Thursday, March 10, 2016

Term Paper "Electric Media Communication"



Communication through electronic media is known as electronic communication ore-communications. Such communication allows transmission massages or information using computer systems, fax machines, voice mail, electronic mail, teleconferencing, video cassettes, television networks, internet etc. Some definitions of electronic communications are as follows:
  • Bovee and others,
“Electronic Communication is the process transmission of information using advanced techniques such as computer modems, facsimile machines, voice mail etc.”
  • From Wikipedia, the free encyclopedia,
“Communications- electronics (C-E) is the specialized field concerned with the use of electronic devices and systems for the acquisition or acceptance, processing, storage, display, analysis, protection, disposition, and transfer of information.”
So, electronic communication is a communication where information or message are exchanged between two of more persons through the means sof various electronic media/ device such as fax, telex, voice mail, e-mail, teleconference, etc.

 1.1             Background of Study

The Term paper is an attempt to provide an orientation to real life scenario where in one can observe and evaluate the uses and applicability of theoretical concepts that were taught in B.B.A (Hons.)

As a partial fulfillment of Bachelor of Business Administration (B.B.A) of Department of Management, Debigunj College,Panchagarh. Every student has to go for an internship program.
1.2             Objective of the Study

A proverb goes that without reason does not any work. So it can be said in every work has some reason. For example there is no word without electronic communication.

So this Term paper has some objectives this objective are given bellow:

a)      Quick transmit of information.
b)      Large volume of information
c)      Combine numerous elements into a single massage.
d)     Overing Space Barrier.
e)      Cost efficiency.
f)       Quick Feedback.

 1.3             Statement of the topic

“ Written communications that can be handled electronically include letters, memos and other internal mail, documents and reports that are generated in written form, transmitted by electronic methods and reproduced either on paper or microfilm is known as electronic written communication.

1.1     Clarifying the concepts involved:
Modern technology makes the task of communication much easier, but to get the best result managers need to be more efficient. Each situation should be evaluated separately select the appropriate media. General guidelines or principles of selecting appropriate technology are as follows:
  1. Time
  2. Expectations of the audience
  3. Nature of the message
  4. Presentation needs
  5. Cost
  6. Evidencial requirement
1. Time: Time is one of the major factors that should be considered in choosing the right technology. An urgent message which needs to be transmitted immediately can be sent over telephone.
2. Expectations of the audience: the key factor for effective communications consideration of ‘ you-view approach’, that is the attitude and expectation of the receiver should be given top priority, In case of technology selection it should be taken into account that- how or in what form the receiver want to receive the message.
3. Nature of the message: The technical aspects of a new product can not be explained over telephone. It will be much better if a CD-ROM illustrated with photographs of the product is used for the same purpose, On the other hand to convey emotion or personal feelings a telephone call or a SMS might be best.
4. Presentation needs: Selection of technology also depends on the presentation need of particular information, For example, monthly sales report of a branch can be sent to the head office simply in the type-written from. But color graphics and other modern technologies can be used to send a catalogue to a foreign buyer.
5. Cost: Cost of sending a message also needs to be considered while selecting a technology.
6.  Evidencial requirement: If a message need to be kept as an evidence for future reference then it should not be sent over telephone or any media. Any print media must be used to fulfill the evidencial requirement.

1.2 My available research finding on the topic

a)      Major Electronic Media in oral Communication( Telephone, Mobike Phone/Cell phone, Voice mail, web Cam, Teleconferencing, Multimedia)

b)      Major Electronic Media in written Communication( Fax/Facsimile, Telex, Website, Internet, Intranet, Extranet, Email, Social network sites/ service, Bulletin Boards, ISD, instant messaging, Threads, Skype, Blogs)


 Nature of data-qualitative

Data consists of factual elements (or opinion or comments) that describe some object or event. Data can be thought of as raw numbers.

MIS manager who is charged with overseeing all of the data definitions and data standards for the company to ensure that applications can share data throughout the company.

Contains all of the information to explain the terms used to define a system. Often includes report descriptions, business rules, and security considerations.

Sources and uses of database

An older method of encrypting data that was commonly used by financial institutions. With current computer capabilities that can break a DES-encrypted message DES is no longer considered a secure encryption system.
Data Integrity: (1) A concept that implies data is as accurate as possible. It means the database contains few errors. (2) Keeping data accurate and correct as it is gathered and stored in the computer system.
Data store: A file or place where data is stored. In a realistic setting, a data store could be a computer file, file cabinet, or even a reference book.
Data type: To human, there are four basic types of data: text and numbers, images, sound, and video. Each data type must be converted to binary form for computer processing.
Database: A collection of related data that can be retrieved easily and processed by computers. A collection of data tables.


