The Role of Communication The Role of Communication SystemsSystems

Karen Cheesbrough

Global CommunicationsGlobal Communications

E-mail Fax Internet Messenger and online chat Mobile phones and pagers Teletext Text messaging Video conferencing

The InternetThe Internet

A very large Wide Area Network (WAN)Large number of computer networks linked

together worldwideData is sent between computers through a

number of intermediate locations

The World Wide WebThe World Wide Web

A vast collection of pages of information held on the Internet

Pages contain text, images, videos, etcOrganisations or individuals can set up web

pages on the InternetMuch of the information held on the

Internet is available to anyone – but some sites may be protected by passwords

Accessing the InternetAccessing the Internet

A computerA telephone lineA modemA browser – for viewing web pagesInternet Service Provider (ISP)E-mail software – for communication (or

use a web based email provider)

Internet Service ProvidersInternet Service Providers

E.g. Tiscali, BT, AOLProvide subscribers with:

– An e-mail address– Storage of email on the Internet – not on the

home computer (this is web-based e-mail)– A limited amount of storage on the Internet– Ability to set up their own web site

ISP and Internet AccessISP and Internet Access

Dial up – usually using a local phone number (0845) – to keep costs down

Dial up – with 0800 phone number – free calls, usually with a monthly subscription

Broadband – for monthly subscription charge – different connection speeds and download volumes (for data/music) at different costs

Other ISP ServicesOther ISP Services

Free Web spaceAdditional e-mail addressesLatest news, weather and other informationInternet shoppingSearch engineBulletin boards for newsgroups or special

interest groups

Other Access Methods Other Access Methods

Leased line – provides permanent high speed connection to the Internet, for an annual fee

Television with digital capabilities can allow users to access the Internet

WAP – Wireless Application Protocol – Internet access from mobile phones or Blackberries

IntranetsIntranets

An Intranet is an internal network. – Use standard browser software– Can be connected to the Internet– Provides information to personnel within the

organisation

E.g. The College uses an Intranet to provide information to students and staff

ExtranetsExtranets

An Extranet is an expanded Intranet, which allows employees from another company to access part of the Intranet – Access to certain product information– Use encryption or private leased lines– Can have access to the Internet

E.g. W H Smith has an extranet for their key customers – to enable them to access sales data

Electronic Data InterchangeElectronic Data Interchange

Transferring information electronically– E.g. Letters, orders, invoices

Computers ‘talk’ to one another, regardless of computer manufacturer or software type

Prevents mailingsMinimises errors (orders not re-typed)Saves days in the processing cycle

EDI ProcessEDI Process

An order is raised by one companyEDI transfers the order to the supplierThe customer can often track the progress

of the order as it passes through the supplier’s systems

Electronic MailElectronic Mail

An email address needs a name and the location of the mailbox, e.g.– X1234Jane@yale-wrexham.ac.uk

Email is stored on the ISP’s computer for the recipient, even when their computer isn’t switched on

Dial up connections to the Internet can be set up to automatically check for mail at regular intervals

Always on connections, like broadband, receive emails straight away.

Features of MS OutlookFeatures of MS Outlook

Reply iconForward to another recipient (takes

attachments too)Address books and group facilitiesAttachments can be sentEmail priorities can be setEmails sent and received are stored and can

be organised in folders

Problems with the InternetProblems with the Internet

Vast amount of information– May not be factually correct– May be out of date– Can contain annoying ‘pop-ups’– Can download music, videos, etc – which can breach

copyright laws– Contains questionable material– Viruses may be transmitted to your computer– Fraud is common – buying items that never arrive– Employees and students can waste a lot of time

Communication Methods Communication Methods

Fax (facsimile transmission)– Uses a telephone line to transmit a copy (scan) of the

original document– Produces a graphic of the original document– Takes longer to send than a text file– Is not dependent upon connection to the Internet or the

use of a computer

Fast, but can’t be edited when received Able to send signed documents

Communication Methods Communication Methods

Video conferencing– Enables face to face conversations– Saves on transport between offices, especially for

multinational organisations– Set up cost is quite expensive– Technology can be temperamental

E.g. Scottish Power has offices in both Chester and Glasgow, so possible to have personal meetings without staff taking all day out for a one hour meeting, also saving cost of travel

QuestionQuestion

A British Company has offices in California and New Zealand.

Describe three ways in which the company can use the Internet to communicate with its offices abroad. (6)

AnswerAnswer

1. Email To enable messages and documents to be sent

between offices

2. Video conferencing To enable face-to-face conversations between

employees

3. Intranet To disseminate company information to employees at

all offices

QuestionQuestion

A large clothing retail has decided to set up an online store.

a. Explain two advantages to the retailer of using this method of selling as opposed to selling from a high street shop (4)

b. Explain one advantage to the customer of using the online store rather than a high street shop. (2)

c. Describe two ways in which the retailer could make use of the Internet to publicise its new service. (4)