I am a pupil at Ruskin Sports College, and am doing a report on communicational devices within a business/organisation work place.

Terms of Reference

I am a pupil at Ruskin Sports College, and am doing a report on communicational devices within a business/organisation work place. To do this I will send out questionnaires to the employees in the businesses and interview a variety of people at different levels in the company’s hierarchy, e.g. managers. I will research into internal and external methods of communication and the advantages and disadvantages of each. I will show my findings and give recommendations to the businesses to help them to improve communicational devices within the business/organisation.

Procedures

See Action Plan

Findings

I am doing my investigation on Cammell Laird Shipyard in Birkenhead; I will be interviewing an senior security guard, William Luke Edwards who’s job, involves the security of the vessels, the heath and safety of the men, and also to stop dangers hazards happening e.g. Naked flames by fuel tank ect, and also interviewing civilians whom apply for a job as a security guard at the ship yard. When applying for the job Mr Edwards had to sign the Nation Secrets Act 1 & 2, to keep the communication in the business safe.

I think the communication devices that will be used within the business are:

Two-way radios
Reports
E-mail/network
Memos
Telephone
Meetings
Notices
Letters

I believe the purpose of good communication is to keep a business/organisation running efficiency; it produces a positive public appearance, eliminates errors and helps mange problems quickly and effetely. This also provides customers with the information they need for example details of orders (invoices) and any other information required. Successful business/organisations are those that practice two-way communication, this means that managers listen to employees as well as employees. Communication internally is vital to be able to send urgent messages to employees about meetings, and many other things, it also helps to clear up any problems within the business so that employees are happy with their jobs and a pleasant working atmosphere is maintained. Communication within a business/organisation can help staff to know what they are meant to be doing, where they are meant to be, and also what they should do in a case of an emergency. Communication is not only important for a business to be successful but also to keep the staff and civilians safe, by having good communications within a business/organisation these hazards can be eliminated. But also the purpose of communication is to communicant, there are many forms of communication from Morse code to hand signs, we first start communicating the day we are born, for example by crying and not stopping till we get what we want.

Barriers to communication

A barrier in communication is something that is stopping people or devices from communicating. When people speck different languages, and cannot understand each other this becomes a barrier of communication. If an e-mail has been sent to someone, the sender will not know if, or when the recipient has received it. The modem could break down and the line connection could fail. If electronic devices are being used to communicate, technical faults can occasionally, and cause a break down in communication; this means that the information will not get sent. If an organisation is using a manual based system this will slow the process of information down. Messages will not be received as quickly, where as if the organisation is using a computer-based system, the sending and receiving of messages and information is much faster and more reliable. If a telephone is being used to communicate the message could get passed on to the wrong person or if the message has been passed on through too many people, it may become in accurate or unclear to the recipient. Also the telephone line could get cut off.

Implications to a business if communication is poor

Poor communications can result to products not be delivered, staff not doing what they are meant to be doing, hazards not being under control, service might not be up to standard and generally a poorly run business/organisation. If the communication within a business is poor, all types of problems and implications will occur. Messages will not get sent to the right people or the person. So problems will not get solved or it may take longer to solve it. Customers complaints will not get dealt with if communication is poor within the business/organisation, employees will not know about anything that is happening within the business/organisation.

Research on internal communicational devices

Electronic mail is an instant message or document that is sent from one computer to the other mainly using the Internet or a network. Electronic mail is always abbreviated to e-mail. E-mails are good because, you can send the same message or document to as many people as you like at one time. So it is less time consuming as sending a large amount of people a letter. Electronic mail is instantly derived to the person you want to receive the messages or documents. Meaning they are faster than post. Hard copies can be produced from emails. It is cheaper to send an email than it is to send a traditional letter. Large documents can be sent as an attachment. E-mails are more reliable than the traditional mailing service e.g. letters can be lost in post and not derived. Where as there is no time delay on emails even when the receiver is in a different time zone. E-mail accounts need a password, to be able to read the electronic mail so only the password holder can access the account, where as in a traditional postal service the document is accessible to others. There are also disadvantages to electronic mail too which are, you have to be on a network to send and receive emails. You need to have a computer, with a modem and phone line to be able to send and receive emails. There are many viruses, which are sent, thought electronic mail, which can cause systems to crash and emails to be lost. Internet hackers may be able to access confidential emails. Sometimes the receiver’s email address might have changed and therefore they would not receive the message. Sometimes the user might find it difficult to log on to the network or server and not be able to access their emails. There could be problems with the receiver’s electronic mail system and they may not receive their email, it is possible you would not know about this. Signatures cannot be sent in an email. Also when too much junk mail, is sent to the users account, this can cause information over load, which can lead to important messages be overlooked or deleted. Also the receiver may not have access to their account and not receive their email straight away. More than likely if you don’t respond immediately it is possible you might forget.

