How Changes in Technology Influenced Business Communication - Coursework Example

Name Lecturer Task Date The last century has seen major advancements in many dimensions of the world. Among these changes are in the realm of information and communication technologies. Technological advancements have altered the way people communicate. It is important to note communication does not change but the means itself changes (Sheoran, 2012: 1). Change in means has not only affected communication among individuals but other fields such as those related to business operation. Communication plays a crucial role in many aspects of our society. In the same way, communication is also vital in business operation. Sheoran (2012: 1) argues that the concept of business communication ought not to be ignored and underrated because it is a life blood of any organization. It is a common thing to hear people discuss about some of the outcomes of technological advancements such as Smartphones, email accessibility and other business communication applications. Such discussions have resulted to debates among various scholars on how these technological changes have altered business communications globally. As a matter of fact, business communication is an integral part of organizational conduct enabling all the stakeholders to comprehend the nature of operation. At the same time, it can help an organization to put across information regarding their products and services to their customers. Sehgal (2009) highlights the fact that communication in business ought to be perceived as an act of bringing together all aspects; workers, clients, suppliers, public and other intermediaries. Therefore, business communication can help an organization both internally and externally. In this essay, I will present arguments on these major developments, their effects and challenges brought about by these developments. Arguments will be based on facts borrowed from various sources. As earlier stated, communication is an important aspect to modern day businesses. Krizan et al., (2010: 96) highlights the fact that communication has an effect on relationships with customers thus; emerging as an important concept in modern organizations. It is for this reason that organizations are adopting new technologies that can improve this relationship. A better relationship with clients will have a positive effect on the success of a company (Krizan et al., 2010: 96). Business communication has undergone development for the last one century to become more complex. Initially, communication involved use of simple techniques such as face to face communication. Despite gradual technological advancement in the last one century, major ones were seen in the final part of nineteenth century and the offset of twentieth century (Kushal, 2009: 71). It was during this period when telegraphs and telephones were invented. This aspect led to rapid development in information and communication technology. Many have perceived this gradual development as a transition from industrial to information age. The process of transition from industrial to information age is stepwise. The first stage of business communication was characterized by oral or face to face communication while the second stage was characterized by a variety of mediums alongside oral communication such as telegraphs, post, newspapers, telephone, television and radios (Kushal, 2009: 71). The current state of business communication is in its third stage of development. Third stage of development in business communication has reduced the world to a global village. It is characterized by use of techniques such as e-mails, mobile phones, voice mails and internet (Kushal, 2009: 72). Developments in computer technologies have had considerable effects on business communication. Therefore, communication and information technology are inseparable. This has resulted to what is currently referred to as information and communication technologies. In fact, Van den Hooff et al., (2005: 3) underscores the fact that the term information and communication technology is as a result of convergence of computer technology and telecommunication. With convergence of computer technology and telecommunication, the business environment has changed extensively. Current competition as a result of new companies coming up poses the need for organizations to improve their communication both internally and externally. This has been accelerated by the fact that there has been a rapid population increase. Despite the fact that new companies are being inaugurated, population of persons is growing at a faster rate than they are. Mass production is therefore a requirement for this case. Sheoran (2012: 1) highlights the fact that a well developed communication network necessitates mass production. It is quite undeniable that use of technology in communication by many organizations is the order of the day. Many organizations have transformed their operations from old manual forms to digital form. Business can be done anywhere on the globe with the help of a mobile phone. Mobile phone discovery has seen a tremendous growth to include more capabilities. Smartphones operating on Android and Windows platforms are the latest innovations in telecommunications. With such mobile phones, anyone can check and reply emails anywhere, group conference and reply text at the same time (Sheoran (2012: 1). Emerging technologies are introducing new techniques of performing tasks and collaboration, and new work locations (Krizan, 2007: 55). Means of communication has gradually changed from time immemorial. This has been attributed to scientific changes and innovations (Diringer, 1982). Earliest