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Two basic systems handle the flow of information within a company: (1) microcomputers wired for networking and (2) multiuser systems. In a network, a number of individual personal computers are linked using wires or cables, modem and communications software. In a multiuser system, each user, rather than having a separate computer with its own processor, simply has a keyboard and a monitor attached by cable to a large mainframe computer. In either system, communications software can enable one user to send messages to others almost instantly.
. External E-Mail. With external electronic mail, the message is transmitted over telephone lines by using modem and communications software. The caller keys in a telephone number, connects with another party, and the two can “talk” from their keyboards, with the messages displayed on their monitors. As with internal communications, messages can be stored in the recipient’s computer if he or she is not there when the call comes through. The benefit is that less time is lost when a caller does not connect with the recipient.
Another form of external communications involves connecting to a system of information exchange called an electronic bulletin board. A bulletin board is organized by individuals who are interested in a particular topic or area of study; by dialling the number of the bulletin board from their computers, individuals can, for instance, share tips for using software or learn how to solve a problem with a printer. Voice mail is another recent development in electronic communications. With this method, you use your telephone to dial a voice mail service and store an oral message; it is then delivered to the person you are calling. The audio quality of the message is similar to the actual voice. Since virtually everyone has a telephone, this service is not limited to owners of specialized equipment. Some individuals use electronic mail not just to send short messages but to transmit their work from their home, which is their workplace, to the office. Memos, reports, even whole books can be transmitted in this way.
12.3 Teleconferencing
Electronic Mail offers an alternative to sending written and oral messages, memos, letters, or
reports. Teleconferencing, on the other hand, is an alternative face-to-face meetings that can
reduce the high costs of travel, hotels, food, and time lost in transit. With teleconferencing,
several people at different locations can communicate electronically almost as effectively as in a
face-to-face meeting.
The three main types of teleconferencing are:
. Audio Teleconferencing. Telephone companies have offered teleconferencing facilities for business use for many years. The telephone conference call, in which the phone company arranges for several people in different geographic locations to be on the same line at the same time, is an example of this type of teleconferencing. Modern phones, with their electronics, are capable of establishing the necessary connections from the console itself.
. Audiographic Teleconferencing. In addition to the voice portion of the teleconference, graphics may be transmitted using facsimile devices. The audiographic teleconference might take place in a room specifically designed for the purpose, with hand-held microphones for each participant and with machines sending images of documents or still photos of conference participants.
. Audiovideo Teleconferencing. The audiovideo teleconference takes advantage of all media – audio, graphics and video. A specially equipped room is necessary for an audiovideo teleconference: speakers provide the audio feedback, facsimile devices send graphics, and cameras transmit the video portion of the conference. Participants can engage in group discussions while observing one another’s facial expressions and gestures, which aids the communication process.
Exercises
Question 1
Enumerate the benefits one can get from the electronic tools of communication.
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