This is a preview of the whole essay

A local area network is small or large amount of computers, which are linked together. They are usually confined to a small area, within a single building. The benefits of a Local Area Network (LAN) are, there may be a local intranet, this means its dose not need phone links, and the intranet is free, this works like the World Wide Web with pages of information, but the difference is that the pages can only be accessed over the LAN. Central backing can be provided in a (dedicated file server) so all the work can be saved together. And also an individual user can load his/her work on any computer within the network. Expensive resources such as printers can be shared by all the computers within the network, which means better quality printers such a high specification printers can be bought instead of having several cheaper but lower specification models. Central back-ups can take place automatically on a LAN at regular intervals; this provides the user with the chance to retrieve work that may have been deleted. Software can be shared when using a LAN, and upgrading can also be easier too. However sharing the software is often not much cheaper because you have to obtain a licence for each copy you have made of the software. Data can be share across a LAN, for example this would enable several people to work on the same project. When data is being shared in a database, several people will be able to use the database at one time, but they will be unable to edit it at the same time. When a record is open by one user, it will then come unviable to any other users, this is so other users cannot try and edit it at the same time. But once the user has finished with the database it will then come available to other users. This avoids confusion and also stops several people trying to edit data at the same time. There are also some disadvantages to LAN networks which are, when a lot of terminals are served by only one or two printers this can cause printer queues, causing people to have to wait for the printed documents ect. The use of emails within a network can lead to time wasting problems such as employees not sending work related emails. Cabling can be very expensive to buy and install. If a connecting cable got damaged it would means some sections within the network would be isolated and unable to communicate with the network. Users within the network have usernames and passwords, which means is any found out their username and password, that person would be able to access the network area. Network security can be a problem; because if a virus gets into one computer it is more than likely it would spread quickly across the network. If ever a dedicated file server fails, work saved on shared hard disk drives will be accessible and it would also not be possible to use the printers either.

A wide area network is not confined to one building. The computers and terminals forming part of the network can be spread all around the world. LANs may be connected to a WAN via a special gateway. Many LAN are connected to the Internet in this way. External communication links such as satellites, telecommunication links or microwaves will be used to connect a WAN network, this connection must usually be paid for because the links are external. The advantages and disadvantages of WAN are the same as an LAN network, but on a larger scale. WAN can share information around the world. But the connection is usually paid for because it is external.

A memorandum, which is always abbreviated to memo, is usually internal. Memos are brief but filled with all the information needed; a lot of companies send memos thought the internal electronic mail systems (e-mail). Memos are mainly useful for, short to the point information. They provide a permanent record, which can be used for future reference. If sent by electronic mail out of work hours it will be awaiting there the next day for the receiver, or if for example the business/organisation is in another country with a different time zone. The disadvantages of memos are basically, if many emails are received, there is the possibility that the memo might be missed and the reviver could also suffer information overload. There is also no immediate feedback.

Telephones and mobiles are a form of electronic communication; this provides a fast communication within the business/organisation and with others out side the business/organisation. Mobile telephones ensure that people can be contacted in case of an emergency or contacted for business purposes, even when they are away from the office. Immediate feedback can be obtained. Problems can be sorted quickly. You can also respond to any questions and reactions. Information can quickly be received. It is a quick way of communicating, especially if the other person is a long way away or out the office or even country. You can check that the person has understood what you have said. You know that you are talking to the correct person, and your conversation is relatively private. But also sometimes verbal messages can be misunderstood. There is no written record of the conversation. When using a mobile it is sometimes difficult to get a signal or you could even have a signal failure. The process can be time consuming if the person it unreachable.

A meeting is when people from the business/organisation meet up to discuses important issues that are related to the business/organisation. Queries can be answered during a meeting, questions can be asked, and feedback can also be obtained. A main benefit is the face you get to talk to people face to face. But people can also become bored and start to think about inappropriate things. Sometimes people feel meeting has been a waste of time and they think that they have made a wasted a journey. People could also be out of the area and unable to make it to the meeting.