means of communication were cave painting, storytelling and drawing. The invention of paper paved way for other means of communication such as telegraph, telephone, radio, photography and televisions which were applicable in organizational environment. Other forms of communication that followed these were; cell phone, internet, social media and digital technology. Cell phone was invented in 1973 (Sheoran, 2012: 3) and since then, it has seen tremendous improvements to the present day smartphones. Internet was invented in 1967 and initially it was used by the military (Sheoran, 2012: 3). Cell phone, internet, social media and digital technology have had tremendous impacts on the business communication. Their effects on business communication vary to a great extent. The effects are both positive and negative. Currently, it is common to hear business persons talk of wireless and internet connection. Wireless and internet communication has had far reaching effects on business communication. The discovery of internet in 1967 paved way for wireless communication. Internet connection allows for transfer and of information and data from one individual to another (Sheoran, 2012: 3). Information is transferred from one person to another through electronic mails and websites. Currently, nearly all the offices have an internet connection. Initially, internet was mainly used in corporations for cooperation purposes. Since then, innovative ideas has made internet use to extend beyond office use. Currently, internet is being used for a range of reasons including interaction with clients, researching, advertising and, transacting and conducting business (Sheoran, 2012: 3; Gratton, 2003: 2). E-commerce has developed as a result of technological development in internet technology. With E-commerce, clients can research, make a comparison between products and finally make purchases at the comfort of home (Gratton, 2003: 2). As a result, it has not only affected the nature of businesses but also resulted to emergence of new businesses such as online marketing firms. Online marketing can be done with the help of various tools such as; banners, emails and pop-ups (Gratton, 2003: 3). In addition to these, new companies have emerged to store organizational data in the “cloud”. Therefore, it has created new business opportunities. Internet and wireless technology has therefore had tremendous effect on business communication. It is for this reason that internet use is increasing periodically. This has been bolstered by the fact that new mobile devices having internet capabilities are emerging. Social media is also changing the face of business communication especially in the realm of management of customer relationship. According to Sheoran (2012: 3), social media are special web pages that have been designed to include three unique facilities; easier access to other web pages, high interaction level between users and user generates all the content on the page. Blogging is a common social media program allowing users with no coding skills to design their websites. Social media has bolstered business development by acting as a “feedback loop” (Chaturvedi & Chaturvedi, 2011: 23). Social media can be used to change clients’ consideration to some extent by offering them what other clients have experienced after using a certain product. The effectiveness of social media in marketing is owed to the fact that many people believe in social messages as being genuine. They believe that users post their comments based on their past experience (Chaturvedi & Chaturvedi, 2011: 23). In addition to this, there are high chances that information will reach many people due to increased internet access. They are also a cheaper means of advertising for organizations. Newson et al., (2009: 13) argue that “Blogs being a social media platform are a great tool of communication within organizations”. Sheoran (2012: 3) posits that use of social media such as Facebook is the best way of attracting and retaining clients. It is for this reason that organizations are choosing to design interactive sites where customers can receive and provide information about their products. In the process, it builds good relationship between the company and its clients. Social media has therefore impacted on both internal and external business communication. Mobile devices have created room for business activities by blending and incorporating various technologies especially with the emergence of smartphones. This has been boosted by the fact that these technological gadgets have been designed to access high speed internet. With a mobile phone, a business person can access crucial services such as banking services, bill payments among other services (Sheoran, 2012: 3). In addition to this, mobile phones provide different modes of communication at the same time. For example, smartphones provide email services, message services and telephone services. The most effective mode can be chosen. This helps in avoiding delays as a result of one mode failing to work. Merrier, Logan & Williams (2007) argue that two modes of communication or rescheduling may deem necessary for emergency messages. In some countries such as Japan, use of mobile phones has extended to mobile wallet technology. In mobile wallet technology, cell phones are used to transmit information on the debit and credit cards to vending machines (Merrier, Logan & Williams, 2007: 55). Similarly, this technological advent has paved way for what has been termed as mobile banking. Many states are adopting this technology owing to the fact it is reliable and fast. The manner in which business is conducted has been altered to an extent where complete