Business Communication andBusiness Communication and
IT ContextIT Context
M.ShahzaibM.Shahzaib
Ehtsham NasirEhtsham Nasir
...
Business Communication and theBusiness Communication and the
Technology ContextTechnology Context
Why Managing Information within Organizations?Why Managing Information within Organizations?
 The growth of information t...
History of Technological DevelopmentHistory of Technological Development
Understanding InternetUnderstanding Internet
 The invention of the telegraph, telephone, radio, and computer set theThe i...
EmailEmail
Email and the technologies it has generated areEmail and the technologies it has generated are
changing the lan...
Email EtiquettesEmail Etiquettes
 Watch your tone: Avoid being too casualWatch your tone: Avoid being too casual
 Be con...
Other Communication TechnologiesOther Communication Technologies
1.1. Voice MailVoice Mail
2.2. GroupwareGroupware
3.3. CD...
Voice MailVoice Mail
Voice mail has become popular in many officesVoice mail has become popular in many offices
because it...
GroupwareGroupware
Groupware allows supervisor to manage workflow of aGroupware allows supervisor to manage workflow of a
...
Business Communication and theBusiness Communication and the
Technology ContextTechnology Context
CD-ROM DatabasesCD-ROM D...
TeleconferenceTeleconference
Teleconferencing is the emerging technology thatTeleconferencing is the emerging technology t...
Business Communication and theBusiness Communication and the
Technology ContextTechnology Context
FaxesFaxes
A facsimile m...
Managing Information OutsideManaging Information Outside
OrganizationOrganization
News organizations are responsible forNe...
Managing the News MediaManaging the News Media
What we refer to as “the media” are simply channel of information,What we r...
Managing Corporate NewsManaging Corporate News
Tools for communicating to the mediaTools for communicating to the media
in...
Press ReleasePress Release
A press release is an information memoA press release is an information memo
from your organiza...
InterviewsInterviews
The pitfalls of interviewing can be avoidedThe pitfalls of interviewing can be avoided
by careful pre...
Op-Ed PiecesOp-Ed Pieces
Opinion articles by private organizationsOpinion articles by private organizations
can often be f...
Letter to EditorLetter to Editor
Letter to the editor must be short, clearlyLetter to the editor must be short, clearly
wr...
Talk ShowsTalk Shows
Call-in talk shows, whether on radio orCall-in talk shows, whether on radio or
television can offer y...
Managing Information ThroughManaging Information Through
Company SpokespersonsCompany Spokespersons
Companies often select...
Preparation: The Key to a Good Interview
1. Ask about the subject of the interview, the time, what is
needed, and the dead...
News Media InterviewNews Media Interview
The Interview
1. Answer questions…and bridge to positive points.
2. Be confident;...
Business Communication and theBusiness Communication and the
Technology ContextTechnology Context
END OF THEEND OF THE
CHA...
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Chapter 5-business-communication-and-the-technology-context

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Chapter 5-business-communication-and-the-technology-context

  1. 1. Business Communication andBusiness Communication and IT ContextIT Context M.ShahzaibM.Shahzaib Ehtsham NasirEhtsham Nasir Hasnain WaheedHasnain Waheed Fahad MirzaFahad Mirza Bilal ShareefBilal Shareef
  2. 2. Business Communication and theBusiness Communication and the Technology ContextTechnology Context
  3. 3. Why Managing Information within Organizations?Why Managing Information within Organizations?  The growth of information technology over the past 30 years has transformed the way business is transacted throughout the world.  Information technology is also changing the conventions of written communication, favoring more direct and informal style and promoting more collaborative types of communication.  Internationally, the instantaneous availability of information has communicated and influenced social, political, and economic event.  Each day throughout the world, more than $1 trillion is transferred electronically, and more than $300 billion by foreign exchange transfer.
  4. 4. History of Technological DevelopmentHistory of Technological Development
  5. 5. Understanding InternetUnderstanding Internet  The invention of the telegraph, telephone, radio, and computer set theThe invention of the telegraph, telephone, radio, and computer set the stage for this unprecedented integration of capabilitiesstage for this unprecedented integration of capabilities  Between 1961to 1965, the Massachusetts Institute of Technology (MIT)Between 1961to 1965, the Massachusetts Institute of Technology (MIT) started to research sharing information in small, phone-linked networks.started to research sharing information in small, phone-linked networks. This was the beginning of development of Internet.This was the beginning of development of Internet.  In 1991, World-Wide Web was introduced, developed byIn 1991, World-Wide Web was introduced, developed by Mr. Tim Berners-LeeMr. Tim Berners-Lee, with assistance from Robert Caillau, with assistance from Robert Caillau  The Internet has revolutionized the computer and communications worldThe Internet has revolutionized the computer and communications world like nothing before.like nothing before.  The Internet is at once a world-wide broadcasting capability, a mechanismThe Internet is at once a world-wide broadcasting capability, a mechanism for information dissemination, and a medium for collaboration andfor information dissemination, and a medium for collaboration and interaction between individuals and their computers without regard forinteraction between individuals and their computers without regard for geographic location.geographic location.  The Internet represents one of the most successful examples of theThe Internet represents one of the most successful examples of the benefits of sustained investment and commitment to research andbenefits of sustained investment and commitment to research and development of information infrastructure.development of information infrastructure.
