INFORMATION TECHNOLOGY: it impacts all individuals in organization, from data entry clerk to decision making managers, through to top executives. These impacts range from setting new standards for communication on an organizational basis to dynamic changes which technological advances are having on the workforce. However, these often dramatic changes can cause a type of 'shock' to many workers; some how reject any kind of change, and other who are do not feel comfortable with the 'new wave' of technological advances
But the essential point remains: Technology is transforming innovation at its core, allowing companies to test new ideas at speeds and prices that were unimaginable even a decade ago. They can stick features on Web sites and tell within hours how customers respond. They can see results from in-store promotions, or efforts to boost process productivity, almost as quickly.
The result? Innovation initiatives that used to take months and megabucks to coordinate and launch can often be started in seconds for cents.
And that makes innovation, the lifeblood of growth, more efficient and cheaper. Companies are able to get a much better idea of how their customers behave and what they want. This gives new offerings and marketing efforts a better shot at success.
E-Mail:
E-mail (electronic mail) is the exchange of computer-stored messages by telecommunication. (Some publications spell it email; we prefer the currently more established spelling of e-mail.) E-mail messages are usually encoded in ASCII text. However, you can also send non-text files, such as graphic images and sound files, as attachments sent in binary streams. E-mail was one of the first uses of the Internet and is still the most popular use. A large percentage of the total traffic over the Internet is e-mail. E-mail can also be exchanged between online service provider users and in networks other than the Internet, both public and private.
E-mail can be distributed to lists of people as well as to individuals. A shared distribution list can be managed by using an e-mail reflector. Some mailing lists allow you to subscribe by sending a request to the mailing list administrator. A mailing list that is administered automatically is called a list server.
Using business email
More and more individuals are receiving more emails than they can digest and because it is physically more difficult to read on a computer screen, email writing is different from other styles of letter writing.
In business it is important that emails do not become so burdensome, that more time is spent answering email that doing work. Emails must be prioritized and accurate subject lines chosen. Skimming emails is common, so make sure that the major point in your email is handled first. Make a decision whether it is best to divide the email into multiple emails with different subject lines, because this is often easier and quirkier to reply to and also because many people will read one point in the email and totally miss another point.
How E-mail Works
Now that we have explained what e-mail is, lets take a look at how e-mail works. In simplest terms, e-mail travels across the Internet just as a conventional letter does through a our postal system. It makes several stops at different postal stations along its way, passing from one computer, known as a mail servers, across the Internet until it reaches the destination mail server. Once it arrives at the destination mail server, the e-mail message headers are looked at by a program, which determines the mailbox to deliver the message, much like a postmaster at the local postal station. The message is then moved to the electronic mail box for storage until the recipient retrieves it. Again, the entire process can take just seconds to accomplish, allowing you to more efficiently communicate with people or businesses around the world.
Understanding the Internet
The Internet is a vast network of servers and computers which are connected to one another via phone lines, microwave, satellites, etc. Servers are simply computers that store large amounts of information whose purpose is to “serve” the information they contain to other computers. The Internet has often been described as “The Information Superhighway.” Generally, smaller networks such as the systems found in schools and universities, hospitals, government offices and private business, etc., are all interconnected to form a larger network known as the Internet. The easiest, and by far the most popular, method to retrieve information is through the World Wide Web. In fact, the advent of the World Wide Web is directly responsible for explosive growth of the Internet and the people who access it because it is easy to use (user friendly). The World Wide Web is made up of information that is displayed as “Web pages” or html documents (html stands for hypertext markup language). Until now, it was very difficult to create html documents. The computer language used to make Web pages look graphical is too complicated for the average user to bother with. Luckily, new software called Web editors automatically write the html code while the user designs his/her Web page much like documents is created on word processors.
Email Etiquette
- Be informal, not sloppy. Your colleagues may use commonly accepted abbreviations in e-mail, but when communicating with external customers, everyone should follow standard writing protocol. Your e-mail message reflects you and your company, so traditional spelling, grammar, and punctuation rules apply.
- Keep messages brief and to the point. Just because your writing is grammatically correct does not mean that it has to be long. Nothing is more frustrating than wading through an e-mail message that is twice as long as necessary. Concentrate on one subject per message whenever possible.
