Computer-Supported Cooperative Work - Term Paper Example

?Running head: Business Communication and ICT Business Communication and ICT Insert Insert Grade Insert 11 April Question 1: Business Communication Introduction Non-verbal communication plays an important role in communication through strengthening and enhancement of the intended message and information. Oral communication is always subject to misinterpretation and misunderstanding and therefore needs some of enhancement and strengthening with regards to its accuracy and sender to recipient barriers. Nonverbal communication basically seeks to clarify and add depth to the verbal message through an expression of emotions. More so, non-verbal communication enhances ideas and concepts of verbal communication through the application of gestures, body language, tone of voice, and facial expression among other aspects such as symbols, pictures, and icons. However, non-verbal communication relies on personal presentation, audience awareness, and body language. Types of Non-Verbal Communication Non-verbal communications include the haptics, artifacts, and kinesics, which have been used to enhance verbal communications from an individual level to business dealings (Wood, 2010). Haptics is the physical communication that is meant to communicate particular information at a personal level with specific aspects of the body. Physical communication includes the use of aspects such as facial expression, body movements, and gestures that often accompany verbal communication. Haptics is often evident in the social scene where more intimate and close relationships and communications are established. The distance between individuals conversing determines the level of haptics communications alongside cultural aspects regarding interpersonal norms (Wood, 2010, p.131).  Body posture in this case is the speaker’s body position, which may correspond with communication expectations and intention in a particular context. Physical communication often conveys symbolic messages with regards to the orator’s intentions and attitude concerning the message being communicated (Wood, 2010). Facial expressions on the other hand are dynamic features and sources of emotional communication that often communicate the speaker’s intentions, attitudes, and emotions. In addition, facial expression includes eye movement as a key aspect of facial behavior and displays with regards to eye contact frequency, stare, and glances. Glance, eye contact frequency, and stare may convey a wide range of information, emotions, and intentions of the speaker himself. This is in consideration of the fact that facial expressions vary continuously during oral communication, and they are therefore monitored and interpreted constantly by the message recipient (Wood, 2010). Artifacts are non-verbal forms of communication based on environmental, cultural, and social artifacts for message conveyance and understanding. The environment generally refers to the physical place where communication takes place while artifacts are environmental objects that provide some form of communication stimulus. The environment of communication and environmental stimulus are basically the concepts of nonverbal communication that affect the changes regarding how people communicate non-verbally. Appropriate non-verbal communication is dependent of the artifacts and the environment in which communication takes place, with regards to giving clues of non-verbal behavior. Environmental factors include aspects such as climate, which influences the non-verbal behavior of individuals and even native residents of a particular climate (Wood, 2011) Kinesics non-verbal communication on the other hand is the general body language interpretation and message conveyance. Kinesics non-verbal communication relates to movements of particular parts of the body or the body as a whole with respect to the gestures that individuals choose to put in place when conveying particular information. The manner in which the body is held generally constitutes posture and body gestures, which may communicate different kinds of messages. Examples such as open bodies that consume a lot of space may communicate dominance and comfort, while a body that is closed, and consumes limited space, communicates inferiority and fear. Copying gestures and postures of other people communicates trust, agreement, and conformity. Through gestures, kinesics non-verbal communication uses movement of arms and body to convey messages with regards to emblems, adaptors, regulators, and illustrators (Wood, 2011). Emblems directly replace verbal communication while illustrators shape verbal cues with regulators controlling its flow. Adaptors on the other hand are self-oriented and relieve tension resulting from verbal communication (Wood, 2011, p.126). Use of NVC in Business Non-verbal communication in the business and work environment goes a long way in assisting achievement of business targets and favorable work relations. Physical non-verbal communication relies on not only touching, but also posture such as, communication while standing side-to-side, which consequently shows cooperation among team members and employees in achieving goals. On the other hand, communication among employees in a face-to-face posture is not conducive for the work environment, since this may indicate competition. Non-verbal communication greatly enhances both desirable and non-desirable conditions for the work environment, and therefore, both employees and managers should be careful on the kind of messages they convey to their colleagues if desirable conditions are to prevail for attainment of goals. Businesses that engage in sales and marketing, for example, need to put into practice non-verbal communication to enhance their sales prospects through instilling confidence in their verbal communication. A sales person who would lightly touch a listener or prospective buyer on the forearm for just a few seconds when he or she is saying something important about the product is more likely to arouse a buyer’s interest and confidence in the product. The prospective buyer would psychologically feel more confident and relaxed with regards to making a purchase decisions. Through such non-verbal communication, sales individuals are able to make more sales and thus leading to business success. Kinesics non-verbal communication in business uses body language to achieve particular communication targets to both clients and work relations. Through non-verbal gestures, facial expression and postures, employees can be able to manifest a variety of mental, physical, and emotional states that are desirable for the task and functionalities assigned particular positions in the work environment. Non-verbal communications may contradict, emphasize, or support messages being conveyed, and thus it necessitates selection application of non-verbal cues to achieve the desired needs. Kinesics in sales uses face-to-face communication when selling to emphasize sale’s products key benefits and add emotions to sales pitch to drive a point home. Leaning forward towards the prospective buyer may also show that a seller is interested in what the buyer says and consequently, interested in the offer when the prospective buyer does the same. Question 2: Introduction Business organizations are currently using information