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 s 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 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 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 s can be read wherever there is a computer Messages can be sent at any time Same message can be copied to many people

How useful is external ? 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 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 Domain Name The last part indicates what type of organisation belongs to

What problems can occur when using ? 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 system

Advantages Quick – sending and receiving of is much quicker than traditional mail Most of the features of are easy to use and understand Now accessible while ‘on the move’ as you can receive 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 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 Why The 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/ to a competitor about their product/prices is unlikely to receive a reply – visiting their web site may help though

Making Travel Arrangements Internet 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