UNIT 8 ICT and Communications

UNIT 8 ICT and Communications
House Style is a standard system for creating documents (letters, memos etc)

Why use it?
Ø Staff will find it easier to use a template for a variety of documents;
Ø Errors more easily detected as layout is standardised;

E-Commerce is buying and selling online (www.)

Advantages of E-Commerce

Ø Able to have a world-wide customer base.
Ø Can have 24 hour selling.
Ø Reduction of administrations costs of an organisation.
Ø Can give reductions on goods for e-commerce customers.

Provisions of the Data Protection Act:
· Data not held for longer than needed
· Only data needed for purpose should be kept
· Data must be up-to-date
· Data subjects have right to see info on request
· Data must be changed if incorrect

Intranet is an internal network of PCs

Advantages of Intranet
Ø Allow staff to access shared software applications
Ø Reduce purchasing costs of software
Ø Internal e-mail communication is possible
Ø Can control access to the internet

Contacting staff using ICT
Ø Pager
Ø Mobile phone (if they are out of office)
Ø Email (if not urgent!)

Videoconferencing
Advantages of videoconferencing
Ø Time is saved allowing employees to concentrate on normal working duties.
Ø Money is saved by reduced travelling and accommodation expenses
Ø Enables more people to ‘attend’ meetings.
Ø Recordings can be made (which can provide a record).

Disadvantages of videoconferencing
Ø If videoconferencing equipment has to be installed/hired, then it can be expensive.
Ø Problems can arise if technical difficulties are experienced.
Ø Difficult to organise due to international time zones.

E-Diary is an electronic diary

Why use it?
Ø Can set up alarms/alerts
Ø Recurring appointments can be set
Auto-Reply/Out of Office
Why use it?
Ø To be informed that the recipient is not available / on holiday.
Ø To be informed that the recipient is unable to deal with the enquiry at that time.

If work is being lost or crashing on PCs
Ø Establish a back-up system
Ø Have regular IT maintenance
If customers cannot buy 24/7 then:
Ø Introduce e-commerce
Ø Install a voicemail facility
Ø Or an answering machine
Databases is an electronic filing system

If you can't find something on a Database, use search/query of filter function

If a File is hard to locate, then ensure appropriate file names are being used

Advantages of Databases
Ø Can add/delete/edit records/fields
Ø Can be used to mail merge with WP
Ø Can save on storage space

A Spreadsheet is a program to help make calculations

Advantages of Spreadsheets
Ø Calculations are carried out automatically
Ø Formulae can be replicated
Ø Calculations can be carried out more accurately

Graphs and Charts are used to display information more interestingly

Finance and Sales Departments may use Spreadsheets to calculate staff wages or sales figures

Functions that are used are:
Replicate function

Hyperlink is a link that connects you to other websites

Backup is a stored copy of information