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Business
Communication
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by New Technologies
Defining Email
Email refers to messages send over computers and
includes everything from casual notes to friends to
multimedia presentations send access the world.
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by New Technologies
Several basic components make up email systems,
including
1. Users
2. Messages
3. Senders’ and Recipients’ Addresses
4. Protocols
5. Messaging Transports
6. Gateways
7. Directory Systems
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by New Technologies
1. Users
Users are often people, but users can also be other
computer application programs.
2. Message
A message is the actual information send by one user to
another.
3. Addresses
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by New Technologies
4. Protocol
Each email system uses a protocol that describes the
structure of the message.
5. Message Transport
The software that moves the message from one system to
another in called the transport.
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by New Technologies
6. Gateways
If the message sent from one system must get to a user on
another system, it must pass through a gateway to be
delivered. A gateway is an application program that translates
between two protocols of different email system.
7. Valued-added Networks (VANs)
Valued-added Networks (VANs) are public
telecommunication companies, such as AT&T or PTCL, that
handle email services to users for a fee.
8. Directory Systems
As a user, you can access directory that contains names,
addresses, and sometimes other information about each user.
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by New Technologies
Using email:
With email, you can reach individuals, groups, or other
computers anywhere in the world.
Email can save your time in printing, copying and
distributing your message. You can use email to send
and receive faxes and telexes.
Email is also useful in your personal communications.

Writing conventions
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Understanding how Email Works
To send an email message, you do the following:
Log on.
Choose the receivers of your message.
Compose the message.
Instruct the program to send the message.
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Planning
• Decide on the purpose
• Decide on the content
• Write all the ideas in point form
• Put these ideas into sequence appropriate to the
purpose
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email
Advantages Disadvantages
Email is a faster and more It can be difficult to
efficient channel than regular distinguish between casual
mail (sometimes referred to and formal messages.
as snail mail). Most messages
reach anywhere in the world
within minutes of being sent.
It can be send to different The system is inaccessible to
receivers at the same time. those who are computer
illiterate or not online.
 Advantages and Disadvantages of 11
email
Advantages Disadvantages
Email can be stored and Its contents may reappear
sent at off-peak telephone later in a variety of printed
rates forms.
It saves paper It lacks nonverbal
communication cues to add
meaning
A message can be written It can be overused
and edited quickly by
several people before it is
sent
 Elements of a Good Online Writing 12
Style
Key Purpose Strategies
element
Clarity The •Simple Words
communicate •Conversational Words
clearly •Small Sentences
•Small Paragraphs
•Focus on the subject and purpose
 Elements of a Good Online Writing 13
Style
Key Purpose Strategies
element
Readability To make •Remove ambiguity in your message.
information •Use vivid, definite language.
accessible •Concreteness.
 Elements of a Good Online Writing 14
Style
Key Purpose Strategies
element
Punctuation To keep the Start a sentence with a capital and end
meaning with a full stop.
clear Check that the sentence is not too long.
Separate ideas by using paragraphs.
In general, use more full stops than
commas.
 Electronic Media 15

Faxes
A facsimile machine scans a printed page, converts it to a
signal, and transmits the signal over a telephone line to a
receiving fax machine. Although faxes have been available
for many years but recently they were slow and expensive.
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Faxes
Today’s fax machines do not require the same kind of
machine at the receiving end, and they can transmit a
page in less than 1 minute. The newest fax machines use
digital transmission, which makes it possible to use a
computer program as a receiver. These new faxes are also
much faster.
 Electronic Media 17

Voice Mail
Voice mail records messages on a computer disk for later
retrieval by the receiver.
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Voice mail
Voice mail can be used:
• It replace short memos and phone calls that need no
response.
• It is most effective for short, unambiguous messages
• It solves time-zone difficulties.
• Reduces a substantial amount of interoffice
paperwork. Voice mail is:
• A powerful tool when you need to communicate
your emotion and tone
• It is especially useful for goodwill and other
positive messages
 Other Communication Technologies Technologies 19

Groupware
Groupware allows several people to use software at the
same time to create documents, keep track of projects and
manage deadlines. Groupware enables a supervisor to
manage work flow via individual computers instead of
physically moving people form place to place or having
face-to-face meetings.
 Other Communication Technologies
Technologies 20

CD-ROM database
Compact Disk – Read Only Memory (CD-ROM) has
been available for several years and is becoming more
popular. It is powerful tool for putting masses of
information into it.
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Teleconferencing
It is a rapidly developing technology that will eventually
change the way companies do business
Teleconferencing is
• Best for informational meetings,
• Ineffective for negotiation
• Efficient alternative to a face-to-face meeting
• Discourages the “secondary” conversations
• Helps participants focus on a topic but prevents
participants from sharing valuable information.
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Videotape

Computer Conferencing
Computer conferencing allows users to meet and
collaborate in real time while viewing and sharing
documents electronically. It offers democracy because
more attention is focused on ideas than on who
communicates them. But overemphasizing a message (to
the neglect of the person communicating it) can threaten
corporate culture, which needs a richer medium.
 Editing an Online Document 23

Have I consider the receivers:

Have I presented:
• A clear purpose statement?
• A logical order of information?
• An appropriate, concise and complete message?
• A clear, readable writing style?
• Positive language?
• Paragraphs focused on the ideas?
• A courteous and confident tone?
• Carefully edited work etc.
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Have I Met:
• The reader’s need to understand the information?
• The document’s purpose
• The writer’s need to convey particular information?