Electronic Written Communication: Features

 Written communication is an indispensable part of business, written message or documents can be transmitted by methods or they can be sending through electronic media. Moreover the task of writing or processing of documents also can be performed by electronic equipments. When written message is prepared and send by using electronic media then it can be termed as electronic written communication.

In the words of Ricks and Gow, “Written communications that can be handled electronically include letters memos and other internal mail, documents and reports that are generated in written form, transmitted by electronic methods and reproduced either on paper or microfilm is known as electronic written communication.”

  1. Matter can be stored and reprinted.
  2. Quick processing.
  3. More Accuracy.
  4. Quick transmission.
  5. Can be reached to multiple destinations simultaneously.
  6. Helps e-business.
  7. Minimize cost.
  8. Facilitate data revising.
  9. Images of original document or any layout can be transmitted.
  10. Enhance goodwill.
  11. Prompt customer service.
  12. Timely Feedback.
Massage Cycle

 Message cycle includes a series of steps starting from the idea generation and ends at distribution of the message, thus the whole process of message writing to distribution is known as message cycle.
A business message, from the time its idea in the mind of the sender until it is received in printed or electronic form, goes through a definite cycle. ( Ricks & Gow : 1987)
Steps of the message cycle are as follows:

1.      Origination    
2.      Production
3.      Reproduction
4.      Filing
5.      Distribution
1.     Origination: The first step of a message cycle is the idea generation. In this stage the sender develops a basic idea about the message to be send.
2.     Production: In this step the raw message is processed in appropriate format.
3.     Reproduction: After the primary processing the message need to be edited by the sender. Proofreading, editing and additions are made in this phase of message cycle.
4.     Filling: Before the dispatch of the message a copy is preserved as documentary evidence.
5.     Distribution: Finally the message is transmitted to the desired person(s) through appropriate media.

Electronic Media in Written Communication

 Modern devices, especially electronical devices make written communication easier than ever. Speed of communication increased and the quality also improved with the aid of modern technologies. Modern devices widely used for written communication are as follow:

Electronical typewriters
1.      Electronic typewriters: In comparison to computer and internet, electronic typewriter is relatively old but still used in lot of small business concerns. In fact it is a typewriter which has memory. The matter is displayed in a small monitor before printed on a paper. Thus spelling can be checked which increases the accuracy.
2.      Computer : Perhaps changes in business communication most influenced by the emergence of computer. Computer is a electronical device which can perform the task of word-processing. In short computer plays vital role in business communication in the following manner:
·         Storing data
·         Quick word processing
·         Minimize cost
·         Spelling check
·         Helps e-mail communication
·         Desktop publishing
·         Facilitate data
·         Analysis of past data.
3.      CD-ROM: In the field of electronical invention CD-ROM is a new addition. It is a compact disk which can be read by a computer. The main advantage of CD-ROM is it can contain huge amount of data. Thus analytical reports and large volume reports can be sent in written from by CD-ROM.
 4.      FAX: It is a communication device through which picture of the original document can be transmitted within few seconds. Here both sender receiver need to have FAX machine, Pictures, composed letters, hand writings or any written documents and be transmitted through FAX . A telephone line is essential for FAX communication. Here a light source scans the original documents by using a lens or a laser then converts unit reconverts the electronic signals into picture.
5.        E-mail: electronic mail (E-mail) means sending of messages through electronic network. Here messages are written in a computer but send through satellite. E-mail has become an indispensable and convenient tool to communicate and build better relationship with others. Advantages of E-mail are as follows:
·         Quick transmission of documents
·         Cost savings
·         It may be revised, sent and received.
6.      Internet: It is a large computer network which connects many peoples throughout the work. It is a universal communication media through which FAX, voice mail, and any written document can be transmitted. Now internet is also used for telephone, tele-conference, video-conference etc.

Internet converts the whole world into a global village. It bridges the gaps between distant parties and facilitates continuous communication. Through internet following benefits can be enjoyed by all concerned parties:
·         Maturational companies can ensure better control on their employees.
·         Enables smooth supply of raw material and JIT (Just in time) purchase.
·         Facilitate better customer service.
·         E-commerce.
·         Close contact with business partners.


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