How information is communicated

Verbal Information

This can take place between one or more people.  Verbal information is only communicated when a person talks and listens to people, face to face.  Instant feedback can be received so you can tell if the message was understood when communicating verbal information.

Advantages

• When communicating verbal information, the receiver will be able to give an immediate response.  

• The person receiving the information will be able to see the other person’s body language and hear their tone of voice.
• Free or inexpensive

Disadvantages

• There is no record of the information.
• Information may get misunderstood if interpreted incorrectly.

Multimedia

Multimedia is the use of multiple media to convey information.  Multimedia information can be shown in many forms, such as, text, audio, pictures, animation, video and interactivity.  Multimedia is used to define data, information, communication and digital data.

Advantages

• Displaying multimedia information will get more involvement from the user.
• It can look more attractive than written, and will be easier to understand than verbal.
• The information will look more realistic.
• It is easy to use and would be better for the environment as it is not paper based.

Disadvantages

• Is not always appropriate to use multimedia to convey information.
• Multimedia can slow down computers and other applications that present it.

Graphical

Graphical information comes in the form of pictures, graphs or charts.  A lot of people find graphical information is easier to understand as the pictures and charts are more direct and easy to remember than charts.  Graphical information is not dependant on words, it doesn’t need words to make it understandable.  

Advantages

• Makes information more presentable.
• Easy to understand, even without words.
• More direct.

Disadvantages

• Not everyone will understand graphical information.
• Would have to know how to use programs that make graphical information.

Video

Video information is shown by moving images.  It is a series of frames put together to simulate motion and interactivity.  It, not unlike graphical information, will put across a more direct point and is easy for people to understand and remember.

Advantages

• Is direct and easy to understand.
• A great deal of information can be given in a short time.
• It is a simple way to put across information and know that it will be understood.

Disadvantages

• Can cost a lot of money.
• Can be hard to make and edit to perfect the right information and image.
• It should be scheduled. It requires a lot of time and preparation.

Audio

Audio information can only be heard.  For audio information to be understood, the people listening must understand the language.  There is also nondependent language audio such a car horn, which has a clear indication to most people.

Advantages

• Can convey more information compared to the spoken word.
• Is direct and to the point.

Disadvantages

• All listeners must know the language of the audio information.
• Can be misheard.
• Cannot be heard.
• There would be no record of the information.

Web-Based

This is information from the WWW (World Wide Web).  It can be any form of information, written, verbal, multimedia, graphical, video.  To access web-based information there must be a computer with Internet.  Any topic or type of information can be looked up via the WWW.  Web-based information can also be accessed by a WAP enabled mobile phone.

Advantages

• Can access any type of information.
• Many different ways the information will/can be presented.
• It is available to anyone with Internet access.
• It will usually be easy to understand.

Disadvantages

• Anyone can get hold of information.
• Undesirable information can be accidentally accessed.
• Information may not always be accurate.

2. Methods of Communicating

There are many different methods to communicate the types of information I have explained.  Here are a few methods I have looked at.

Paper-Based

Paper-based information can be anything written, drawn, printed or typed onto a page.  Paper-based information can be a variety of things as long as it is on paper.  It can be graphical information and it can be written information.  Paper-based information is often a good idea and way to advertise and to put across information to people.

Advantages

• It can be made attractive.
• Information can be accessed freely with no equipment used.
• A lot of people will prefer to read off a page than off a computer screen.
• Can be looked back on, as it is a written record.
• Good for advertising.

Disadvantages

• There can be a lot of paper waste, which is bad for our environment.
• It can be easily destroyed.
• Points will not be as clear compared to video or screen-based.

Screen-Based

Screen-based communication can be on a computer screen, it can be television, doctors’ surgeries and even mobile phones.  It is anything that can be read or seen from a screen.  Good for convenience and advertising.

Advantages

• Is easy understood and direct.
• Saves money.
• Good way to advertise.

Disadvantages

• The reader must understand the language or the information being communicated.
• Can be expensive to start up depending on the type of screen-based communication.

SMS (Short Message Service)

This is mainly used in mobile phones and some house phones are now SMS enabled.  The message would be typed using the phones keypad that has small letters on them.  As it is SMS (Short Message Service), the messages are intended to be short and are usually abbreviated.  It is not intended for the essay purpose.

