Deck 12: Working With Technology

Question 1

How have technological advances changed the way we work today?

Answer 1

Technological advances constantly change the way we work. As a result, we have become deeply dependent on the Internet and other technology and have become accustomed to certain aspects related to communication. Our expectations can include: a) real-time communication; b) immediate access to information; c) interactivity, not just consumption, of resources on the World Wide Web; d) powerful computers and mobile devices.
Today's Internet technologies can a) reduce the time it takes to complete tasks and projects; b) make the way we work more convenient; c) enhance the quality of our communications; d) make our work environment more pleasant.
They provide the ability to a) communicate around the world; b) share messages, documents, and multimedia with anyone; c) engage in real-time conversations online; d) collaborate and manage projects using cloud computing; e) increase productivity with many tools and applications found online.

Question 2

Name and briefly describe four of the nine current communication methods outlined in the text.

Answer 2

• E-mail provides a way to send messages instantly over the Internet to anyone else who also has an Internet connection. E-mail has become a standard form of correspondence in business settings.
• Instant messaging is a text-based, chatlike messaging system that allows quick, real-time conversations across the world or across the office.
• Text messaging, also known as texting or short message service (SMS) messaging, is a form of communication used to send brief text messages over a wireless or cellular network. Typically sent person to person or person to group.
• Social networking is online communication through social media websites, blogs, and applications that create a sense of community among the users, as they are the ones providing, sharing, and disseminating content.
• Voice and video communication technologies are available for real-time conversations using images, video, or voice in addition to simple text-based messages. Most of these operate through Voice over Internet Protocol (VoIP) which provides a way to communicate in a manner emulating a real conversation with one or more persons using in Internet connection.
• Speech recognition software enables a computing device to translate a human's voice into text-based input.
• Mobile devices, such as smartphones and tablets, are generally any type of handheld computer that can be used to connect to the Internet and perform various computing tasks.
• Near field communication (NFC) allows transmission of data between different types of mobile devices using radio technology between devices in close proximity of each other.
• Unified communications refers not to one tool but to a combination of multiple communication tools and methods that act as one large integrated system. Usually involves two or more of the methods listed here, such as e-mail, IM, voice, and video.
• Paper still has an important role in the office, even with many communications moving to electronic form. Documents such as memos and formal letters have a prominent place in workplace communication.

Question 3

Describe e-mail etiquette.

Answer 3

The nature of e-mail messages, being easy and quick to send, can lead to a lack of etiquette and/or professionalism. E-mail is like any other form of communication in the business world and you should treat it as such when dealing with co-workers, bosses, clients, vendors, or any other recipients of your messages.
Keep the following in mind to improve your e-mail etiquette:
a) Timing expectations-When viewing an e-mail, look for any time-sensitive information or expected deadlines. If no deadlines exist, then a maximum reply time of 24 to 48 hours is usually considered acceptable.
b) Grammar-Proper grammar should be used in any form of business communication. It is especially important in e-mail messages due to brevity and frequency of use.
c) Replies-When responding to e-mails, be sure to clearly address all issues that were raised and answer any questions that require your response.
d) Greetings-Include a greeting with the proper level of formality. When writing to your boss, a potential customer, a person significantly older than you, or someone you do not know, you should use a more formal greeting such as "Mr. Jones" or "Ms. Parks." A greeting such as "Hi Jane" or "Jane" helps personalize an e-mail, but you should use such informal greetings only when you know the recipient well.
e) Appropriate recipients-Do not overload people with messages if the topic doesn't directly relate to them. Consider who really needs to receive your message. Of course, always be sure to include those who are relevant to the conversation.
f) Junk mail and inappropriate material-Do not send inappropriate messages, forward jokes, or send any other unprofessional communication through e-mail. E-mail in a business or workplace environment should be treated professionally.
g) Capital letters-Use upper- and lowercase letters; typing in all-capital letters is considered shouting and is rude.
h) Blind carbon copies-If a mass mailing is necessary, take the time to include all the recipients in the blind carbon copy (bcc) list so that the e-mail does not reveal everyone's e-mail address to the other recipients.
i) Clear the clutter-If you are replying to a long chain of messages, delete excess content from the message thread so that recipients do not waste time wading through additional, unnecessary content.
Clear e-mails lead to fewer questions or misunderstandings and to communication that is more effective, which is good for everyone involved in your e-mail communications.