  6. 6. EmailEmail Email and the technologies it has generated areEmail and the technologies it has generated are changing the landscape of businesschanging the landscape of business communication. The distinguished features ofcommunication. The distinguished features of email are:email are:  More readily availableMore readily available  Interoperable between systemsInteroperable between systems  Available world-wideAvailable world-wide  InexpensiveInexpensive  Much better known – reached a critical mass whereMuch better known – reached a critical mass where one can expect others to have an email addressone can expect others to have an email address  Much easier to useMuch easier to use
  7. 7. Email EtiquettesEmail Etiquettes  Watch your tone: Avoid being too casualWatch your tone: Avoid being too casual  Be concise: Long, rambling messages are ineffectiveBe concise: Long, rambling messages are ineffective  Send a message only when there is something very important to saySend a message only when there is something very important to say  Forward the email to appropriate address if you are not the intendedForward the email to appropriate address if you are not the intended audienceaudience  Be polite. Do not provoke, insult or comment too much aboutBe polite. Do not provoke, insult or comment too much about something that is irrelevant and tasteless.something that is irrelevant and tasteless.
  8. 8. Other Communication TechnologiesOther Communication Technologies 1.1. Voice MailVoice Mail 2.2. GroupwareGroupware 3.3. CD-ROM DatabasesCD-ROM Databases 4.4. TeleconferencesTeleconferences 5.5. FaxesFaxes
  9. 9. Voice MailVoice Mail Voice mail has become popular in many officesVoice mail has become popular in many offices because it eliminates “telephone tag”because it eliminates “telephone tag”  It records a message in a computer disk for laterIt records a message in a computer disk for later retrieval by the receiverretrieval by the receiver  When an incoming call is not answered, the systemWhen an incoming call is not answered, the system guides the caller how to record the message.guides the caller how to record the message.  The receiver then either listen to the recordedThe receiver then either listen to the recorded message upon returning to the office or access themessage upon returning to the office or access the message via telephone.message via telephone.
  10. 10. GroupwareGroupware Groupware allows supervisor to manage workflow of aGroupware allows supervisor to manage workflow of a department via computerdepartment via computer It allows several people to use software at the sameIt allows several people to use software at the same time to create documents, keep track of projects, routetime to create documents, keep track of projects, route messages, and manage deadlines.messages, and manage deadlines. Groupware enables a supervisor to manage workflow viaGroupware enables a supervisor to manage workflow via individual computers instead of physically moving peopleindividual computers instead of physically moving people from place to place or having face to face meetings.from place to place or having face to face meetings.
  11. 11. Business Communication and theBusiness Communication and the Technology ContextTechnology Context CD-ROM DatabasesCD-ROM Databases Compact Disk-Read Only Memory (CD-ROM) are very popular dataCompact Disk-Read Only Memory (CD-ROM) are very popular data storage device.storage device.  It is a powerful tool for putting masses of information in a form that isIt is a powerful tool for putting masses of information in a form that is easy to digest.easy to digest.  Some kinds of information typically found on CD-ROMS areSome kinds of information typically found on CD-ROMS are encyclopedia, dictionaries, telephone directories, and articles andencyclopedia, dictionaries, telephone directories, and articles and abstracts on various subjects.abstracts on various subjects.  Multimedia applications, including video, audio, graphics, and text,Multimedia applications, including video, audio, graphics, and text, are making CD-ROMs storage of information essential.are making CD-ROMs storage of information essential.
  12. 12. TeleconferenceTeleconference Teleconferencing is the emerging technology thatTeleconferencing is the emerging technology that allows group of people not only talk with each other butallows group of people not only talk with each other but also see their video images.also see their video images.  Currently video conferencing has problems such asCurrently video conferencing has problems such as high price tag and poor quality video images on thehigh price tag and poor quality video images on the computer screen.computer screen.  The technology is, however, continuously beingThe technology is, however, continuously being improved with the aid of special software andimproved with the aid of special software and powerful microprocessors.powerful microprocessors.
  13. 13. Business Communication and theBusiness Communication and the Technology ContextTechnology Context FaxesFaxes A facsimile machine scans a printed page, converts it to a signal,A facsimile machine scans a printed page, converts it to a signal, and transmits the signal over telephone line to a receiving faxand transmits the signal over telephone line to a receiving fax machine.machine.  The oldest type of machines had to be connected to a machine of theThe oldest type of machines had to be connected to a machine of the same type. Today’s fax machines do not require the same kind ofsame type. Today’s fax machines do not require the same kind of machine at the receiving end, and they can transmit a page in less thanmachine at the receiving end, and they can transmit a page in less than 1 minute.1 minute.  The newest fax machines use digital transmission, which makes itThe newest fax machines use digital transmission, which makes it possible to use computer program as a receiver. And these newpossible to use computer program as a receiver. And these new machines are much faster than previous generation machines.machines are much faster than previous generation machines.