- Use sentence case. USING ALL CAPITAL LETTERS LOOKS AS IF YOU'RE SHOUTING. Using all lowercase letters looks lazy. For emphasis, use asterisks or bold formatting to emphasize important words. Do not, however, use a lot of colors or graphics embedded in your message, because not everyone uses an e-mail program that can display them.
- Use the blind copy and courtesy copy appropriately. Don't use BCC to keep others from seeing who you copied; it shows confidence when you directly CC anyone receiving a copy. Do use BCC, however, when sending to a large distribution list, so recipients won't have to see a huge list of names. Be cautious with your use of CC; overuse simply clutters inboxes. Copy only people who are directly involved.
- Don't use e-mail as an excuse to avoid personal contact. Don't forget the value of face-to-face or even voice-to-voice communication. E-mail communication isn't appropriate when sending confusing or emotional messages. Think of the times you've heard someone in the office indignantly say, "Well, I sent you e-mail." If you have a problem with someone, speak with that person directly. Don't use e-mail to avoid an uncomfortable situation or to cover up a mistake.
- Remember that e-mail isn't private. I've seen people fired for using e-mail inappropriately. E-mail is considered company property and can be retrieved, examined, and used in a court of law. Unless you are using an encryption device (hardware or software), you should assume that e-mail over the Internet is not secure. Never put in an e-mail message anything that you wouldn't put on a postcard. Remember that e-mail can be forwarded, so unintended audiences may see what you've written. You might also inadvertently send something to the wrong party, so always keep the content professional to avoid embarrassment.
- Be sparing with group e-mail. Send group e-mail only when it's useful to every recipient. Use the "reply all" button only when compiling results requiring collective input and only if you have something to add. Recipients get quite annoyed to open an e-mail that says only "Me too!"
- Use the subject field to indicate content and purpose. Don't just say, "Hi!" or "From Laura." Agree on acronyms to use that quickly identify actions. For example, your team could use <AR> to mean "Action required" or <MSR> for the Monthly Status Report. It's also a good practice to include the word "Long" in the subject field, if necessary, so that the recipient knows that the message will take time to read.
- Don't send chain letters, virus warnings, or junk mail. Always check a reputable antivirus Web site or your IT department before sending out an alarm. If a constant stream of jokes from a friend annoys you, be honest and ask to be removed from the list. Direct personal e-mail to your home e-mail account.
- Remember that your tone can't be heard in e-mail. Have you ever attempted sarcasm in an e-mail, and the recipient took it the wrong way? E-mail communication can't convey the nuances of verbal communication. In an attempt to infer tone of voice, some people use emoticons, but use them sparingly so that you don't appear unprofessional. Also, don't assume that using a smiley will diffuse a difficult message.
- Use a signature that includes contact information. To ensure that people know who you are, include a signature that has your contact information, including your mailing address, Web site, and phone numbers.
- Summarize long discussions. Scrolling through pages of replies to understand a discussion is annoying. Instead of continuing to forward a message string, take a minute to summarize it for your reader. You could even highlight or quote the relevant passage, then include your response. Some words of caution:
Ø If you are forwarding or reposting a message you've received, do not change the wording.
Ø If you want to repost to a group a message that you received individually, ask the author for permission first.
Ø Give proper attribution.
Information security means protecting information and information systems from unauthorized access, use, disclosure, disruption, modification or destruction.
The terms information security, computer security and information assurance are frequently incorrectly used interchangeably. These fields are interrelated often and share the common goals of protecting the confidentiality, integrity and availability of information; however, there are some subtle differences between them.
These differences lie primarily in the approach to the subject, the methodologies used, and the areas of concentration. Information security is concerned with the confidentiality, integrity and availability of data regardless of the form the data may take: electronic, print, or other forms.
Computer security can focus on ensuring the availability and correct operation of a computer system without concern for the information stored or processed by the computer.
Governments, military, corporations, financial institutions, hospitals, and private businesses amass a great deal of confidential information about their employees, customers, products, research, and financial status. Most of this information is now collected, processed and stored on electronic computers and transmitted across networks to other computers.
Should confidential information about a business' customers or finances or new product line fall into the hands of a competitor, such a breach of security could lead to lost business, law suits or even bankruptcy of the business. Protecting confidential information is a business requirement, and in many cases also an ethical and legal requirement.
