Business Communication Systems - Essay Example

Communication Systems Name: Institution: Communication is whereby an individual person receives from or sends information to another individual. The information could be about one’s desires, ideas, skills etc. communication can be categorized into different forms i.e. spoken or of a different modes. In communication, we have the message, the sender, the medium and the recipient of the information. If the communication is intentional or not intentional, it’s not mandatory that the sender has to be present. The sender might not be aware of the intent as to why the sender conveyed the message. For the communication to be effective there must be a feedback from the receiver to the sender. The receiver has to appropriately understand the message for the communication to be termed as effective. Any communication system must have several networks of communication, medium or systems of transmissions and relay stations . Communication is very fundamental in every community and society. For learning to be made possible, the teacher must communication with the learner. (Singh 2006). There are some five fundamental components of any effective communication system. The data source is responsible for the production of the data which is to be transmitted. All the encoding of the data to be transmitted is done by the transmitter (e.g. phone). The information has to be transmitted through a channel called medium(e.g. telephone cables or lines).Then the receiver does the decoding of the transmitted data to a palatable form (e.g. the telephone earpiece or receiver). Different circumstances do determine the communication mode to be used . A set of rules called protocol controls how the data is to be transmitted in the computer networks. Types of communication systems include: telephones, telecommuting, voicemail messages, autofaxing, short message services, emails, internet etc. (Ehrenreich 1989). Telephones communication does allow individuals who are not in the same locality to have a loud and clear conversation with minimal hitch. It converts a human voice into an electronic signal that suits the process of transmission via the cables over a long distance. The telephone also replays these signals concurrently in a manner which is audible to the users. One of the advantages of using telephone communication is that it is lesser cumbersome in reaching the other person as compared to trying to book appointments. Thus it is more convenient to all irrespective of time and race. Also through a telephone ringing, one can remind the other person of a certain event successfully. E.g. a student beeps the other students just to remind them that the group discussion is almost kicking off. Telephone conversations don’t last for very long as compared to the face-to-face communication and thus conversation amicably. Telephone communication can be disadvantageous in that establishment of a rapport can hardly be possible through the telephone. As a matter of fact, the involved users can’t fully express all their visual gestures and signs during the phone call. Such signs can help one to express ones feelings genuinely. One, unknowingly, can intrude into the other’s time without realizing the mess. One possibly assumes that the other person is not having an attentive listening. When on a telephone call, there is some likelihood of one’s attention getting distracted. One can’t use visual expression to extract the feedback that the message has been well expressed and understood for an appropriate feedback. It is not possible for one to use the phone calls in checking the Inhaler techniques. Some get tempted while they are on a telephone call to start doing other things. Telecommuting is a working condition of workers not necessarily having to go to work in the office. But the worker does the work while away from work place e.g. at their respective homes etc. the worker uses the mobile phones to work from other places. One of the advantages of telecommuting is that a sick telecommuter is able to work without the risk of infecting others while undertaking medication at home. Also majority of the telecommuters feel that this method of working is more earning. A teleworker has flexible hours. Therefore, they have scheduled appointments such that they necessarily don’t lose a whole day. A worker can attend family matters while working. This has reduced cases of absenteeism in many companies. Finally, it is cost efficient as one gets relieved from incurring expenses on fuel and fast foods. On the other hand, it is very difficult for the performance of the teleworkers being monitored effectively. Usually most teleworkers and non-teleworkers have their rapport being affected negatively. This is due to the lack of the face-to-face interaction etc. There is the possibility of one becoming lonely. While at home, one would constantly be interrupted by the spouse, children etc. (Singh 2006). Voice mails are computerized systems that make it possible for subscribers to successfully exchange voice messages by the use of a phone. The subscribers also deliver a voice message. In this type of communication, a stored voice information is conveyed using an answering machine. Voice-mails are also used in cell phones. Voice-mail messages has gained popularity in the sense that the callers can just leave a message about their reason of their call and the numbers via which they can be reached if the need did arise. With this, callers don’t move up and down in vain while struggling to reach one another. Also the company saves money as in the voicemail can guide the callers to the desired extension automatically. The company doesn’t therefore have to employ people to be answering phone calls. Time is well redeemed to otpimum. The caller just leaves a message behind and the receiver listens to it later on arriving. But, voicemails can