Question 4

Provide some tips for maintaining control of your e-mail in-box.

Question 5

Describe online video sharing.

Question 6

Describe the security issues to keep in mind when you are working away from office.

Question 7

Describe the future of communication technology.

Question 8

_____ is online communication through social media websites, blogs, and applications that create a sense of community among the users, as they are the ones providing, sharing, and disseminating content.

Question 9

_____ involves sending a message that the receivers retrieve or access at their convenience.

Question 10

A teleconference, also known as a _____, is a meeting in which the participants are at two or more locations and take part without traveling.

Question 11

_____ are websites, blogs, and applications that help create a sense of community among their users.

Question 12

_____ refers to using resources and people outside the business itself to convey a message, complete a task, and achieve other goals.

Question 13

_____ allow several people in different roles to contribute new content and edit existing content; sometimes even guests or visitors can play a role.

Question 14

A _____ is a prerecorded digital audio file that can be downloaded.

Question 15

_____ is the process used by a computer or mobile device to translate a human voice into input.

Question 16

_____ is a work arrangement in which employees spend at least part of their time working online, away from the office.

Question 17

_____ refers to the ability to quickly learn and change. It is a key factor for being able to fully take advantage of the benefits that technology can provide for your communications in the workplace.

A) Real-time communication
B) Artificial Intelligence
C) Sensitivity
D) Adaptability

Question 18

_____ refers to online services, resources, and applications that are delivered over the Internet and accessed through an array of Internet-connected devices, such as tablets, laptops, and smartphones.

A) Telecommuting
B) Crowdsourcing
C) Service offshoring
D) Cloud computing

Question 19

Which of the following statements is True of cloud computing?

A) It involves maintaining a variety of technologies on a company's own server.
B) It provides a way to transmit and store databases without an Internet connection.
C) It allows a business's employees, customers, and vendors to collaborate and manage projects.
D) It increases the overhead for businesses because it requires huge investments in advanced technology.

Question 20

The term _____ refers not to one tool but to a combination of multiple communication tools and methods that act as one large integrated system.

A) Crowdsourcing
B) near field communication
C) unified communications
D) Voice Over Internet Protocol

Question 21

Which of the following is an ineffective practice with regard to creating e-mail messages?

A) Typing the message in all-capital letters
B) Including all the recipients in the blind carbon copy list when mass mailing is necessary
C) Limiting the content in the e-mail to one topic, if possible
D) Mentioning the attachment and your intentions for the attachment in the message itself

Question 22

Which of the following is an effective practice with regard to e-mails?

A) Including more than one topic
B) Creating a standard template
C) Using humor to relay your message
D) Using decorative fonts and colors

Question 23

Kevin has to provide some important information through an e-mail to a senior manager, Jack. Since Kevin is a new employee and Jack works from the company's headquarters, he does not know Jack personally. Which of the following greetings is the most appropriate in the e-mail?

A) Dear Senior Manager
B) To Jack
C) Mr. Jack
D) Hi Jack

Question 24

Which of the following statements is True of asynchronous communication?

A) Teachers can put the tests online, and the learners can access the information 24 hours a day.
B) It requires all participants to be present at the same time.
C) It is not useful when users are in different time zones.
D) When immediate responses are required, users use it to provide conversation-like communication.

Question 25

Which of the following is an example of synchronous communication tools?

A) Web conferencing
B) Voice mail
C) E-mail
D) Text messaging

Question 26

Which of the following statements is NOT True of teleconferencing?

