Introduction To Modern

Communication Technology
Preeti Shirodkar
What Is Automation Technology?
 Automation technology refers to the use of
technological innovations in organisations
 This is a growing trend in multinational,
national and local organisations and institutions
Reasons For The Growing Dependence On Automation
Technology
 Globalised context
 Open market economy
 Easy accessibility to technology at ever falling
prices
Advantages Of The Growing Dependence On
Automation Technology
 Creates a better image and impact
 Reduces the time consumed
 Reduces paper work
 Saves labour if effectively used
 Can prove to be cost effective, depending upon the
method of use
 Helps in longer and better maintenance of records –
lends continuity to an organisation
 Saves duplication of work
Disadvantages Of The Growing Dependence On
Automation Technology
 Large chance of technological failure
 Takes away individuality
 Can prove to be debilitating
Types of automation technology
 Sms
 e mail
 Internet
 Fax machines
 Teleconferencing
 Videoconferencing
 Voice Systems
 Desk Top Publishing/Electronics Data Processing
Sms: Dos and don’ts
 Avoid using short forms
 Take care to edit forwards before sending
them
 Identify yourself
 Take cognisance of time zones
emails : Dos and Don’ts
 Always include the reason
 Avoid using short forms
 Always include salutation, content, complimentary
close and signature line
 State the attachment in the body of the text
 Send attachments only when necessary
 Avoid sending random forwards
 Respond promptly
 Know when to call instead
The Internet: Dos and Don’ts
 Should be used essentially/largely for
professional reasons
 Information is not validated
 Should be used discretionally – issues of cyber
security, office protocol regarding surfing,
chatting
Fax: Types of Fax
Predetermined Fax Pre-existent Document
 Refers to a document that  Refers to a document that has
has been essentially been generated for some other
purpose but now is additionally
created to be faxed being faxed
 The attention line comes  This type of fax may be sent
after the addresses for a variety of reasons
before the reason  A very brief note is put at the
top of the document
 It includes the name and
 It includes the person’s name,
designation of the person
a brief line of comment and the
towards whom the fax is signature of the sender
directed
Fax : Dos and Don’ts
 Ensure that the original document is dark
 Always mark the document to an individual
 Include a clear subject line
 Check if the organisation/individual has a
dedicated fax number, else request them to
switch it to the fax mode
 Follow up with a phone call
Teleconferencing: Dos and Don’ts
 The time should be convenient to all parties and
should be intimated well in advance
 The agenda should be known well in advance
 Combination of etiquettes related to telephonic
and face-to-face communication
Videoconferencing: Dos and
Don’ts
 The time should be convenient to all parties and should
be intimated well in advance
 The agenda should be known well in advance
 Combination of etiquettes related to face-to-face
communication
 Setting up and testing of the facility well in advance
 Setting from where the videoconferencing occurs
 Dressing appropriately
Voice Systems: Meaning and
Types
 All systems that can be used for testing,
recording and transmitting voice
 Recorders, Amplifiers, Public Address
Systems, Microphones, Answering
Machines, Walkie Talkies, Voice Testing
Machines, Cell Phones
Voice Systems: Dos and Don’ts
 Test its quality and strength before using it
 Hold it at an appropriate distance
 Vary your pitch and tone as per the
strength of the instrument
 Follow the etiquettes related to the medium
Desk Top Publishing: Meaning, Dos and
Don’ts
 Readying a document for printing using
computer technology
 Check with the printer before hand about
the formatting software being used
 Run a dummy to ensure that the colour
coding and digital matter is appearing as
per your requirement
Electronic Data Processing:
Meaning, Dos and Don’ts
 Electronic Data Processing (EDP) refers to the
use of automated measures using simple,
repetitive actions -  and  computer technology -
to organise and store documents and sometimes
to transfer them from paper to a digital format.
 Name and store documents in a manner that
they are easily accessible
 Keep a back up
Any doubts????
Thank You