There are various ways through which we communicate with each other. These may
be called as the means of communication. In face-to-face contact we use different
parts of our body or we directly talk to others while communicating our message.
Where face-to-face communication is not possible, we take the help of some other
means through which we usually convey our messages. For example, we may use
letters to convey written messages; talk to others over telephones; send telegrams and
use various other modern machines like computers, fax machine, etc. to communicate our
messages. The means to be used in our communication process depend upon the purpose
of communication. For example, to send any urgent message we generally use telephone;
for any important matter for which a written document is required, we use letter, telegram,
fax, etc. Now-a-days modern technology has given us a wide option to choose the means
according to our requirement and liking. Let us discuss some of the important means of
communication commonly used in business.
Letters:
Letters are a written form of communication. These can be sent or received by individuals
or organisations. Written messages in the form of letters can be delivered to the receivers
through special messenger, post offices or private couriers. This method is mostly used
where face-to-face communication is difficult or other means are not easily available. It
helps in keeping a record of the communication. The cost involved is low in this means of
communication.
Telegram:
It is also a form of written communication by which messages can be sent quickly to distant
places. It is generally used when there is an urgency of communicating any important message.
It transmits message much faster than ordinary postal mail. This facility is available in all
telegraph offices, where on payment of specific fee, we send our message. Charges are
payable on the basis of number of words used in writing the message including the address
of the receiver and sender’s name. Hence, telegraphic messages are written in brief.
Telegrams can be sent as ordinary or express. Express telegrams travel faster than ordinary
telegram, for which extra charge is to be paid. To send telegrams to foreign countries
cablegrams are used. Telegrams can also be sent by using telephone, which is called as
phonogram. Here by ringing up the telegraph office through a telephone, the message can
be recorded and later the telegraph office transmits the message to the receiver.
Phones:
Telephone is a very popular form of oral communication. It is widely used for internal and
external business communications. Long distance communication is facilitated by STD
(Subscriber Trunk Dialing) while international communication can be made through ISD
(International Subscriber Dialing) facilities. Both government and private agencies provide
telecom services. Telephone is mostly preferred as it helps in establishing instant
communication.
In business firms as well as government and private offices automatic switchboards known
as private automatic branch exchange (PABX) are installed to facilitate internal as well as
external communication.
Now-a-days mobile phones are very popular as they give an access to the receiver at any
time, anywhere. This is an improvement over the fixed line telephone. It possesses many
modern features like Short Messaging Services (SMS), Multi Media Messaging Services
(MMS) etc., by using which written messages can be sent to the receivers. Both private as
well as government organizations provide this services. MTNL. BSNL, Airtel, Idea, Hutch,
Reliance and Tata are the leading mobile service provider in our country.
Telex:
Telex provides a means of printed communication using teleprinter. Teleprinters consist of
machines installed at different places which are connected to a central exchange through
cable. In each machine a standard keyboard is fitted. Any message typed by using those
keyboards at one end is automatically typed at the other end. Hence instant transmission is
possible.
Fax:
Fax or facsimile is an electronic device that enables instant transmission of any matter, which
may be handwritten or printed like letters, diagrams, graphs, sketches, etc. By using telephone
lines this machine sends the exact copy of the document to another fax machine at the
receiving end. For sending any message the documents on which message, diagram or
drawing is typed or drawn has to be put in the fax machine and the fax number (a telephone
number) of the other party has to be dialed. Then the fax machine at the receiving end will instantly produce the replica of the matter. This is the most commonly used means of written
communication in business. The main advantages of Fax system are easy operation, instant
transmission of handwritten or printed matters over any distance, simultaneous transmission
to two or more receivers, etc. The machine also records each transaction of communication.
The only limitation is that fax machines accept document upto a standard size. Again, as a
usual practice, a copy of the same document is sent to the receiver through post for their
record. The receiver at the other end also makes a photocopy of the document immediately
after receiving the message through fax machine, because there may be chances that the ink
used by the machine may fade away after some time.
E-mail:
Electronic mail, popularly known as e-mail is a modern means of communication. The system
makes use of electronic methods of transmitting and receiving information. In this case
individuals, through the internet, open an e-mail account in their name from any ISP (Internet
Service Provider). Then letters, messages, pictures or sounds can be sent through their
computer to the e-mail accounts of other individuals. Whenever the other person will access
his e-mail account he receives the message. The information is communicated audio visually
and the process is extremely fast. This method is gaining popularity with increased use of
internet among the users.
