Electronic Communicationin an Organization

Ali Abavisaniabavisani.ir

December 2017

❖ ScopeA. Definition of communication

B. Communicating via Technology

C. Advantages & Disadvantages

D. History & Timeline

E. Forms of Communication in an Organizations

F. IT to Facilitate Communication & Collaboration

G. Virtual Teams

H. Best service provider

I. Jobs and Careers in the Communication Industry

J. Summary2

COMMUNICATION

❖Communication is transfer of information from oneperson to another.

▪ But the information understandable to the receiver❖ G.G. Brown.

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Communicating via Technology

❖Traditional

➢memos

➢letters

➢phone calls

➢face-to-face conversations

❖High-tech

➢virtual office telecommuting

➢e-mail

➢smart phone

➢E-Fax

➢electronic documents

➢voice mail

4

Electronic Communication

❖Electronic Communication

▪ Any kinds of communication that is:

broadcast, created, sent, forwarded, replied to, transmitted, stored, held, copied, downloaded, displayed, viewed, read, or printed By

one or several electronic communications services, but not limited to email or telephone.

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Advantagesof electronic communication in an organization

▪ Speedy transmission

▪ Speeds decision making in an organization

▪ Increases participation

▪ Structures organizational file (DB)

▪ Supports open discussions (Exchange of feedback)

▪ Provides a voice to those who normally would not speak up in groups (Voice out)

▪ Wide coverage

▪ Low cost

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Disadvantages ofelectronic communication in an organization

▪ Poor substitute for face-to-face communication (FTF)

▪ The volume of data (maintenance cost of storage)

▪ Expensive (setting up)

▪ Legal status (Tax)

▪ Undelivered data

▪ Difficulty Training Employees

▪ Lacks some of the efficiency required in urgent situations

▪ Abuse or misuse electronic tools for non-work activities

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History Facts

8

Start Noise

Noise

2Encoding

Sender Receiver

Receiver Sender

3Transmissionthrough channels

7Transmissionthrough channels

Noise

1Meaning

8Decoding

4Decoding

5Meaning

6Encoding

The numbers indicate the sequence in which steps take place.

The Communication Process

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HOW INFORMATION TECHNOLOGY SUPPORTS COMMUNICATION AND COLLABORATION

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IT to Facilitate Communication

▪ Voice Mail

▪ E-mail

▪ Intranet

▪ Instant Messaging (IM)

▪ Voice over IP (VoIP)

▪ Video Teleconferencing

▪ Unified communications (UC)

▪ RSS

▪ VPN (Virtual Private Network)

▪ File Transfer (FTP & SFTP)

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E-Mail

❖ Advantages

▪ Fast

▪ Alternative with face to face

▪ Great equalizer

▪ Can eliminate gender or racial biases

❖ Disadvantages

▪ Can take longer than other methods

▪ Planning and writing skills required

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E-mail Tips

▪ Do not send when angry or exhausted

▪ Do not substitute for face-to-face meetings

▪ Do not use to share rumors or sensitive information

▪ Avoid unprofessional abbreviations

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IT to Facilitate Communication

▪ Intranet in an organization▪ Looks and acts like the Internet (QoS, Bandwidth, WAF, VPN,… )

▪ Instant Messaging (IM)▪ connect users trough a central server

▪ -IP-based application

▪ Provides convenient communication between people using computers, smart phones, etc.

▪ Message delivery is near real-time.

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IT to Facilitate Communication

▪ Voice over IP (VoIP)▪ Skype is a type of VoIP system that permits users to make free phone

calls over the Internet.

▪ Very useful for communicating with remote workers.

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IT to Facilitate Communication

▪ Video Teleconferencing

▪ RSS web feeds information

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IT to Facilitate Communication

▪ VPN (Virtual Private Network)▪ Maintains privacy▪ Tunneling protocol and security procedures.

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IT to Facilitate Communication

▪ File Transfer

➢ Some service provider

✓Windows server feature

✓ FileZilla

✓ Serv-U FTP Server (SolarWinds)

➢Online service provider

✓.

✓.

✓.

✓.

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IT to Facilitate Collaboration

▪ Web logs (Blogs)

▪ Social networking

▪ Virtual worlds

▪ Wikis

▪ Groupware

Thomas Friedman argues that collaboration is the way that small companies can “act big” and flourish in today’s flat world.

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▪ Web Sites & logs (Blogs)▪ Online journals:

▪ Companies use for a variety of communication purposes.

▪ Websites: Disseminate information to visitors

▪ Forums: Facilitate communication to post a public message

▪ Social media: Share aspects of your business

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IT to Facilitate Collaboration

IT to Facilitate Collaboration

▪ Social networking

▪ Effects of Social Media on Organizational

▪ Participation

▪ Openness

▪ Community

▪ Connectedness

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HOW INFORMATION TECHNOLOGY CHANGES THE NATURE OF WORK

▪ Creating New Types of Work

▪ New Ways to do Traditional Work

▪ Changing Communication Patterns

▪ Changing Collaboration

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Creating New Types of Work

▪ IT has created many new jobs or redefined existing ones

▪ Positions in IT include: ▪ Programmers

▪ Analysts

▪ IT managers

▪ Hardware assemblers

▪ Web site designers

▪ Software sales personnel

▪ IT consultants

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Types of Jobs

❖Engineers

▪ design communication equipment

❖Technicians

▪ install, troubleshoot, repair and maintain

❖Engineering Technicians

▪ assist in equipment design, testing, and assembly

Jobs and Careers

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Types of Jobs

❖Technical sales representatives

▪ determine customer needs, write proposals and sell equipment.

