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Area Of Study 2 Information And Communications Technology(ICT). Organisations use the Internet to. Advertise their products – to reach more potential customers Advertise vacant positions – to reach more potential applicants Find out about competitors – products, prices and special offers. - PowerPoint PPT Presentation
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Area Of Study 2
Information And Communications Technology(ICT)
Organisations use the Internet to Advertise their
products – to reach more potential customers
Advertise vacant positions – to reach more potential applicants
Find out about competitors – products, prices and special offers
Organisations use the Internet to Find out about
developments – eg new machinery to increase productivity
To send e-mails to customers/suppliers
Retrieving up-to-date information from anywhere in the world at any time
Problems with using the Internet Connection may be
slower at certain times of the day
Equipment failure may be experienced
Length of time to download info can be frustrating
Can take a long time to find information
No guarantee info is up-to-date
Advantages
Provides a vast amount of information on practically any subject
Many organisations have a web site
Can make tasks such as organising travel simpler than traditional methods
Sound can be included with the information
Disadvantages
Searching for information online can be costly
Telephone calls can’t be made while on Internet
Second telephone may be needed Staff need good training Cost of designing and maintaining web
page is expensive Difficult to monitor staff use of internet
for non-work use
Facsimile Machines (Fax)
How Does a Fax Machine Work? The Paper-based info is scanned by the
machine Information is converted into code The encoded data is sent over the
telephone lines to its destination On arrival at the recipient’s fax
machine, the data is decoded An exact paper copy of the original is
printed
Benefits of using a Fax Machine Cheap and easy to
use Does not need
expensive cabling installed
Text and graphics can be transmitted
Information is received almost immediately
Cost is the same as a telephone call
Fax Cover Sheet
This should be sent before each fax and should include:
Name, Title, Phone No of sender
Fax no of receiving machine
Name and Details of person receiving fax
Date & No of pages being sent
How do I use a Fax Machine? Prepare a Fax Cover
Sheet Place the document
to be sent in the Fax Machine (correct way up)
Enter the recipients fax number
Press the start button to send the fax.
What problems could occur? Equipment error, eg
Paper Jam or No Toner
Problems contacting the destination fax machine, eg Number engaged, machine switched off
Anyone can see and read the fax – confidential information must not be sent by fax
Advantages
Provides a paper copy
Can be received without anyone being present
Most companies have them
Can send/receive handwritten, typed and drawings
Most computers have fax software already installed
Disadvantages
Must make sure that there is a good supply of paper, toner
Fax machine may be engaged so have to try again
Quality of reproduction may be poor especially drawings
What is e-mail
E-mail is a form of electronic conversation
Popular method of internal and external business use
Allows messages to be sent and received from computers
Users are given own e-mail address
Efficient way of sending and receiving information
What is e-mail
You can create and send messages
Receive and read messages
Reply to messages Send documents as an
attachments Store messages Forward messages you
receive to other people.
Why would an organisation use e-mail? Delivery is quick Replies can be sent
immediately E-mails can be read
wherever there is a computer
Messages can be sent at any time
Same e-mail message can be copied to many people
How useful is external e-mail?
Could get requests from customers
Requests for Catalogues, product info
Requests for job application forms
Placing orders with suppliers
Requests for quotes from suppliers
What is an e-mail address
Each user must have an address where all messages will be sent
Will have a user name The user name and
domain name are separated by @
Domain Name The last part indicates
what type of organisation belongs to
What problems can occur when using e-mail? Messages can be sent
to the wrong person Equipment can fail Messages can be
deleted accidentally File attachments can
take some time to download
Staff may require training on how to use an e-mail system
Advantages
Quick – sending and receiving of e-mail is much quicker than traditional mail
Most of the features of e-mail are easy to use and understand
Now accessible while ‘on the move’ as you can receive e-mail on mobile phones
Any data can be sent throughout the world for the cost of a local telephone call
Disadvantages
Not every business has an e-mail address
Problems can arise if your ISP is not working
If an attachment was prepared using different software you can’t open it
Some people still prefer to receive paper copies
Electronic Communications – Which Method Would You Use and WhyThe choice of method depends on: Equipment available – both the sender and
receiver must have the equipment available to communicate electronically
Ability of employees to use the equipment – training will be needed
Type of information being searched for – sending a fax/e-mail to a competitor about their product/prices is unlikely to receive a reply – visiting their web site may help though
Making Travel ArrangementsInternet
Gives details of various methods of travel
Details of accommodation are available and can be made on-line
The information is up-to-date, eg visas, exchange rates etc