Voice Mail:
It is a computer-based system for receiving and responding to incoming telephone calls. It
records and stores telephone messages through computer memory. The caller can get the
required information by dialing the voice mail number and then following the instructions of
the computer. The individuals can also record their messages through voice mail. The receivers
at their own convenience can get the message from the machines and take action accordingly.
You can get information regarding admission, examination and result of NIOS through an
interactive Voice Mail System, which has been installed at its headquarters at New Delhi.
You can dial any of the two telephone numbers, 011-26291054 or 011-26291075 to get
information from the voice mail.
Pager:
This is an instrument which can be used to receive any short messages from the sender at
any time. Within a limited area if any body wants to send any message to a person who does
not have any fixed work place or he/she is in motion, then the message can be sent through
pager. The sender dials a telephone number and gives his message orally to the company
operating the pager service. This message is transmitted by the company to the person
possessing the pager. The message travels through air in the form of electronic signal, which
is converted into written message through pager. By reading that message the receiver will
take action immediately. It is a system of one-way communication, which means, the receiver
can only receive the message but cannot send any message through this machine.
Teleconferencing:
Conference generally refers to a meeting of people for consultation or discussion regarding any common issues. Here people sit together and interact face to face with each other. But,
teleconferencing is a system through which people interact with each other without physically
sitting in front of others. People can hear the voice and see the picture of others and also
respond to their queries even if sitting in different countries. It requires the use of modern
electronic devices like telephone, computers, television etc. For every teleconferencing a
central controlling unit is required that facilitate the entire process of communication.
There are two different types of teleconferencing, one, audio-conferencing and other, videoconferencing.
Let us know more about them.
Audio-conferencing - It is a two-way audio communication system in which the participants
listen to the voice and respond immediately sitting at different places. People may listen to
the voice through radio or television and put their queries by using telephone.
Video-conferencing - Besides listening to the voice, the participants of the conference can
also see the picture of each other while talking themselves. This is called video-conferencing.
There are two different types of video conferencing process.
be called as the means of communication. In face-to-face contact we use different
parts of our body or we directly talk to others while communicating our message.
Where face-to-face communication is not possible, we take the help of some other
means through which we usually convey our messages. For example, we may use
letters to convey written messages; talk to others over telephones; send telegrams and
use various other modern machines like computers, fax machine, etc. to communicate our
messages. The means to be used in our communication process depend upon the purpose
of communication. For example, to send any urgent message we generally use telephone;
for any important matter for which a written document is required, we use letter, telegram,
fax, etc. Now-a-days modern technology has given us a wide option to choose the means
according to our requirement and liking. Let us discuss some of the important means of
communication commonly used in business.
Letters:
Letters are a written form of communication. These can be sent or received by individuals
or organisations. Written messages in the form of letters can be delivered to the receivers
through special messenger, post offices or private couriers. This method is mostly used
where face-to-face communication is difficult or other means are not easily available. It
helps in keeping a record of the communication. The cost involved is low in this means of
communication.
Telegram:
It is also a form of written communication by which messages can be sent quickly to distant
places. It is generally used when there is an urgency of communicating any important message.
It transmits message much faster than ordinary postal mail. This facility is available in all
telegraph offices, where on payment of specific fee, we send our message. Charges are
payable on the basis of number of words used in writing the message including the address
of the receiver and sender’s name. Hence, telegraphic messages are written in brief.
Telegrams can be sent as ordinary or express. Express telegrams travel faster than ordinary
telegram, for which extra charge is to be paid. To send telegrams to foreign countries
cablegrams are used. Telegrams can also be sent by using telephone, which is called as
phonogram. Here by ringing up the telegraph office through a telephone, the message can
be recorded and later the telegraph office transmits the message to the receiver.
Phones:
Telephone is a very popular form of oral communication. It is widely used for internal and
external business communications. Long distance communication is facilitated by STD
(Subscriber Trunk Dialing) while international communication can be made through ISD
(International Subscriber Dialing) facilities. Both government and private agencies provide
telecom services. Telephone is mostly preferred as it helps in establishing instant
communication.
In business firms as well as government and private offices automatic switchboards known
as private automatic branch exchange (PABX) are installed to facilitate internal as well as
external communication.