  14. 14. Managing Information OutsideManaging Information Outside OrganizationOrganization News organizations are responsible forNews organizations are responsible for most of our knowledge of what goes onmost of our knowledge of what goes on in the worldin the world
  15. 15. Managing the News MediaManaging the News Media What we refer to as “the media” are simply channel of information,What we refer to as “the media” are simply channel of information, everything from newspapers, radio, television, magazines, journals, andeverything from newspapers, radio, television, magazines, journals, and newsletters.newsletters. News is generally characterized into two types: Hard News vs. SoftNews is generally characterized into two types: Hard News vs. Soft News.News. – Hard News is out of ordinary, is timely, and is most often public needs toHard News is out of ordinary, is timely, and is most often public needs to know. Plane crashes and fires are hard news.know. Plane crashes and fires are hard news. – Soft News stories are timeless; that is they can be used within a widerSoft News stories are timeless; that is they can be used within a wider framework of time, and most often they have a positive rather than a negativeframework of time, and most often they have a positive rather than a negative slant.slant. Within business organizations, hard news includes such things as annualWithin business organizations, hard news includes such things as annual meetings results, quarterly earnings or announcements of a new product.meetings results, quarterly earnings or announcements of a new product. Soft news includes material that can inform or educate readers orSoft news includes material that can inform or educate readers or viewers about company, its vision in the world, and its communityviewers about company, its vision in the world, and its community activities.activities.
  16. 16. Managing Corporate NewsManaging Corporate News Tools for communicating to the mediaTools for communicating to the media includes:includes: Press ReleasesPress Releases InterviewsInterviews ConferencesConferences Op-Ed PiecesOp-Ed Pieces Letters to the EditorLetters to the Editor Talk ShowTalk Show
  17. 17. Press ReleasePress Release A press release is an information memoA press release is an information memo from your organization to the news mediafrom your organization to the news media fto get your message to the public.fto get your message to the public.
  18. 18. InterviewsInterviews The pitfalls of interviewing can be avoidedThe pitfalls of interviewing can be avoided by careful preparation and knowledge.by careful preparation and knowledge.
  19. 19. Op-Ed PiecesOp-Ed Pieces Opinion articles by private organizationsOpinion articles by private organizations can often be found opposite the editorialcan often be found opposite the editorial page in newspapers.page in newspapers.
  20. 20. Letter to EditorLetter to Editor Letter to the editor must be short, clearlyLetter to the editor must be short, clearly written, and signed.written, and signed. Many letters are written to:Many letters are written to: – Clarify an issueClarify an issue – Refute a chargeRefute a charge – Correct a mistakeCorrect a mistake – Point out needed changePoint out needed change – Offer an opinionOffer an opinion – Or, react to the situationOr, react to the situation
  21. 21. Talk ShowsTalk Shows Call-in talk shows, whether on radio orCall-in talk shows, whether on radio or television can offer your organizationtelevision can offer your organization channel for communicating your messagechannel for communicating your message to the public.to the public. Talk shows are, however, less predictableTalk shows are, however, less predictable than aby other kind of media.than aby other kind of media.
  22. 22. Managing Information ThroughManaging Information Through Company SpokespersonsCompany Spokespersons Companies often select one person to be the mainCompanies often select one person to be the main spokesperson.spokesperson. This strategy allows for a consistent answer, a singleThis strategy allows for a consistent answer, a single contact, and a decrease in response variance.contact, and a decrease in response variance. The spokesperson should be a:The spokesperson should be a: – Knowledgeable about the company’s overall objectives andKnowledgeable about the company’s overall objectives and strategies.strategies. – Well-prepared to speak on issues under consideration.Well-prepared to speak on issues under consideration. – Comfortable speaking in public and to groups and fieldingComfortable speaking in public and to groups and fielding questions deftly.questions deftly. – Assured of full confidence of the company’s managementAssured of full confidence of the company’s management
  23. 23. Preparation: The Key to a Good Interview 1. Ask about the subject of the interview, the time, what is needed, and the deadline. 2. Write out some brief, positive points about your program/project/event. 3. Anticipate likely questions beforehand, so plan answers. If possible, rehearse answers. 4. For newspaper reporters, background literature is welcomed from the interviewer(s). 5. For a surprise interview situation, take a few minutes to plan message. 6. For a surprise telephone call interview, call right back…after planning an appropriate message/response. News Media InterviewNews Media Interview
  24. 24. News Media InterviewNews Media Interview The Interview 1. Answer questions…and bridge to positive points. 2. Be confident; you’re the expert in the interview! 3. Avoid speculation and hypotheticals; it may lead to being misquoted. 4. Avoid technical terms, jargons, and acronyms; only people who are familiar with your program are familiar with your terms. 5. Do not say “no comment.” If you cannot answer, explain why. 6. Do not be afraid to say, “I don’t know…but I will find out for you.” 7 For TV – keep your answers to 20 seconds or less. i. Keep your eyes on the interviewer. ii. Do not fill dead airtime…it’s not your responsibility. iii. Be honest.
  25. 25. Business Communication and theBusiness Communication and the Technology ContextTechnology Context END OF THEEND OF THE CHAPTERCHAPTER

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