A notice is a printed announcement, which could be internal or external. Notices can be anything that displays information on any subject. If well designed a notices can attract people’s attention. They can be seen by serve people if placed in at lounge ect. Notices are relatively cheap and a great way of informing people. Notices can have any kind of information displayed on it. Not always thought, everyone will see them, if placed in the wrong area for example. They can also be torn and quickly damaged, but also quickly start to look unattractive as well.

A report is usually a result to an investigation or research, which is presented in a formal structure. This is so they are easy to understand, the language should be simple. Reports usually deal with complicated and important matters, which are best dealt in writing. Reports can be copied and circulated. They can provide a permanent record which the can be used for future reference. Some people can find reports complicated, and the language very difficult to understand. But mostly reports can be very time consuming.

Research on external communicational devices

A fax is a form of electronic communication, when you have a word document you can send it via a fax machine. Faxes are sent electronically between two fax machines using telephone lines. Signed documents can be sent. Faxing a letter is a faster then sending a letter by post. Exact replicas of the documents can be sent. Clear pictures, text and numbers can be sent easily. Sending a fax is cheaper and efficient. Fax machines can be expensive, and expensive to set up. A telephone line and modem are needed to be able to send a fax. The paper within the fax machine could run out and the receiver may only get the entire document. The telephone line might be unviable, or the message could be sent to the wrong person, if a mistake is made when dialling the number. The person whom the fax is being sent to will need to have a fax machine to be able to receive the document.

The advantages and disadvantages for the telephone/mobile are the same as in internal telephone/mobile advantages and disadvantages.

Pagers alert their owners by beeping or vibrating when somebody is calling the pager by telephoning the pager number. The liquid crystal display can display short messages and telephone numbers. Pagers can be used in an organisation to send short messages to employees. Pagers can be put on vibrate mode so the receiver will not be disturbing anyone in a quiet places ect, and also the receiver will receive the message because he or she will be able to feel the pager vibrate. Pagers can be used in places mobiles are not allowed. You don’t need to have access to telephone phone line to receive a message. You can be reached anywhere. But you do have to find a telephone line, to find out what the full message, or to give a response. Pagers are only one-way systems.

Video conferencing is where you have a conference and some member of the conference use video links. This enables meetings to be held with all staff present even if a member of the meeting is in a different country or not able to attend, they can watch and communicate with the people present within the meeting via a video link. Video conferencing help reduce travel expenses, which may have been spent transporting people to the meeting. But everyone required for the meeting has to be available at the same time. The hardware needed to set up a videoconference is expensive, and telephone lines are necessary.

Letters are a formal method of communication. Letters are usually external. They can provide a permanent record and can contain a lot of detail. Letters are clear, accurate messages, but are slower than any other form of communication e.g. email. There is not an immediate feedback from sending a letter as well. They are less personal. It is possible while sending a letter that it could get lost in the post. Also if the letter is intervened by anyone, than the letter will might not even be derived to the receiver or even stolen.

The Internet allows computers to communicate with other computers, not just in the work place but also around the world. The Internet acts as a worldwide information service, which allows users to collect information from websites and also send information using electronic mail. When using the Internet, information can be downloaded to your computer. Many business/organisations now have web sites to promote their business/organisation, which also offers information to customers. The Internet could be used inside a business/organisation to send e-mails to employees and to carry out research on for example, on other products or companies that the organisation is competing with.

Broadband is a new faster connection, were you constantly can be connected to the internet so no time is wasted dialling the connection, files such as images, film previews, animations, can be downloaded up to 40 times faster than when using a standard modem.

Research on Cammel Laid Shipyard

I think my questionnaire mainly was based on the benefits and the positive side of communication, I think I was biased towards the advantages of communicational devices. When looking at my questionnaires a large rang of people prefer to use different communication devices, and all my questionnaires have stated that people within the office and company they believe that communicational devices could be improved. I have included three questionnaires but have done over 60.

The methods I used are the only methods I believe possible I could use, to do my research on the company; I used questionnaires and had an interview with Mr Edwards. During the interview with Mr Edwards I found out which communicational devices was used within the company these were:

Memos
Meetings
Two-way radios
Notices
Telephones
Small (LAN) network
E-mails
Fax machines
Video CCTV
Reports

Mr Edwards commented on all these communicational devices, these where his comments;

Memos

Memos are mainly used for quick information for the next person taking over the shift.