Now-a-days mobile phones are very popular as they give an access to the receiver at any
time, anywhere. This is an improvement over the fixed line telephone. It possesses many
modern features like Short Messaging Services (SMS), Multi Media Messaging Services
(MMS) etc., by using which written messages can be sent to the receivers. Both private as
well as government organizations provide this services. MTNL. BSNL, Airtel, Idea, Hutch,
Reliance and Tata are the leading mobile service provider in our country.
Telex:
Telex provides a means of printed communication using teleprinter. Teleprinters consist of
machines installed at different places which are connected to a central exchange through
cable. In each machine a standard keyboard is fitted. Any message typed by using those
keyboards at one end is automatically typed at the other end. Hence instant transmission is
possible.
Fax:
Fax or facsimile is an electronic device that enables instant transmission of any matter, which
may be handwritten or printed like letters, diagrams, graphs, sketches, etc. By using telephone
lines this machine sends the exact copy of the document to another fax machine at the
receiving end. For sending any message the documents on which message, diagram or
drawing is typed or drawn has to be put in the fax machine and the fax number (a telephone
number) of the other party has to be dialed. Then the fax machine at the receiving end will instantly produce the replica of the matter. This is the most commonly used means of written
communication in business. The main advantages of Fax system are easy operation, instant
transmission of handwritten or printed matters over any distance, simultaneous transmission
to two or more receivers, etc. The machine also records each transaction of communication.
The only limitation is that fax machines accept document upto a standard size. Again, as a
usual practice, a copy of the same document is sent to the receiver through post for their
record. The receiver at the other end also makes a photocopy of the document immediately
after receiving the message through fax machine, because there may be chances that the ink
used by the machine may fade away after some time.
E-mail:
Electronic mail, popularly known as e-mail is a modern means of communication. The system
makes use of electronic methods of transmitting and receiving information. In this case
individuals, through the internet, open an e-mail account in their name from any ISP (Internet
Service Provider). Then letters, messages, pictures or sounds can be sent through their
computer to the e-mail accounts of other individuals. Whenever the other person will access
his e-mail account he receives the message. The information is communicated audio visually
and the process is extremely fast. This method is gaining popularity with increased use of
internet among the users.
Voice Mail:
It is a computer-based system for receiving and responding to incoming telephone calls. It
records and stores telephone messages through computer memory. The caller can get the
required information by dialing the voice mail number and then following the instructions of
the computer. The individuals can also record their messages through voice mail. The receivers
at their own convenience can get the message from the machines and take action accordingly.
You can get information regarding admission, examination and result of NIOS through an
interactive Voice Mail System, which has been installed at its headquarters at New Delhi.
You can dial any of the two telephone numbers, 011-26291054 or 011-26291075 to get
information from the voice mail.
Pager:
This is an instrument which can be used to receive any short messages from the sender at
any time. Within a limited area if any body wants to send any message to a person who does
not have any fixed work place or he/she is in motion, then the message can be sent through
pager. The sender dials a telephone number and gives his message orally to the company
operating the pager service. This message is transmitted by the company to the person
possessing the pager. The message travels through air in the form of electronic signal, which
is converted into written message through pager. By reading that message the receiver will
take action immediately. It is a system of one-way communication, which means, the receiver
can only receive the message but cannot send any message through this machine.
Teleconferencing:
Conference generally refers to a meeting of people for consultation or discussion regarding any common issues. Here people sit together and interact face to face with each other. But,
teleconferencing is a system through which people interact with each other without physically
sitting in front of others. People can hear the voice and see the picture of others and also
respond to their queries even if sitting in different countries. It requires the use of modern
electronic devices like telephone, computers, television etc. For every teleconferencing a
central controlling unit is required that facilitate the entire process of communication.
There are two different types of teleconferencing, one, audio-conferencing and other, videoconferencing.
Let us know more about them.
Audio-conferencing - It is a two-way audio communication system in which the participants
listen to the voice and respond immediately sitting at different places. People may listen to
the voice through radio or television and put their queries by using telephone.
Video-conferencing - Besides listening to the voice, the participants of the conference can
also see the picture of each other while talking themselves. This is called video-conferencing.
There are two different types of video conferencing process.
One-way video and two-way audio: In this system, the participants can listen to the
voice and see the picture of the persons sitting at the studio. The audience maintains a
contact with the studio through telephone and the persons at the studio listen to the
voice of the participants.
Both way audio and video: Here participants at both the end i.e., studio as well as
audience end, are able to listen to the voice and see the picture of each other while
talking amongst themselves.
audience end, are able to listen to the voice and see the picture of each other while
talking amongst themselves.