business transaction can be done at the comfort of a room. Needless to say, Bluetooth technology in the latest cell phones has greatly affected business communication in modern day organizations. Merrier, Logan & Williams, (2007) posit that Bluetooth technology in cell phones has allowed clients to manage emails, transfer information and download product codes. Currently, Email is becoming a major form of communication in organizations and it has replaced the earlier forms of business communication such as paper memos which were used within organizations and external letters. Emails are being used in the performance of important tasks such as giving instructions to employees, notifying employees of crucial events, making inquiries and confirming decisions (Guffey & Loewy, 2012: 107). As a matter of fact, “Email has become a standard form of communication and people are starting to agree on specific structure and usage rules” (Guffey & Loewy, 2012: 109). Email is taking over business communication because it has more advantages such as saving time and money, and instant feedback. The latest invention that has greatly impacted on business communication is cloud computing. As earlier stated, cloud computing in itself is a new form of business. Cloud computing is defined as systems software, hardware and applications delivered as services over the internet (Gillam, 2010). In cloud computing, data is stored in the ‘clouds’. A cloud is a group of servers and computers linked together to form a network and they are accessible to the public through the internet. Cloud computing has therefore provided a cheaper server options for small and medium scale organizations which would otherwise be unaffordable to them (Sheoran, 2012: 3). In addition to this, it has helped in reducing stumbling blocks of entry into the market for small and medium scale organizations. Emergence of new software programs provided by ‘cloud’ companies have also benefited small and medium scale organizations in terms of costs. Book reader technology is a perfect example of these programs. This program has been designed to use text-to-speech software to convert printed pages to audio format that can be played by cell phones or computers (Sheoran, 2012: 3). This has helped in reducing tasks for business persons who may have little time to access large volumes of documents. Sheoran (2012: 3) argues in spite of it being untested, its effects on business communication are quite significant. Despite the fact that internet has tremendously affected business communication positively, many have argued that it has come along with some challenges. It is a common thing to hear a person talk of information loss as a result of computer being infected by ‘viruses’ or being a victim of spam. Use of pop-ups screens has proved ineffective owing to the fact that many people have associated them with spam. Similarly, internet has paved way for ‘viruses’. Gratton (2003: 4) argues that online users close these pop-up screens because they appear when user is busy. Therefore, they are usually perceived by many as distracters. Additionally, e-business has been perceived to infringe on privacy issues of users. In conclusion, technological advancement has greatly impacted on business communication. Currently, business communication is fully dependent on technology. Business communication has been affected in various aspects such as speed, accessibility, access to the market, world partnerships and relational dynamics. In terms of speed, clients and employees can do nearly all business transactions through a cell phone. Communication is the backbone of an organization thus; dictating its success. The last few decades has seen significant changes in business communication resulting from technological development. Compared to the past, currently there are various options of communication means to choose from. These methods of communication are more efficient and fast compared to the old ones. Business communication is all about accuracy, speed and effectiveness especially when interacting with clients. Technological advancement has affected business communication both positively and negatively. Despite having both positive and negative effects, the positive effects outweigh negative effects. References Chaturvedi, P. D. & Chaturvedi, M. 2011. Business Communication: Concepts, Cases, and Applications (ed 2). New Delhi: Pearson Education India. Diringer, D. 1982. The Book before Printing: Ancient, Medieval and Gillam, L. (2010). Cloud Computing: Principles, Systems and Applications. New York: Springer. Guffey, M. E. & Loewy, D. 2012. Essentials of Business Communication (ed 9). New York: Cengage Learning. Krizan, A. C. 2007., Business Communication (ed 7). New York: Cengage Learning. Krizan, A. C., Merrier, P., Logan, J. & Williams, K. 2010. Business Communication (ed 8). New York: Cengage Learning. Kushal, S. J. 2009. Business Communication. New Delhi: FK Publications. Merrier, P., Logan, J. & Williams, K. 2007. Business Communication (ed 7). New York: Cengage Learning. Newson, A., Houghton, D. C. & Patten, J. 2009. Blogging and other social media: exploiting the technology and protecting the enterprise. Farnham: Gower Publishing Ltd. Oriental. New York: Courier Dover Publications. Sehgal., 2009. Business Communication. New Delhi: Excel Books India. Sheoran, J. 2012. Technological Advancement and Changing Paradigm of Organizational Communication. International Journal of Scientific and Research Publications, 2(12): 1- 6. Van den Hooff, B., Van de Wijngaert, L. & Bouwman, H. 2005. Information and Communication Technology in Organizations: Adoption, Implementation, Use and Effects. SAGE. Read More