be taken to be impersonal. In case the caller had an urgent problem, they become frustrated on realizing that they are being served by a computer. In some cases, some voicemails are very complicated and time-consuming. This could be very traumatizing incase one finally gets a voicemail message that their call can’t be taken. Auto fax is a computer initiated fax (facsimile) message across a network. This could either be by receiving a fax then stored or immediately printed. Autofax in the banking sector allow the sending of bank statements to account holders on regular intervals e.g. monthly, annually, daily or weekly. Sending of invoices and general reminders is also done via this auto faxing. Autofaxing is advantageous in the sense that what one needs for the system to start functioning is just a telephone line and a fax. Faxing a letter is less tedious than having it dictated over the telephone. It doesn’t consume a lot of time .Its cost isn’t more than the normal phone call rates. A hardcopy with a rubberstamp would be received by the third party. This is impossible with the phone call. The first reason as to why auto faxing is losing popularity is that both the receiver and the sender must have a fax. The receiver of the fax would eventually have a hardcopy(but most of the current companies work with digital copies). SMS (Short Message Service) is provided by the web and mobile technologies. This service of the text messaging is done in mobile phone devices etc. Short Messages Service (SMS) has gained popularity because it is quick and many messages can be sent out without any complication. SMS are very important in case one is not in a position to talk. The can be re-read later if stored for future reference. If one is no bold enough to call somebody then texting is preferable to phone call. Some users don’t Short Messages Service (SMS) reason being that the cost of a text depends on the length of the message. The longer the more expensive it is and vice versa. Some users have difficulties while trying to write and send a text. The text message doesn’t have the full transfer of feeling to the recipient. Sometimes the message could not be genuine. If the network of the mobile service provider was busy, the message could take more time to get to the receiver. This has made people to lose interest in using SMS. Emails, which are electronic mails, take place over the internet and computer networks. The current email servers do deliver, store, accept and forward messages. The computers of the user and the sender are not necessarily required to be both online. They are only required to just connect briefly to the server. The sending receiving of Emails is common because their delivery and reply is very quick. Also they are inarguably convenient to many. One can contact more than one person simultaneously. The length of any Email message is not limited. With just a click of a button, one can attach a large file of document and send it to someone. No stationery is needed in emails. Contrary to this, not all people are well conversant with using emails. Some are not very good computer literates. Some users have very low typing speed thus can’t type many words in a minute. Some get their eyes irritated by overexposure to use of CRT monitors while sending Emails. Viruses get easily transmitted to the computers as one downloads any attached file. If one type the wrong address, one might send the email to the wrong person. Not all people access the internet regularly. Thus if one had sent an Email to such a person, the person would access the message when it is too late. (Singer 1991). Internet is a worldwide interconnection of computer network systems. A Standardized set of internet protocols are used in serving all the users globally. These computers which are being used globally are linked using wireless, electronic and optical networking techniques. The first advantages of internet usage is that it can be easily accessed all the time. Thus businesses use internet to a greater extent without any failure. Any information published on the World Wide Web reaches more than 190 countries immediately. Thus it is far much economical than the print media. Businesses are able to set up a CGI script to get feedback about a service or product from customers worldwide. It is inexpensive to have your information published on the internet compared to printing materials then distributing them to millions of people. Some companies use internet facilities in distributing their product catalogues. These catalogues which are often updated after a while at a negligible cost. Online surveys are cheaper than the traditional method of hiring people to go and carry out a survey on a certain product. Some applications like Web Board can be used to set up online forums for discussions. Various technical support can be provided and modified depending on new developments online. Some Web pages do incorporate the multimedia e.g. video and audio clips. This makes browsing more interestingly easier. Internet is the platform of Skype, through which video conferencing is held. Internet has brought about the Emails. The free mailing for all who can access internet. There are very powerful search engines like Google, Yahoo! Search, Amazon, Bing etc. A disadvantage of using internet is that there are many incidences of hackers on personal information like credit card numbers, address etc though the internet. Therefore those who have online banking should be warned. Computers which are connected to the internet are ever attacked by virus. Also, pornographic stuff are easily accessed from the internet. This has led to the moral decay of the youths who watch these online phonographic videos, read magazines etc. Many are wasting most of their on the internet surfing aimlessly. Some use a lot of their time on the internet and rarely do they get time to interact