Meetings

Within the average meeting at Cammell Laid Shipyard there are four senior security officers (mangers), two security officers. During the meetings, we have discussions on target aims, shipments, health and safety updates, and discussions on any fire reports that had been placed. One of the main problems about the meetings are the fact that sometimes we forget about what is said in the meetings, we should really keep some form of a record.

Two-way radio

Everyone who was on security within the company had a two-way radio. The problem with the radios was if there was a bomb threat radios could not be used. Also sometimes you would be intervened by the taxi’s frequency. We would generally have a terrible interference.

Notices

All offices within the company had notices. The problems are that people would take them off the notice boards, and also they would get ripped very quickly.

Telephone

All officers had outside lines used for police and fire inquires.

Reports

If a fire took place within the company, an official fire reports would have to be written this also remand the same for bomb threats.

Networks (LAN)

All the computes in the department are linked on a local area network.

Emails

Emails are used to send incidence reports to the head office ect.

Fax

The fax machines are mainly used for sending information to buyers; we sometimes have problems with the fax paper rolls from time to time, which is an inconvenience.

Video CCTV

This is used as an added security measure.

Conclusion

I found out most mainly from interviewing Mr Edwards, I feel that on a whole that Cammell Laid shipyard is a well-run business because from looking at my questionnaires most people found it satisfactory communicating with the hierarchy. From what Mr Edwards said I would like to make some recommendations, on how the company could improve their external and internal communicational devices. I would also like to recommend that the company would think about recycling and have included an information booklet.

Recommendations

The first communicational device I would like to recommend is some new two- way radios. This might help with the interference Mr Edwards has been having problems with. I have designed a table and graphs to help the company decide which two-way radio they think is best. I would like to recommend model Binatone MR600 because the model has auto squelch to help stop interference, 304 channels, with a range of at least 3Km, this models is not the cheapest but well worth £27.50 each because of all the added feathers including VOX function for hands free, digital speaker volume control and much more. I think from buying these Binatone MR600s for the team at Cammell Laid shipyard, would help the staff much more by reducing the interference they are getting at the moment. (Please see appendix for more details on Two-way radios all information based on the spring/summer 2003 Argos catalogue)

I would also like to recommend an A4 laminator machine, based on what Mr Edwards said it seems that the notices around Cammell Laid shipyard seem to become unattractive very quickly whilst also being ripped easy. Therefore is Cammell Laid shipyard invested in a laminator this will reduce the notices being torn and become unattractive! I would like to recommend the Fellowes A4 laminating machine at £47.99, this will protect and preserve documents. It is easy to operate with a fixed temperature and carrier free operation. The only disadvantage to the idea of laminating notice is the price of the laminating pouches which are priced at £5.99 for 25 thick highly glossed, laminating polyester pouches.

For Mr Edward’s problem of forgetting something that have happened in the meetings I would recommend that the company would buy a dictation machine this is a small handheld device that records, what is beings said on to a micro tape, one of the main type of people whom use these devices are the press, because when they interview someone everything that they have said has been recorded for future reference. I think the most suitable dictation machine is the Sanyo TRC525C at £17.99. This is because it cheap and easy to use with a one touch recording device. The dictation machine has twin speed and comes with a cassette; carry pouch and a 2-year manufacturer’s warranty.

I think it also would be advisable to recommend a new fax machine that loads A4 paper, as from doing my research within the company I found out that a lot of employs found it difficult to load the fax machine, by upgrading to a plain paper fax machine this problem will be eased. The Fax I would like to recommend is Philips PPF411 Plain Paper Fax, it has a built in telephone and photocopier. The fax machine also has a vertical paper-handling device making it even easier. With this fax 10 pagers can be sent at one time instantly or delayed. This fax can make copies of documents smaller than A4, it prints from an ink film on standard A4. The Philips PPF411 Plain Paper Fax has 10 ring tone melodies, CLI (subject to network), name dial and volume control, and much, much more. (Please see appendix for more details on Fax machines all information based on the spring/summer 2003 Argos catalogue).

From doing on research on the company, by interviewing Mr Edwards and doing questionnaires, I do not think I could make any other Recommendations because, the company is running affectively with the other communicational devices.

Victoria Edwards Business & Communication Systems

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