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3
“Anytime we have new forms of
communication, it changes behavior
whether it is political or business or any
type of behavior. Radio and TV did that.
The PC will be classed as big or bigger
an advancement in communications
than those devices were.”
― Bill Gates, American entrepreneur
and computer innovator
Using Technology to
Communicate
After completing the chapter, you will be able to:
• Describe how computers can be a communication
tool for everyone.
• Compare various methods of conducting a remote
meeting.
• Explain how to overcome barriers to communication
in remote meetings.
• Describe how social media can be used as a means of
communication.
(continued)
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• Identify ways in which to overcome barriers to
communication associated with social media.
• List established technology that can be used for
communication.
• Describe how wireless technology is used for
communication.
• Identify security issues related to using technology to
communicate.
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Permission granted to reproduce for educational use only.
Communicating
Using Computers
• Technology advances communication capabilities.
– Translation software converts messages from one
language to another.
– Speech-recognition software allows the user to record
spoken words in a document.
– Alternative input devices are available for people
with visual, physical, and cognitive disabilities to
make communication possible.
– Video translators make sign language available by
keying in a word so the hearing impaired person can
view the sign language on the video translator.
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Permission granted to reproduce for educational use only.
Communicating
Using Computers
• Terms to know
– Downloading is the process of saving files from a
Web site or file transfer protocol (FTP) site.
– Uploading is the process of saving files to a Web or
FTP site.
– Compressed files must be decompressed using
extraction utility software to access the data they
contain.
– Self-extracting compressed files can be
decompressed by simply double-clicking on the file.
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Permission granted to reproduce for educational use only.
Communicating
Using Computers
• Terms to know
– Shareware is software that can be installed and used,
then purchased if you decide to continue using it.
– Freeware is fully functional software that can be used
forever without purchasing it.
– For-purchase software is software you must buy to
use.
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Permission granted to reproduce for educational use only.
Communicating
Using Computers
• Personal Computers (PCs)
– Smaller than mainframe
computers.
– Includes desktops, laptops,
tablet PCs, netbooks, and iPads.
• Peripherals
– Input and output devices
connected to the computer.
– Can be wired or wireless.
– Includes scanners, printers,
keyboards, and mice.
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Permission granted to reproduce for educational use only.
Communicating
Using Computers
• Storage Devices
– Allow data to be saved and organized
using file management techniques.
– Includes hard drives, external hard
drives, CDs/DVDs, and flash drives.
• Software
– Makes the computer work.
– Includes operating system,
application (word
processing, databases, etc.),
utility (virus protection), and
compression software.
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Permission granted to reproduce for educational use only.
1. What does speech-recognition software allow?
Answer: allows the user to record spoken words in a
document and to enter computer commands
2. What is the difference between downloading
and uploading?
Answer: downloading is the process of saving files
from a Web site or file transfer protocol (FTP) site, while
uploading is the reverse, saving files to a Web or FTP
site
(continued)
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Permission granted to reproduce for educational use only.
3. What is the difference between shareware,
freeware, and for-purchase software?
Answer: shareware is software that can be installed
and used, then purchased if you decide to continue
using it; freeware is fully functional software that can be
used forever without purchasing it; for-purchase
software is software you must buy to use, although you
can often download a timed or limited-use demo
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Permission granted to reproduce for educational use only.
Communicating in
Remote Meetings
• Web 2.0 allows users to collaborate and interact
with each other on the World Wide Web.
• The Internet enables teams to conduct remote
meetings at any time without the constraints of
travel expense and the need for a physical office.
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Permission granted to reproduce for educational use only.
Communicating in
Remote Meetings
• Instant messaging (IM) and text messaging
• most basic type of remote meeting
• participants key and send responses
• no talking or using video
• Teleconferencing or conference calling
• verbal communication with three or more people on a
telephone call
• no video
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Permission granted to reproduce for educational use only.
Communicating in
Remote Meetings
• Podcast is a series of digital media files, released at
regular intervals, that contain information related to
a specific topic.
– files may be audio or video
– can be retrieved by a user at their convenience
• Web seminars are similar to teleconferencing, but
includes video display.
• Online meetings allow participants to collaborate
on documents being presented.
• participants control the computer
• can contribute and change presentation in real time
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Permission granted to reproduce for educational use only.
Communicating in
Remote Meetings
• Videoconferencing
– allows people in
different locations to
talk to and see each
other
– need an Internet
connection, a computer
with a Web camera,
and communication
software
Shutterstock
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Communicating in
Remote Meetings
• Virtual whiteboard
– uses a Web application
– allows participation in a meeting and use of the
whiteboard
– need a computer, Internet connection, and the Webbased application
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Permission granted to reproduce for educational use only.