with their family members and friends. (Krizan 2006) An IT professional is includes those who get involved in the analysis, testing, development and designing of the software systems. Each Computer/ IT Professional has a special responsibility in doing good or causing harm, enabling and influencing others to do good or to cause harm. (Jethwaney 2010). Ethics means the set standards of either right or wrong which do prescribe what the man ought to do or not do. These standards help in guiding the behavior, actions and even one’s choices. The ICT professional have to demonstrate best of their standards and practices which are set by their respective quality assurance professional bodies. Each user in an ICT Firm is obliged to abide by some set codes of conduct. The company owns all the information created, saved, accessed, received via its electronic system unless if the information is a subject to the disposition of the Copyright Act. (Jethwaney 2010) One can use the system for personal purposes outside the working hours or during the breaks. No user should use the system for personal interests or in a manner to cost the company. The user is supposed to responsibly use and care for the electronic system. The carrying of the electronic system outside the firm must be under permission from the relevant authority. The communication through the communication systems should not be offensive, harassing, defamatory or disturbing. The content of the message must not exhibit some sexual or racism images or information. It must not portray some biasedness based on race, religion, color, sex, social condition, political affiliations, handicap, pregnancy, civil status, language etc. The users of these electronic devices should desist from activities which might make the reputation of the company compromised. Such activities include; using software which are not licensed or an attempt to infiltrate other computers. The users are not allowed to express personal opinion on politics or religion in a manner which the company might be held accountable. One is not expected to be holding, distributing phonographic or obscene materials. Sending messages that could be discrimatory or harassing could lead to sanctions as dictated by the company’s policy. The user is not authorized to carry out any solicitation which is not about the activities of the company. The user is not allowed to register in any message that is not related to the institution. One is not expected to either create or distribute any chain letter which isn’t related to the institution. The user should not be involved in betting or gambling. Unless one is authorized by the immediate boss, no one is allowed to post any information, comments or opinions on an electronic bulletin boards. One should not transmit any document without prior permission from the relevant authority. One should not attempt to employ or reveal someone else’s password or username unless when authorized to do so. The user should not allow any third party to use or access the system or access confidential information of the company. On behalf of the third party, the user should not use the system unless when authorized to do so. The user is not allowed to access messages or voice box addressed to someone else. The user should always remember that any message transferred via the electronic media cannot be guaranteed to be secure. The firm has the right to inspect, recuperate and reveal information which is being transmitted. The firm should sue the user who under any circumstances carries or is about to carry out an act that might cause a direct or indirect prejudice to the company. In case the user is not available due to death, vacation or is no longer an employee of the company, the authority has the right to access the information on behalf of the user. It is also not allowed to transfer a confidential information to anyone else who is not to access the information unless the relevant authority advices that way. Any message that is no longer needed in future can be destroyed by the user. The company is always accountable for the destruction of any archived material. Any infringement of this code, which is stipulated, might lead make the culprit to be suspension from accessing the system. Appropriate disciplinary measures can also be taken on the user. Any file downloaded from the internet databases must always be submitted to the malware detector before being used. The user must always report immediately any malware or unlawful alteration to the immediate supervisor for action. (Singh 2006). In conclusion, an IT professional in the communication systems should always carry out their duties responsibly. They should always adhere to the professional codes which govern them in their places of work. These professional codes are resource to the professionals as they are a source of inspiration, guidance and education. These codes also provide guidelines on how to discipline the members. The users have a special loyalty to one another. Thus, they should respect their colleagues in their respective institutions. The users need to work optimally with minimal supervision and meet tough deadlines. The ethical rules like honesty and fairness should always apply to the IT Professionals. If it is wrong for any ordinary person to lie or steal, then it is also wrong for a professional as well. (Rogin 2009) Reference Singh. 2006. Business communication. Oxford University: Oxford University Press. Rogin. 2009. Business communication : process and product.Toronto: Nelson Education Jethwaney. 2010. Corporate communication : principles and practice. Oxford University Press. Krizan .2006. Business communication . Mason, OH: Thomson South-Western Singer. 1991. Environmental Values. Melbourne, Australia: Longman Chesire. Ehrenreich,.1989. Fear of falling: The inner life of the middle class. New York: Harper Prennial. Read More