local organisations and institutions

Reasons For The Growing Dependence On Automation Technology

Globalised context Open market economy Easy accessibility to technology at

ever falling prices

Advantages Of The Growing Dependence On Automation Technology

Creates a better image and impact Reduces the time consumed Reduces paper work Saves labour if effectively used Can prove to be cost effective, depending

upon the method of use Helps in longer and better maintenance of

records – lends continuity to an organisation

Saves duplication of work

Disadvantages Of The Growing Dependence On Automation Technology

Large chance of technological failure Takes away individuality Can prove to be debilitating

Types of automation technology Sms e mail Internet Fax machines Teleconferencing Videoconferencing Voice Systems Desk Top Publishing/Electronics Data

Processing

Sms: Dos and don’ts Avoid using short forms Take care to edit forwards before sending

them Identify yourself Take cognisance of time zones

emails : Dos and Don’ts

Always include the reason Avoid using short forms Always include salutation, content,

complimentary close and signature line State the attachment in the body of the text Send attachments only when necessary Avoid sending random forwards Respond promptly Know when to call instead

The Internet: Dos and Don’ts

Should be used essentially/largely for professional reasons

Information is not validated Should be used discretionally – issues

of cyber security, office protocol regarding surfing, chatting

Fax: Types of Fax

Predetermined Fax Refers to a document that

has been essentially created to be faxed

The attention line comes after the addresses before the reason

It includes the name and designation of the person towards whom the fax is directed

Pre-existent Document Refers to a document that has

been generated for some other purpose but now is additionally being faxed

This type of fax may be sent for a variety of reasons

A very brief note is put at the top of the document

It includes the person’s name, a brief line of comment and the signature of the sender

Fax : Dos and Don’ts Ensure that the original document is dark Always mark the document to an individual Include a clear subject line Check if the organisation/individual has a

dedicated fax number, else request them to switch it to the fax mode

Follow up with a phone call

Teleconferencing: Dos and Don’ts The time should be convenient to all parties and

should be intimated well in advance The agenda should be known well in advance Combination of etiquettes related to telephonic

and face-to-face communication

Videoconferencing: Dos and Don’ts The time should be convenient to all parties and should

be intimated well in advance The agenda should be known well in advance Combination of etiquettes related to face-to-face

communication Setting up and testing of the facility well in advance Setting from where the videoconferencing occurs

Dressing appropriately

Voice Systems: Meaning and Types All systems that can be used for testing,

recording and transmitting voice Recorders, Amplifiers, Public Address

Systems, Microphones, Answering Machines, Walkie Talkies, Voice Testing Machines, Cell Phones

Voice Systems: Dos and Don’ts Test its quality and strength before using it Hold it at an appropriate distance Vary your pitch and tone as per the

strength of the instrument Follow the etiquettes related to the medium

Desk Top Publishing: Meaning, Dos and Don’ts

Readying a document for printing using computer technology

Check with the printer before hand about the formatting software being used

Run a dummy to ensure that the colour coding and digital matter is appearing as per your requirement

Electronic Data Processing: Meaning, Dos and Don’ts Electronic Data Processing (EDP) refers to the

use of automated measures using simple, repetitive actions -  and  computer technology - to organise and store documents and sometimes to transfer them from paper to a digital format.

Name and store documents in a manner that they are easily accessible

Keep a back up

Any doubts????Thank You