Advantages

• Short, direct and to the point.
• Inexpensive.
• Quick and convenient.

Disadvantages

• Bad signal can delay the message.
• The phone must have money on it if it is ‘Pay As You Go.’
• Readers must understand the text lingo to understand the message.

Radio

Radio is communicated by electromagnetic waves and radio signals.  The first type of radio is the public radio.  There are many different channels on the radio ranging from sport to music.  You can only listen to a radio broadcast if you have a radio.  The second type of radio would be the two-way radio.  Although this type of radio relies on both parties to be on the same frequency.

 

Advantages

• A good way to communicate to a number of people.
• Provides entertainment and news to listeners.
• Convenient.

Disadvantages

• Signal has to be good.
• Can’t play it back and re-listen.
• Two-way radio is very limited.

Television

Most sources of television are broadcasted to the public.  It is a very common way of communicating.  Television communicates both video and audio communication and is a big part of media information.  It is also a good way to advertise.  There are many different channels that people can subscribe to.  A television is required and some form of satellite.  There is also CCTV, which is security cameras television for use in shops and banks etc.

Advantages

• Television has a large number of viewers interested.
• Great way to advertise a product.
• Conveys a great deal of information in a short space of time.

Disadvantages

• It can be expensive to buy channels/set up CCTV.
• People can become lazy and unsocial if they are always watching TV.

Telephone

Telephone communication is a two-way system, in some cases 3 or more.  The person using the telephone must have the number of the person they wish to contact, the person they wish to contact must also be phone accessible.  Mobile phones/telephones (or also known as landlines) are needed.

Advantages

• Easy and convenient way of contacting someone.
• Most people own a mobile or house telephone.
• Can be inexpensive.
• Makes it possible to have meetings for people in different locations.

Disadvantages

• Can run up an expensive phone bill.
• The person being contacted must be near their telephone or mobile to answer it.
• Is not as personal as face to face, the caller and the receiver cannot interpret the others body language, as they are not present.

Email

Email is written communication, information that must be typed or put on the computer, transferred via the Internet.  It can also be transferred within a firm or even by mobile.  Emails are quite a useful way of communication as it is quick and convenient for most.  A lot of people also will have the correct equipment.

Advantages

• It is quick and convenient.
• Many people have Internet access, or are email enabled.
• Is effective when communicating as most types of information can be send via email.

Disadvantages

• Not everyone will have access.
• The person receiving will have to check their emails regularly to get the message in time.

WWW (World Wide Web)

The World Wide Web, also known as the web, or the Internet, allows users to access a large collection of websites.  The user can find out information on any subject they choose.  The information they will find may include images, text and video.  There are also a lot of search engines to search the different sites for the information that the person is looking for.

Advantages

• Can access a large range of subjects.
• Makes us able to find out any information.
• Can allow us to communicate with others on chat rooms and social networking sites.

Disadvantages

• Can slow computers down.
• Spam and Virus’s can be obtained and destroy the computer system.
• Undesirable information can be found.

3. Technologies That Support Communication

Personal Computers

Computers enable a lot of different types of information to be communicated, and a lot of different methods to be used.  Although to do so computers must have the required hardware and software.  Computers will allow you to produce paper-based communication via a printer.  Computers can allow you to produce emails and send them to people.  It can allow you to produce presentations.  A computer also allows access to the Internet where you can also communicate.  Computers can play audio information and video information.

Advantages

• Can hold a lot of information.
• Can display and create a lot of information.
• Can be used to communicate in various ways.
• Many different types of information can be communicated.
• Can make information very presentable that is to be communicated e.g. PowerPoint presentations.

Disadvantages

• Can be expensive to purchase the necessary equipment.
• Can often lose work, or information with virus’s and computer freezes.
• The user will have to learn how to use the different programs to learn how to communicate through this technology.

Touch Screens

Touch screens will not require keyboards or a mouse, it is, however, a form of computer.  It allows the user to interact and is more direct.  Data is usually more secure on a touch screen.  There are different types of touch screens, some touch screens rely on the pressure of the person, and others rely on the co-ordinates of the point being touched.  The user will be allowed to choose what they look at with their fingers.  

Advantages

• Take up little space.
• Unlikely to be vandalised or damaged compared to other public technologies.
• More direct and allows the user to interact with it.