1. What is Web 2.0?
Answer: a term associated with technology that allows
users to collaborate and interact with each other on the
World Wide Web.
2. How is a remote meeting conducted using
instant messaging or texting?
Answer: by keying and sending responses, rather than
talking or using video
(continued)
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Permission granted to reproduce for educational use only.
3. What is the difference between a podcast and a
Web seminar?
Answer: a podcast is a series of digital media files,
released at regular intervals, that contain information
related to a specific topic; web seminars are similar to
teleconferencing, but with the added element of a video
display
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Permission granted to reproduce for educational use only.
Overcoming Communication
Barriers of Remote Meetings
• Be aware of
–
–
–
–
lack of attention
lack of eye contact and body language
transmission delays
technology glitches
Shutterstock
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1. List four barriers to communication in a remote
meeting.
Answer: lack of attention, lack of eye contact and body
language, transmission delays, technology glitches
2. How can the lack of eye contact and body
language in a remote meeting be overcome?
Answer:
through clear verbal communication
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Permission granted to reproduce for educational use only.
Communicating
Using Social Media
• Social media is an Internet-based tool that allows
users to share information within a group.
– sites may be password protected
– members may be approved by owners of the site
before being accepted
– some sites are open for anyone to use
•
•
•
•
Web logs (blogs)
Social bookmarking
Social networking
Professional networking
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Permission granted to reproduce for educational use only.
Communicating
Using Social Media
• Web logs, or blogs
– provide information or news about subjects that the
owner of the site chooses to share
– users do not need a password to access
– blogs can be used as personal diaries to share
information with friends
– blogs can be used by business to share information
with customers or potential customers
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Permission granted to reproduce for educational use only.
Communicating
Using Social Media
• Social bookmarking is a method of saving
bookmarks to a public Web site so others may have
access to them.
– May add keywords or metadata so the user can read
description of the bookmark before opening it
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Permission granted to reproduce for educational use only.
Communicating
Using Social Media
• Social networking sites allow users to share
information for the purpose of building
relationships within their individual networks.
–
–
–
–
include Facebook, Twitter, MySpace, YouTube, Flickr
password protected
usually includes personal profiles of users
use caution when posting personal information that
you would not want someone outside of your
network to have
– employers may use social networking sites to
research potential candidates and universities may
use these sites to screen applicants
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Permission granted to reproduce for educational use only.
Communicating
Using Social Media
• Professional networking sites
– similar to social networking sites in their setup and
operation
– used for professionals seeking to expand their career
networks
– popular professional networking sites is LinkedIn
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Permission granted to reproduce for educational use only.
1. What is a blog?
Answer: a Web site maintained by an individual who
posts topics or opinions
2. How does a social networking site differ from a
professional networking site?
Answer: social networking sites are Web sites that
allow users to share information for the purpose of
building relationships; professional networking sites are
similar, but are used for professionals seeking to expand
their career networks
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Permission granted to reproduce for educational use only.
Overcoming Communication
Barriers of Social Media
• Be aware of blogs.
• difficult to manage the story being recorded
• negative information can be posted about an
individual or business without recourse to set the
record straight
• prevent negative information by setting up a review
process for posts by users
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Permission granted to reproduce for educational use only.
Overcoming Communication
Barriers of Social Media
• Be aware of social and professional networking sites
– can be shared with others without your permission,
including potential employers or business associates
– personal information should never be posted on a
social network that is used for business
– employers use these sites to gain information about
potential employees
– know with whom you are sharing information
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Permission granted to reproduce for educational use only.
1. How can the barriers to communication be
overcome on a blog?
Answer: by setting up a blog with a review process for
posts by users
2. How can the barriers to communication be
overcome on a social networking site?
Answer: by only posting information that is related to
the business
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Permission granted to reproduce for educational use only.
Communicating Using
Established Technology
• Cell phones
– basic telephones that
allowed the user to move
around and communicate
without a landline
– smartphones on which
you can check e-mail,
surf the Web, take
pictures, and talk on the
phone.
Shutterstock
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Permission granted to reproduce for educational use only.
Communicating Using
Established Technology
• Voice mail—readily available with any landline or
cell phone subscription
– business voice mail greeting
• use a professional message that states your name
• directions for leaving a message
• other details a customer or colleague may need to know
– personal voice mail greeting
• keep message brief
• be professional
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Permission granted to reproduce for educational use only.
