∙ A user can use can load and edit files that they have created on any station, providing the station has the software required to use the files.
∙ You can use a network to send electronic mail or to access huge databases such as the World Wide Web or a database of all the products a company sells.
The disadvantages of networking are:
∙ The cabling, interface cards, file servers etc. that are required to set up a network are expensive.
∙ If one computer, cable or interface breaks the whole network may stop operating and you may not be able to use any of the computers until the fault is repaired. In practice this rarely happens. The exact effect of a failure will depend on the topology of the network.
∙ Viruses stored on a computer on a network can spread to other computers over the network.
∙ The files stored on computer networks can be accessed, stolen and edited more easily that files stored on a non-networked computer could be. Appropriate security measures must be implemented to prevent this.
Memorandum
This is the most commonly used form of written internal communication. A memorandum is less formal than a business letter as it is not usually signed, but it provides a written record of the message sent and received by individuals within the firm. Today many memoranda are sent by email, especially if they are going to other premises within the same company, so combining new and more traditional methods of communication.
The format of a memorandum may vary according to the different houses style of different companies, but all will contain headings to indicate “To” whom they are sent “from” whom they originate and the “date” where they were issued. In addition, some firms may also include a “referenc4e” and a “heading” or title to indicate the main content of the message.
The advantages of memos are:
- Memos are brief only the necessary information is used
- They are convenient as the notations at the top give ready reference to subject matter
- Inexpensive
- Memos can be used as reference as a record of information for later use
Telephone
Today the telephone system is based on state of the art electronics and it is possible to communicate directly to people in all parts of the world. In the last 100 years the telephone has become an invaluable business aid, allowing messages to be sent and received immediately in every form of business operation.
Advantages
- The immediate passing of information to another person.
- They are easy to use and universally available, as all businesses are on the telephone network.
- An immediate reply can be obtained which gives feedback to the message passed.
- The service is relatively cheap. Although long distance calls can be more expensive, different rates for calls at different times of the day can be used to help reduce costs further.
- The recent growth in the use of mobile telephones has made the system more flexible. This means more and more people can be contacted whenever and wherever.
Disadvantages
- The sender of the message cannot see the non-verbal reaction and so the recipient may say one thing but mean or feel another quite different response.
- Recent changes in the numbering system within the UK have cost firms money.
- No formal record of conversations is kept, so it may prove difficult to say who said what at a later date.
An alternative to using a telephone would be to simply to use the postal service and send letters or other types of communication, however this would be slower but does have its advantages explained below.
Telephones would be used regularly in any business so I think this would be used in CCV, to contact customers and so they can reach you.
Mobile telephones
The development of the mobile telephone in the late 1980s has given the telephone network a renewed life as means of
Communication and there are currently 24 million users in Britain. These portables, easy to use communications devices have added to the benefits of the telephone. They allow contact with individuals when they are away from their office or their normal place of work and can help facilitate working at home. Recent technology has now produced a mobile telephone which also incorporates a fax machine.
Mobile telephones however do have disadvantages.
Disadvantages
- They are more expensive to operate than the normal telephone network.
- There are still some areas in the UK which are ‘blind’ spots and cannot be reached using the mobile telephone transmission network.
- The batteries require frequent charging to ensure that the unit is capable of receiving and sending calls.
- There can be problems when using them in public places or in cars when driving.
Again this would be used in the same way as telephones in CCV; however this would be used more as you can contact anyone anywhere.
Meetings
Agenda and Minutes
A number of meetings will take place within a company. Sales staff will meet to discuss new products and sales strategies, directors will meet to decide on company policy and heads of departments will meet to ensure they are all working to meet company objectives. Each person attending these meetings will be given a written agenda which informs them of the business to be decided at the meetings, in the form of minutes, will also be produced and circulate.
Disadvantages of meetings:
- Time consuming
- Costs money
Notices
Notices can be internal and external. External notices may be placed outside premises when advertising for staff, or in the press when announcing a shareholders meeting. Internal notices may have similar purposes but will appear on notice boards in corridors or restrooms. Some larger companies may also use an ‘in house’ journal, or company newsletter, in which details of company news and developments, social activities and vacancies may be announced.
Advantages of Notices:
∙ It can contain diagrams as well as written information.
∙ A written record of the message is kept.
∙ They can be created in such a way as to attract attention.
∙ Employees tend to look at notice boards in their breaks.
Disadvantages of Notices:
∙ The message isn’t clearly sent across, as not a lot of detail can be included in the notice.
∙ The notice can easily be taken down to be read by an employee or covered up by another notice.
∙ It can time to distribute the notices around the organisation.
∙ If they don’t look attractive, people tend not to look at them as they may think from their first impressions that it doesn’t seem very interesting.
Reports
Frequently, a report will be produced and discussed at a meeting. Reports are formal written documents prepared by an individual or a committee and can cover any aspect of the business, such as the effectiveness of a training programme, the need to replace ageing equipment or the projected sales figures for the next financial year. Reports provide useful ways of informing a number of interested persons of progress or possible developments in different areas of the company. Each year limited companies must send all their shareholders a copy of their annual report and accounts, which is prepared by the directors for the benefit of those who own the company.
Letters
Business letters are used in internal communication when writing a formal message to an employee. For example, a newly promoted member of staff will receive a letter appointing them to their new post, or an existing employee may be sent a letter advising them of an increase in salary or a change in their working conditions. The way in which business letters are set out is also important. A good, well presented letter containing no errors can promote a positive image and inspire confidence in a company.
Advantages
- It ensures that a clear and accurate message is sent.
- It provides a permanent visual record which can be stored if required. So the letter can be referred to again.
- It can be cheaper than telephoning, particularly over long distance or abroad, which can save the business money.
- It gives time for the recipient to read and consider a response to the message in the letter.
Disadvantages
- It is time consuming when compared with telephone/fax.
- There is no immediate feedback.
- A letter tends to be less personal as there is no direct contact between the sender and receiver.
- A letter may not reach the addressee, as correspondence may be dealt with by junior staff/secretaries.
- The storage of letters and other correspondence can take up a lot of valuable office space.
An alternative to sending letters however could be to use a modem. It might be far more effective and efficient to transfer the information using a modem
Letters would be used I think in CCV to formally contact customers.
