Communication

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Communication

• Definition
• The exchange of information among people or
  organisations
• Importance
• Exchange info. Between people or firms
• Exchange ideas between people
• Understand peoples responses
• Negotiate with trading partners
• Give instructions to employees in a firm
• Make business decisions

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Types elements of Communication

• Types
• Oral
• Written
• Electronic
• Elements
• Transmitter the person who sends the message
• The message a question/piece of information
• Medium the method used
• Receiver the person to whom the message is sent

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Postal services

• Letter post
• Inland mails
• Letters, postcards and printed matters sent out
  within HK
• Overseas mails
• Include air mail, surface mail, bulk air mail and
  aerogrammes sent to other countries
• Charges depend on the destinations to be sent to
• Speedpost
• Parcels or letters given priority in delivery
• Delivery guaranteed within one or two days

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Postal services

• Parcel Post
• Items of less than 10 kg are accepted
• Express mail
• The mail will be delivered when a fee is paid
• Franking machines
• Stamp letters and record the number of letters
  for posting
• Payment is made by calculating the no of letters
  posted
• Useful for businesses which post a lot of mail at
  one time
• Postfax
• Facsimile transmission between HK and other
  foreign countries

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Postal services

• Insurance
• Senders insure against loss and damage of the
  expensive mails
• Provide to senders who send overseas mails only
• Business reply service
• Firms obtain licenses to use the service by
  paying a fee
• Receives can reply by using the reply envelopes
  without paying any postage

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• Registration
• Useful for senders who want to have an evidence
  of the mail which has been sent and received
• Compensation is available if the mail is lost or
  damaged during transportation
• Private post office boxes
• Boxes are rented for a period with a fee payable
  to the Post Office
• Useful for firms which do not wish to disclose
  their addresses to the public
• Remittance
• Provide postal and money orders for people who
  transfer money between countries

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Postal mail

• Permit mail
• Sends items of identical size, shape and weight
  to many receivers (gt500), it can ask for
  discounted rate.
• A Postage Paid design is imprinted
• Bulk mail service
• Large quantity of mail is to be sent to a certain
  territory, get discount for each kilogram of the
  mail. (gt500)

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Pros and Cons for Postal Service

• Advantages
• Convenient PO boxes are available throughout HK
• reliable lost of letters rarely happens
• Flexible variety of facilities are provided and
  people can have a wider choice of communication
  means
• Disadvantages
• Relatively slower compared to that of other forms
  of communication
• Longer time n delivery need to pick up and sent
  out services by a post office or a post office
  box.

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Telecommunications

• Telecommunications Authority (TA)
• A statutory body regulates our local
  telecommunication industries
• Office of the Telecommunication Authority (OFTA)
• Telecommunication and Telephone Ordinance
• Telephone
• Fixed Telecommunication Network Service (FTNS)
• Mobile (cellular) telephones

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Telephone services

• Local telephone services
• Free of charge per call after a fixed rent is
  paid
• International telephone services
• People can communicate with their friends or
  relative in other countries
• Businessmen can directly get in tough with
  overseas clients through the IDD service whenever
  necessary
• IDD / Station-to-station / Person-to-person /
• Collect calls / calling card

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• Mobile (cellular)telephones
• All mobile phones are connected to a high
  frequency radio network and then connected to the
  normal telephone network
• Calls made are charged on each time basis
• Advantages Convenient and two-way communication
• Disadvantage expensive
• Pager
• Public radio-paging service provided by a central
  control centre and display in alphanumeric types.
  

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Payphones

• Duet Cardphone
• Stored value cards issued by various telephone co
• Creditcard phone
• Payment is made by using credit card
• Conference calls
• People use the telephone which is linked up and
  conversations can be done at the same time
• Calling card
• Businessmen find it convenient to make
  international calls to HK from other overseas
  countries information services
• Cashphones
• The money is shared between the telephone company
  and the retail outlet owners

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• Infoline
• Provides a lot of info
• Directories
• The residential directory provides alphabetical
  lists of subscribers telephone numbers and
  addresses.

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Pros and Cons for Telecommunication services

• Advantages
• Provide an immediate form of communication to
  people and firms
• A variety of services are available
• Convenient public telephones are available
  throughout HK
• Cheap local calls are free after a fixed rate is
  paid
• Disadvantages
• Written record of the message is not available
• Long international calls are expensive
• Misunderstanding may occur

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Facsimile Transmission

• A system by which a document is copied and sent
  to a receivers fax machine through a telephone
  line
• The receivers fax machine turns it
  electronically into a code and an exact copy of
  document is immediately made
• Types
• Multifax / surefax / infofax / callfax / homefax

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Advantages for Fax

• Usually immediate (Fast)
• Cheap as the cost is the same as a phone call.
• Operation is almost automatic and simple
• Both sender and receiver have copies of what is
  sent, misunderstandings are less likely.
• Photos, diagrams and written material can be
  sent. (Accurate)

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Disadvantages for Fax

• Fax lines are too busy and messages may be
  delayed and cannot be sent.
• Faxed materials do not have legal status
• Receiver does not have the right to reject an
  incoming transmission and unwanted messages (Junk
  fax)
• Not convenient fro sending confidential items.