Impact of technology is visible in business communication in organizations. Internet technologies have reduced the cost of domestic and international communication.
Overall, technology’s impact on business communication is overwhelmingly positive. By embracing its potential while addressing the challenges, businesses can unlock new levels of efficiency, collaboration, and customer engagement.
How has Information and Communication Technologies (ICT) impacted the way business organizations communicate?
Examples of ICT-based communication systems
It is important to note that the impact of technology is constantly evolving, so staying informed about emerging trends and adapting communication strategies accordingly is key to thriving in the modern business landscape.
- Facsimile. Facsimile, or fax, is quick and convenient, but needs fax paper and ink cartridges. It is becoming less popular due to cheaper and more convenient alternative.
- Voice messaging & Text messaging. Messaging is used by managers and employees who are on the go, such as real estate agents, sales representatives, insurance brokers, teleworkers and those traveling abroad for business. Message exchanges can be more difficult to conduct due to time zone differences, the over-reliance on technology, etc. Large meetings involving many people from numerous locations may have a slightly different ‘feel’. An added advantage over ordinary face-to-face meetings is that recordings can be made for future reference.
- E-Mail. Electronic mail is the process of using computer Wide-Area Networks (WAN) as a mailing system. Data is electronically transmitted from one computer device to another. The widespread use of mobile devices such as smartphones and tablet computers has cemented the use of E-Mail for communication in businesses. It is a fast method of communication because all the data (text, graphs, charts and images) are already in electronic form. Data can also be transmitted to many different recipients at the same time. But, set up cost can be high and might not be secure.
- Mobile devices. The traditional telephone is still immensely popular as a means of communication in organizations, but smartphones and tablet devices such as the iPad are becoming ever more popular for business use. However, international calls can be expensive. Also, the set-up costs can be high, such as the purchase of equipment and the maintenance. There is also the ongoing cost of using an Internet service provider. Data transmission is not always secure as it can be hacked into.
- Videoconferencing. Technological progress, such as Wi-Fi and digital camera technology, has also further popularized the use of mobile devices as a form of information communication technology. Videoconferencing is an efficient way to host web meetings to bring people together cutting travel time and costs. Videoconferencing uses a combination of telephone, computer and video technology. It allows meetings to take place when staff are in different locations to talk to each other and see each other as they are being filmed (rather similar to an online conversation using a webcam), thereby cutting out travel time and costs. More and more multinational companies are using this method for interviewing overseas recruits. Also, computer systems and networks can fail, or crash, causing communication failure.
- Intranet. A company intranet can be a powerful tool for business communication, offering a secure and centralized platform for your employees to connect, collaborate and access vital information.
Positive impact of technology on business communication
What are the positive impacts of Information and Communication Technologies (ICT) on business communication?
- Speed and efficiency. E-Mail, instant messaging and videoconferencing allow for real-time communication across geographies, significantly speeding up response times and decision-making.
- Enhanced collaboration. Cloud-based tools and project management platforms enable seamless collaboration among teams, even remotely, increasing productivity and innovation.
- Global reach. Technology opens doors to new markets and partnerships, facilitating communication with international clients and vendors.
- Improved customer service. Online support channels, chatbots, and social media enable businesses to interact with customers in real-time, enhancing customer satisfaction and loyalty.
- Data-driven insights. Communication tools now generate vast amounts of data, which businesses can analyze to understand customer behavior, optimize communication strategies, and make informed decisions.
Negative impact of technology on business communication
What are the negative impacts of Information and Communication Technologies (ICT) on business communication?
- Information overload. The abundance of communication channels can lead to information overload and decreased focus. Maintaining clear communication channels and effective information management is crucial.
- Cybersecurity concerns. Increased reliance on technology exposes businesses to new cybersecurity threats. Secure platforms, data encryption, and employee training are essential for mitigating these risks.
- Depersonalization. While technology streamlines communication, it can also lead to depersonalization and miscommunication. Businesses need to strike a balance between efficiency and building strong personal connections.
- Digital divide. Access to technology may vary across demographics and locations, potentially creating a digital divide. Businesses should ensure inclusiveness and bridge the gap through accessible tools and training.
Things to consider when using technology for business communicate
Information and Communication Technologies (ICT) require staff to be trained, and the young are usually much more proficient in their use than older employees.
They reduce social contact and can create a sense of isolation and an important social need may go unsatisfied. Staff may use company time to send personal messages.
Information and Communication Technologies (ICT) might face security issues with computer technology and hard copies of important messages are often kept in case of a virus.
There is increasing evidence that IT can lead to information overload as a result of the speed and low usage cost of these methods can cause stress and feeling of overwork.
In short, when it comes to using technology for business communication, strategic planners need to consider the communication problems that can still occur on an international level where language and culture can present barriers to effective strategic implementation.