Disadvantages

• If damaged it will not work properly and will be hard to fix.
• Not everyone will like to use touch screens.

Digital Broadcasting

Digital broadcasting is usually live and broadcasted over the Internet.  It is not unlike television, it uses video and multimedia.  Digital broadcasting can also be used in television channels that allow gaming, gambling, shopping and Internet access.  Television channels will also allow people to view digital broadcasts, for example, allow them to access different camera angles available interactively.

Advantages

• Gives the viewer more options.
• Is usually included in both television and Internet packages to view broadcasts.

Disadvantages

• Can cost a lot of money if gambling and shopping.
• Sometimes there will be bad signal and hard to see/hear.

DVD (Digital Video Disk)

DVD’s are a lot like CD only they can hold a lot more information.  DVD’s are usually used to display full motion video.  Business may use DVD’s to promote their products, show how their product is made etc. and send them out to customers.  Video downloads may also be transferred to watch via DVD players connected to TV’s.

Advantages

• Holds a lot of information.
• Can be used in DVD players.
• The method of communication is personal and direct.

Disadvantages

• Easily scratched.
• If files are not saved properly then they may not be saved at all.
• Can cause viruses.

Mobile Phones

Mobile phones are an extremely popular technology that supports communication.  Mobile phones can be used anywhere providing there is signal.  It is a quick and effective way of communicating.  Mobile phones can send SMS and are used for voice communication.  It is also possible to use phones to go on the Internet and to email.  It can also record, take videos and pictures.

Advantages

• Most people own mobile phones.
• Inexpensive to use.
• Convenient and quick.
• Popular method of communicating.

Disadvantages

• There must be signal.
• Can be expensive to buy.

The Internet

The Internet is a worldwide system made up of computer networks.  It enables anyone to get information from another computer, providing they have permission.  It also allows people to chat to each other via email, social networking sites and instant messaging services.  To be able to connect to the Internet, there must be an Internet Service Provider.

Advantages

• There are many ways in which the Internet can be used to communicate.
• It is easy to obtain information.
• You can buy and sell over the Internet.

Disadvantages

• People may not be who they say they are.
• Identity theft.
• Spam.
• Scams.

WAP (Wireless Application Protocol)

WAP is a way of sending and retrieving information using wireless devices such as mobile phones, pagers, smartphones etc.  WAP minimises the data that would be found on the web to fit the smaller size screens.  WAP can enable phones to access the WWW.

Advantages

• Convenient way to send information.
• Allows mobiles to access the WWW.

Disadvantages

• Can be slow to download.
• Less interactivity Internet.
• Less data will be displayed.
• May be hard to read.

4. Conclusion

As you can see from my report there are a various number of types of information, and then a number of methods in which they can be communicated.  There are then technologies that support this communication.

For each of these types, methods and technologies I have given advantages and disadvantages.  Some of these have more disadvantages than advantages.

I feel that there is no most popular form of information.  All types are used daily depending on the content of information and suitability.  At first I would have thought that written and verbal are most common, but multimedia, video and web-based is becoming increasingly more frequently used.

Again there were many methods, and I wouldn’t say there was a most common used.  Although the least common I would say is radio for communicating.  I was quite interested to research the different methods, as I would be quite familiar with a lot of them such as paper-based, SMS and television.  A lot of these methods are used repeatedly, every day for most of us.  I was also interested to research the different technologies that support communication.

5. Recommendation

Depending on how many people there is and the information that needs communicated, I would recommend that for large groups that multimedia, video or graphical information be displayed.  Using the screen-based method, projectors and interactive whiteboards.

If the information were confidential I would recommend paper-based as a record can be kept and it can be password protected.  This would be a far better method than discussing the confidential information verbally in front of others.  

The method and technology used for communication will depend on the amount of information, the number of people it will be communicated to and the type of information.

Evaluation

I feel that my report went well overall when researching the necessary types, methods and technologies.  I do however feel that when I wrote about each that I was very brief and should have included more information.  I feel that my report was very well laid out and easy to read through with my sub-headings, which I think made it look very professional.  I feel my report met its purpose to ‘Write a report for the director of the travel agent on how information is communicated.’

If I were to carry out a similar task like the report I would include a lot more detail into each part.  I think I would also include more in my recommendations and in my conclusion.