communication technology to carry out their business communication in a manner that would create efficiency and enhance their competitive edge over other businesses. Information Communication Technology basically focuses on manipulation, storage, transmission, receiving, and retrieval of digital data using ICT devices that are ever dynamic. Communication in business is extremely important, since it entails sending messages to prospective customers, employees, and the general public, thus affecting operations and success in one way or another. Information is important for a business to develop and grow with regards to educating, instructing, and generally informing the key players on what is expected of their contribution towards achievement of business goals and objectives. Bilateral and downward business communication is the driving force behind business operations among other aspects of business. Information and Communication Technology Bilateral communication basically enables businesses to send and receive messages between individuals on the same positions within organizations, while downward communication implies sending messages from officials and executive members to subordinates. However, business communication encompasses both external and internal businesses where information is conveyed between individuals in an organization and those in the external environment and information conveyance within the business respectively. Information communication technology is used as a means to effective communications, which is necessary to give a sense of direction, understanding, and motivation among employees (Rizvi, 2005). Commonly used information communication technology include the electronic mail, the facsimile, and teleconferencing among other technologies that have continuously been improved and discovered to improve efficiency and effectiveness of communication. The electronic mail is used to receive and transmit digital information from one individual to another through the internet. Generally, electronic mail is an ideal and the most common technology used, thanks to its features where files and pictures can be attached and sent along with the electronic mail itself. Electronic mail requires one to have an email account provided by email providers such as Gmail and yahoo mail, although businesses and organizations may also have an inside service provider for setting up accounts for clients, employees, and other personnel (Rive, 2005, p.442). The Facsimile technology was also more common technology used by businesses before the introduction of electronic mail, although the electronic mail technology did not completely replace the facsimile. Facsimile technology is still considered as a viable technology for transaction of information among many organizations and businesses, considering that it is a safer means than the electronic mail. Generally, electronic mail is subject to hacking over the internet unlike a fax, which is sent through a telephone network. Information sent through a telephone network is conveyed through a phone line, after which, the information sent is picked up by receiving fax machine. However, fax machines may be digital, where transmission of messages is sent over a wireless connection digitally, and picked up by a recipient's fax machine (Rive, 2005). Telephone conferencing technology has been used by businesses and organizations to plug one party in a geographical location into another party in another location. Businesses and organizations use telephone conferences with respect to audio portions they have for participants to listen (Greif, 1988). Phone conferencing functions with audio sessions only, which allow listeners to participate through connection with telephone conference that is phoned, and participants have an option where they can call into the conference with a special number or code to bridge the call. Generally, teleconferencing can be enhanced with microphone and cameras to transform telephone audio into video conferencing. Teleconferencing has emerged as an inexpensive and strategic ICT business tool that is used to enhance conferences, irrespective of geographical locations of individuals. In addition, teleconferencing is used by businesses to interact with employees, business agencies and partners, and to organize meetings among individuals in dispersed geographical locations. The use of teleconferencing goes a long way in enhancing better employee productivity and corporate savings on long-term travel (Greif, 1988, p.192). Information and communication technology is evident in the fast-paced passed business world, which requires instantaneous exchange of data. The electronic mail has come in handy to the dynamic business environment through provision of convenient and speedy means of business communication through the virtual medium. Businesses’ operations such as banking services have widely benefited from real-time communication tools such as the electronic to carry out their day-to-day operations. However, banks have also been keen on security matters regarding highly confidential information, which may be compromised through communication over the internet. The electronic mails among other online transactions are subject to insecurity issues that are rampant over the World Wide Web. Therefore, the facsimile technology has come in handy to enhance conveyance of confidential information over the telephone network, which is safe unlike the internet. The electronic mail has been widely used by businesses, through the business link as a tool for marketing and sending catalogues, virtual newsletters, advertisement coupons, promotions, and sales notices. Business Links have served as cost effective electronic marketing tools where clients can easily forwards sales information to family and friends using the electronic mail (Rizvi, 2005). Teleconferencing services have been used by businesses to facilitate employee discussions and meetings from geographically dispersed locations and the headquarters where instructions and strategy decision are conveyed. Executive officers can make arrangements for quick strategy discussions and sessions from the relevant employee experience on the ground, and professional decision from the headquarters. The Human Resource departments have also been able to conduct interviews to employ new officials at cost-effective teleconferencing sessions. Conclusion Information communication technology has gone a long way in enabling businesses to achieve effective communication in keeping their employees, clients, and other stakeholders well informed for higher productivity. Through effective communication, organizations and businesses are able to motivate and satisfy employees in their roles and functions, as they are updated. Organizations have tendencies of achieving higher performance and productivity levels when information is communicated well, alongside attainment of a congruence of needs of employees and other participants. Reference List Greif, I., 1988. Computer-Supported Cooperative Work: A Book of Readings. Morgan Kaufmann. Rizvi, M.A., 2005. Effective Technical Communication. New Delhi: Tata McGraw-Hill Education. Wood, J.T., 2010. Communication in Our Lives. OH: Cengage Learning. Wood, J.T., 2011. Interpersonal Communication: Everyday Encounters. OH: Cengage Learning. Read More