A) It is communication that occurs in real time.
B) It helps provide conversation-like communication.
C) It requires all participants to be present at the same location.
D) It is a form of synchronous communication.

Question 27

LittleSea.com allows users to discuss and post their reviews about a particular product or service, like a movie, a new gadget, or a car. Companies can also use this platform to promote their new products and connect with customers. Which of the following online communication technologies does this scenario best illustrate?

A) E-commerce site
B) Social media
C) Web conference
D) Webinar

Question 28

Random.com is a website that allows its users to maintain online journals. They can comment, provide links to other websites, and share their opinions with other users. The website also allows subscribed readers to comment on others' posts. Which of the following online technologies does Random.com best illustrate?

A) A blog
B) A wiki
C) A search engine
D) A browser

Question 29

Which of the following statements is NOT True of blogs?

A) Blogs require contributors and writers to have special web development skills.
B) Blogs, like journals, contain articles, links, opinions, and other content.
C) Blogs allow readers to post their comments or inputs.
D) Blogs can have both text-based content and video content.

Question 30

Shane is a renowned zoologist who works with the forest conservation department in the Amazon rainforest. He records his weekly experiences as documentaries and posts them on Truesound.com, an audio distribution platform. Users can download these documentaries and listen to them at their convenience. In this scenario, which of the following online technologies does Shane use?

A) Browser
B) Wiki
C) Blog
D) Podcast

Question 31

A _____ is a special type of bar code: a small square filled with a pattern of different-size black squares and rectangles and white spaces.

A) web feed
B) quick response code
C) web log
D) Morse code

Question 32

PolkaPuff Inc. is an online apparel company that allows its employees, customers, vendors, stylists, and fashion bloggers to provide reviews on its products, discuss a particular fashion trend, and post apparel and accessories designs that can be potentially commercialized. This has helped the company promote its products, keep a check on customer service, and follow fashion trends by mostly using resources outside the business. Which of the following does this scenario best illustrate?

A) Service offshoring
B) Liquidating
C) Crowdsourcing
D) Bootlegging

Question 33

_____ can find it somewhat difficult to telework because it requires face-to-face contact with co-workers or customers.

A) Research consultants
B) Design engineers
C) Medical transcriptionists
D) Retail sales staff

Question 34

Which of the following provides a way of communicating in real time that is comparable to an in-person, face-to-face discussion?

A) Multifunction printer
B) Webcams
C) Scanner
D) Fax

Question 35

Which of the following is a characteristic of future communication technology?

A) Unresponsiveness
B) Limited to the computer
C) Portability
D) Ergonomics

Question 36

A text message can be used when it would be inappropriate for the receiver to answer a phone call.

Question 37

Businesses use social media to promote new products by distributing information.

Question 38

With respect to e-mail etiquette, if no deadlines exist, then a maximum reply time of 72 to 96 hours is usually considered acceptable.

Question 39

E-mail and other online communications do not offer the confidentiality of a written document mailed directly to the recipient.

Question 40

Websites, blogs, and wikis are examples of asynchronous communication tools.

Question 41

Asynchronous communication requires all participants to be present at the same time.

Question 42

In asynchronous distance education, teachers and learners are connected at the same time and communicate in real time.

Question 43

Tweets are by definition asynchronous, but the conversation they form could be considered somewhat synchronous.

Question 44

Businesses using web feeds are not dependent on e-mail for relaying information and do not have to rely on the fact that people will visit their sites.

Question 45

It is necessary for people contributing to wikis to learn hypertext markup language or specialize in web development.

Question 46

Infographics present information in a combination of words and graphics, such as charts, diagrams, maps, signs, and so on.

Question 47

Jobs that require face-to-face contact with co-workers or customers can be somewhat difficult to perform as telework.

Question 48

Standard laptop and desktop computers cannot be included as telecommunication devices.

Question 49

Webcams provide a way of communicating in real time that is comparable to an in-person, face-to-face discussion.