❖Technical writers

▪ generate technical documentation for equipment

❖Trainers

▪ develop programs, generate training and presentation materials

Jobs and Careers

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VIRTUAL TEAMS

▪ Virtual Teams are geographically and/or organizationally using electronic communication to accomplish an organizational task.

▪ Teams in different parts of the world can cooperate to get work done faster (due to time zone differences)

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Disadvantages and Challengesof Virtual Teams

▪ Different time zones

▪ Security is harder to ensure

▪ Trust may be slower to form

▪ Diversity of team members (language, culture, etc.)

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Best service provider

▪ SKYPE

▪ Cisco WebEx

▪ VMware Workspace

▪ Parallel 2X

▪ Infinite

▪ Zoho Meeting

▪ GoToWebinar

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Summary

▪ Technology has played a major role in transforming the way work is done.

▪ Communication and collaboration is becoming increasingly important in today’s work .

▪ IT affects work by creating new job’s opportunity

▪ Virtual teams are becoming more common.

▪ Global marketplace has prompted companies to train employees in cross-cultural communication

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Thanks for your attention!

This article is available for download from the following page.

http://abavisani.ir/blog/

References

❖ Brown, G.G.(N.D). Definition of Communication. June 3, 2013

▪ http://communicationtheory.org/definition-0f-communicationsAccessed

❖ Quest Journals Journal of Research in Humanities and Social Science Volume 2 ~ Issue 9 (2014) pp: 72-76 ISSN(Online) : 2321-9467

▪ www.questjournals.org/jrhss/papers/vol2-issue9/I297276.pdf

❖ Fred G. Meyer

▪ https://www.slideshare.net/nasirkhattak111/communication-process-26546811

❖ Constitution and Convention of the International Telecommunication Union, Optional Protocol and Recommendations, Geneva 1992

▪ www.handle.itu.int/11.1004/020.1000/5.17.61.en.100

▪ www.search.itu.int/history/HistoryDigitalCollectionDocLibrary/5.21.61.en.100.pdf

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References

❖ The Electronic Communications Act, Norway, 2003

▪ Norway Act No. 83 of July 4, 2003, on Electronic Communications

▪ www.wipo.int/wipolex/en/details.jsp?id=10754

▪ www.wipo.int/wipolex/en/text.jsp?file_id=241898

❖ ADVANTAGES AND DISADVANTAGES OF COMMUNICATION TECHNOLOGY IN AN ORGANIZATION

▪ https://www.useoftechnology.com/advantages-disadvantages-communication-technology-organization/

❖ Electronic communication and new organizational forms: A coordination theory approach Kevin Crowston[1] School of Business Administration University of Michigan

❖ http://ccs.mit.edu/papers/CCSWP175.html

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References

❖ CCITT Blue Book, Volume I - Fascicle I.3, Part I - Terms and Definitions, Geneva 1989

❖ Van Fleet, David D., and Tim Peterson, Contemporary Management, Second Edition. Copyright © 1991 by Houghton Mifflin Company.

❖ Types of Electronic Communication in the Workplace

▪ http://www.workplace-communication.com/types-electronic-communication.html

❖ CMC - computer-mediated communication

▪ https://www.webopedia.com/TERM/C/CMC.html

❖ www.itu.int

❖ 4 NEW COMMUNICATION TECHNOLOGIES TO IMPROVE ORGANIZATIONAL COMMUNICATION

▪ https://www.useoftechnology.com/communication-technologies/

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References

❖ Communication Through Technology March 4, 2011

▪ http://alhanoufalotaibi.blogspot.com.es/2011/03/communication-and-technology.html

❖ Bratchell, D. F. (1982). Communication and Technology. Technical Writing and Communication, 12(3), 201. Retrieved March 1, 2011,

▪ http://baywood.metapress.com

❖ Hinds, P., & Kiesler, S. (1995). Communication across Boundaries: Work Structure and Use of Communication Technologies in a Large Organization 6(1). Retrieved March 1, 2011

▪ http://www.jstor.org/stable/2634994

❖ Kiesler, S., & Sproull, L. (1992, June). Group Decision Making and Communication Technology. Organizational Behavior and Human Decision Processes, 52(1), 96-123. Retrieved March 1, 2011

▪ www.sciencedirect.com

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References

❖ Kraut, R., Mukhopadhyay, T., Szczypula, J., Kiesler, S., & Scherlis, W. (1999). Alternative Uses of the Internet in Households. Communication and Information.10, 368-373. Retrieved March 1, 2011

❖ http://portal.acm.org/citation.cfm?id=274644.274695&type=series

❖ Licoppe, C., & Heurtin, J. P. (2001). Managing One's Availability to Telephone Communication Through Mobile Phones: A French Case Study of the Development Dynamics of Mobile Phone Use. 5, 99-107. Retrieved March 1, 2011 Retrieved

❖ http://portal.acm.org/citation.cfm?id=593594&dl=ACM&coll=DL&CFID=11235921&CFTOKEN=57333285

❖ Wu, I. (2008) Who Regulates Phones, Television, and the Internet? What Makes a Communications Regulator Independent and Why It Matters. Perspectives, 6(4), 769-781. Retrieved March 1, 2011,

❖ http://journals.cambridge.org/action/displayAbstract?fromPage=online&aid=2657840

❖ 5 BEST VIRTUAL MEETING TECHNOLOGIES – COMMUNICATION TECHNOLOGY

▪ https://www.useoftechnology.com/virtual-meeting-technologies/35