Communicating Using
Established Technology
• Pagers—devices that let the user know there is a
message waiting
– used where cell phones cannot get service
– used where cell phones are banned
– used in some hospitals where cell phones may
interfere with the operation of some medical
equipment
– used by restaurants
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Permission granted to reproduce for educational use only.
1. List three things that can be done with a
smartphone.
Answer: check e-mail, surf the Web, take pictures, talk
on the phone
2. What is voice mail?
Answer: records voice messages when somebody is
not available to answer the telephone
3. Give two examples of how pagers may still be in
use today.
Answer:
hospitals and restaurants
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Permission granted to reproduce for educational use only.
Communicating Using
Wireless Technology
• Wireless technology is used to connect devices
without the use of lines, cables, or other type of
physical connection.
– Voice over Internet Protocol (VoIP or Voice over
IP) allows voice and digital media communication
Internet protocols.
– Wireless personal area network (WPAN) connects
devices in a small workspace. (Bluetooth provides
wireless connection between smartphone headset
or earpiece)
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Permission granted to reproduce for educational use only.
Communicating Using
Wireless Technology
– Wireless local area network (WLAN) connects
devices in a defined area, using radio technology.
(in a building, a WLAN can provide wireless
connections between computers and printers)
– Wireless wide area network (WWAN) uses cell
phone technology to connect devices throughout a
geographic area. (a WWAN can connect a laptop
and Internet provider in locations where the
cellular telecommunication network provides
coverage)
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Permission granted to reproduce for educational use only.
Communicating Using
Wireless Technology
• With virtual communication processes, colleagues
are able to meet, collaborate, and share information
anytime, anywhere.
– Intranet sites allow members of an organization to
share files and other information without going
outside of the local network.
– Extranet sites allow customer to check on orders and
other services and are often password protected.
– Remote meetings are used by teams within an
organization and to communicate with customers.
Examples include instant messaging, text messaging,
podcasts, web seminars, and video conferencing.
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Permission granted to reproduce for educational use only.
Communicating Using
Wireless Technology
– Wikis are Web sites that contain information about
an organization or subject and that can be edited by
anyone accessing the site. The Web site Wikipedia is
good example of a wiki.
– Web sites can be used as marketing, sales, and
customer service tools. Web pages and podcasts are
used by companies, museums, and schools to
provide information and services and to connect
with users.
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Permission granted to reproduce for educational use only.
1. How does a wireless personal area network
differ from a wireless local area network?
Answer: a wireless personal area network (WPAN)
connects devices in a given, relatively small workspace;
a wireless local area network (WLAN) connects devices
in a defined area, which is larger than the area covered
by a WPAN, using radio technology
(continued)
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Permission granted to reproduce for educational use only.
2. How does a wireless local area network differ
from a wireless wide area network?
Answer: a wireless local area network (WLAN)
connects devices in a defined area using radio
technology; a wireless wide area network (WWAN) uses
cellular telephone technology to connect devices
throughout a geographic area
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Permission granted to reproduce for educational use only.
Security Issues When Using
Technology to Communicate
• Data Security—maintaining security over any data
that is transmitted
– viruses
• malware intended to damage, destroy, or steal data on
a computer system
• antivirus programs prevent malware from infecting
computer systems
– identity theft: a form of fraud when somebody takes
your personal information and pretends to be you
• protect identity when communicating on the Internet or
through other digital means
• when entering personal information on Web sites,
make sure the site is secure
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Permission granted to reproduce for educational use only.
1. What is malware?
Answer: a program intended to damage, destroy, or
steal the data on a computer system
2. What is identity theft?
Answer: a form of fraud when somebody takes your
personal information and pretends to be you in order to
make credit card purchases, withdraw funds from your
accounts, or obtain other benefits to which you are
entitled
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Permission granted to reproduce for educational use only.
• Computers are an essential part of business
and everyday life.
• Instant messaging and text messaging are used
for a most basic form of remote meeting.
• Barriers: lack of attention, lack of eye contact
and body language, transmission delays, and
technology glitches.
• A blog with a review process for posts is a way
to manage the story being recorded.
• Do not overlook using established technology
for communication.
© Goodheart-Willcox Co., Inc.
Permission granted to reproduce for educational use only.
• Wireless technology connects devices without
the use of physical connections.
• Companies must be aware of the security of
data transmitted during communication.
© Goodheart-Willcox Co., Inc.
Permission granted to reproduce for educational use only.