Page 12 - Learner Guide - BSBCMM201 - Communicate in the workplace.doc

Communicate in the workplace

The person must also be able to set up a conference call, program numbers, answer
multiple incoming calls, record voicemail greetings, retrieve messages etc. as per
the business need.

b) Facsimile machine

Facsimile machine is also called as a Fax. The fax machine will be connected to the
phone line and then the copies of paper documents can be transmitted instantly to
those in different locations.

Though this method is convenient enough to use, the major disadvantages of using
this process are:

Although they’re convenient, there are many disadvantages compared to the use
of email.

• Anyone at the recipient’s location can receive and read the document.
• The recipient must have paper, toner and an open phone line ready all the time.
• The paper document can be jammed or fed incorrectly leading to
miscommunication.
• Less environmentally friendly when compared to paperless option.
• The fax machines need to be serviced and replaced as per the need, which is
an added cost to the organisation.

c) Information technology components

Information technology components include hardware (monitor, system unit,
speakers, mouse, keyboard, touchpad), software and communication packages.
There are different software and communication packages that are used for
different workplaces. One can select off the shelf or customized programs to suit the
type of operation.

d) Network operating systems

A network operating system (NOS) is the server software that connects computers
and devices, manage and share files, gives printer access, access data and also
access security and user groups.

NOS can be used in any workplace and from multiple locations. NOS is of great use
while travelling or to do work from home as it is convenient to access files from
workplace.

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