Communication concepts and principles

Communication is key in all aspects of business. It provides potential clients and customers with contact information, business information and much more.

Businesses receive information daily through a variety of sources. We listen to the radio, watch television, and read magazines for both information and entertainment. Businesses use communication technologies when they advertise to sell us products and services.

Specific tools that can be used for communication include telephones, pagers and facsimile machines. The telephone is perhaps the most important vehicle of communication as it is used for both incoming and outgoing contact.

Most businesses start with at least one line that is unique to the business. This line usually has the capability to take messages in case it is not answered personally.

In addition, the wireless telephone is getting to the point of being a requirement. With a wireless telephone, a person can always be reached.

There are many varieties of pagers: those that only receive numeric messages; those that provide both voice and text capabilities; those that have two-way messaging; and those that have the capability of receiving and sometimes even sending email.

There are a variety of facsimile machines that are suited to individual businesses' needs. There are simple fax machines and "all in one" models that not only fax but also print and scan. Fax messages are usually captured as images and transmitted via telephone lines using fax machines. It has become one of the most commonly used communication tools in business, industry and even the personal environment.

A computer is considered a must-have for all businesses and typically come in three models - desktops, laptops and handhelds. The desktop is the most common type and is set up to operate in the office. It usually includes a basic processing unit, a monitor, a modem, a CD drive, a floppy disk drive and a printer. A laptop computer is portable. A single unit will contain a combination of the capabilities shown for the desktop. It usually does not include a printer. Handheld computers, or Personal Digital Assistants (PDA), are becoming increasingly popular. These units give their owners the ability to synchronize key organizational elements with their computers.

Businesses use computers to connect with their customers and suppliers in the outside world, to record transactions, keep mailing lists, track inventory and supplies, maintain shipping schedules and billing information, to track clients, correspond with customers, and do other key jobs.

The Internet has become a very important business tool and can be used at a basic level for email and for research and it can be used at a more comprehensive level as a channel for selling products and services.