Critique Internal Communications Techniques, Research Paper Example

Introduction

The digital age has brought on a wide range of social networking tools that make full use of the internet an the resources it provides. The globalization of financial markets through an emphasis on electronic commerce, or e-commerce, in business  has also created an environment where there are many tools for electronic communication that are evolving out of this new globalized digital environment. The following will asses some of the advantages and disadvantages of these new electronic communication tools in business and how stakeholders can best utilize them in a business environment for management purposes.

Instant Messaging

Instant messaging is understood as a set of protocols that allow individuals to exchange messages back and forth using the internet. These messages are sent in real time, which is beneficial to managers and company stakeholders because it allows for immediate access in communication. In its most basic form, instant messaging (IM) requires that both parties are signed into a system where the users can send and accept messages between one another.  Wood, Haugen and Clare (2013) note that,  “this is done by a server which keeps track of who is online and their IP addresses, which are supplied to anyone on a user’s contact list. Communication between the users is then done on a client (peer) to client (peer) basis without the messages passing through the server” (Wood, Haugen, Clare, 2003). Through this centralized method, messages are sent through a network or server. The benefits instant messaging bring to the business world are intangible. They allow for live interaction between parties without many of the complications that come with interpersonal relations. For example, in a normal business environment, two company employees might have to setup a meeting time to work on a project, but through instant messaging both parties can simultaneously interact with another in real time. Teams can exchange links and upload files to one another through the instant message system while also tending to other obligations.

Text messaging

Another social networking tool that emerged in the digital age which many overlook as a business necessity is text messaging. In a study on SMS, otherwise known as text messaging, Faulkner and Culwin (2005) noted that,“SMS or text messaging is an area of growth in the communications field. The studies described below consisted of a questionnaire and a diary study. The questionnaire was designed to examine texting activities in 565 users of the mobile phone” (Faulkner & Culwin, 2005). They go onto note that their diary study entailed the use of 24 subjects over a 2 week period. Their findings reveal text messaging to be one of the most rapidly growing tools for corporate communication in business (Faulkner, & Culwin,2005). Text messaging is notorious for its lack of intimacy in regards to social interaction, as the users tend to be on their mobile devices while traveling. This leads to electronic messages that are often exchanged while the sender and recipient are distracted by other activities.  It has also gained a stigma for being a rude form of interaction within social situations as it has the capacity to undermine conversations in interpersonal settings where the text messengers engage in side conversation. The added benefit text messaging provides the business world comes in its convenience of application as users are able to keep stakeholders informed of their whereabouts and dealings at any instant.

Podcasts

The digital age has brought on a wide range of communication forms, specifically for business and one method that is beginning to grow in popularity is podcasting. It especially has relevant application within the business world. A podcast is a form of radio that is streamed digitally across the internet. The benefit of podcast programs is that they can be accessed on demand at the users discretion. As Crofts,  Retsema, & Williams, (2005) note,  “podcasting has become popular as it allows listeners to time shift content, to listen  when it suits them to radio like programming on portable MP3 and related devices” (Retsema & Williams, 2005). They attribute this trend to the dissatisfaction listeners are developing with traditional radio. The authors argue that traditional radio has become overrun with commercials and generic programming.  Podcasts have the ability to provide specific content that interests a core group of listeners, which in turn better meets the needs of those listeners and grows a more loyal fanbase. Crofts, Retsema & Williams (2005) further note that “podcasting represents a shift from mass broadcasting to on–demand personalized media. We look at the development of podcasting technology, the social context within which this development has occurred, and outline the legal constraints that podcasters face. Then we examine some business models for podcasting” (Retsema & Williams, 2005). When talking about podcasting as business model, the authors note that the affordability of creating a podcast as well as the low cost of distribution has resulted in a trend where podcasts are revolutionizing the radio industry. They cite Green who noted that, “… a trend is afoot that could transform the $21 billion radio industry. Consider the basics: With no licenses, no frequencies, and no towers, ordinary people are busy creating audio programming for thousands of others. They’re bypassing an entire industry”(Retsema & Williams, 2005). On one hand business can utilize podcasting to better engage their consumers and employees, but on an entirely different level, podcasting is a business all its own challenging radio as a viable telecommunications media format.

Blogs

Blogs are used in business for a wide range for purposes. Wood, Behling and Haugen (2006) point out that one key method of utilizing blogs is to set them up as a tool for employees to anonymously vent their feelings about corporate structure and policy. They can also be utilized as a form of providing feedback for both the company and employees to improve. These blogs are known as internal blogs and on the topic of internal blogs the authors note that, “an internal blog might be used to express an employee’s ideas about corporate policies and procedures. Also, firms have used internal blogs to post research information from engineering studies of product failures, something like a lessons learned posting, to help employees avoid similar problems in the future. Businesses can also support internally written blogs to help capture and share corporate knowledge” (Wood, Behling & Haugen, 2006). As social networking better allows companies to engage with their workers and consumers, internal blogs offer an astounding opportunity for companies to better understand their employees, specifically in regards to how their employees feel about the company. External blogs have evolved to become the more commonly known blog type. These are web logs, which are commercialized for public appeal. In many ways businesses manage their own blogs to engage with the consumers on a more personal level, but also to retrieve feedback about performance and product quality. Company managers can also use external blogs to announce big deals, projects, or company events that might not have the same reception through traditional advertising or even when posted on the company’s web page.

Wikis

Wikis are open source websites that allow for collaborative editing of content by its users. The key element wikis offer as Cunningham notes is “openness and trust if a page is incomplete or inaccurate anyone can edit it, incremental pages can cite other pages, even those not yet written” (Cunningham, 2002). The main benefit wikis offer business is that they allow them to stay at the forefront of information as it evolves. Wikis have the added benefit of being more up to date than textbooks, or newspapers, as they have immediate access to information as it is produced. Businesses that utilize wikis are the most effective and efficient in regards to cultivating information and self editing that information for validity.

LinkedIn

LinkedIn has established itself as the social network of business, specifically in regards to getting individuals employed and helping companies staff their labor force. Many companies recognize a LinkedIn profile as an applicant’s official resume. Businesses are now able to create their own groups on LinkedIn, outside of just the company profile page. These internal groups allow for a wide range of employee interactions that in many cases can lead to higher productivity and efficiency in the work place. Users can create their own groups, specifically for the purpose of engaging with a particular team they manage, or for interacting with employees outside of work. Companies can also utilize internal LinkedIn groups to manage specific projects and keep employees informed.

Conclusion

In sum, many of the new communication tools that have emerged in business are revolutionizing the way corporations function on daily basis. Their productivity is more efficient due to having immediate access to their human capital. Social networking tools are not just for the consumer, they have proven to be an added benefit for corporate functionality.

References

Crofts, S., Fox, M., Retsema, A., & Williams, B. (2005). Podcasting: A new technology in search of viable business models. First Monday, 10(9).

Cunningham, W. (2002). What is wiki. WikiWikiWeb. http://www. wiki. org/wiki. cgi.

Faulkner, X., & Culwin, F. (2005). When fingers do the talking: a study of text messaging. Interacting with computers, 17(2), 167-185

Wood, W., Haugen, S., & Clare, E. (2003) instant messaging in business.

Wood, W., Behling, R., & Haugen, S. (2006). Blogs and business: opportunities and headaches. Issues in Information Systems, 7(2), 312-316.