Communications within a Company

Speaking Tubes
"Two persons standing at each end of a simple tin pipe, 1 inch in diameter, 50 to 100 feet or more long,
with several elbows in it, and carried through a half a dozen rooms, can still converse quite readily in a
low voice."
A speaking tube or voicepipe is a device based on two cones connected by an air pipe through which
speech can be transmitted over an extended distance. While its most common use was in intra-ship
communications, the principle was also used in affluent[vague] homes and offices of the 19th century, as
well as expensive[vague] automobiles, military aircraft, and even locomotives. For most purposes, the
device was outmoded by the telephone and its widespread adoption. This device was also known as a
"megaphone", but that use has since become superseded.
Call Bells and Annunciators
Around 1850, some large homes had mechanical call bell systems that connected various rooms with the
kitchen so that servants could be summoned. We do not know whether such systems were used in offices.
In 1876, the new Post Office building in New York City had battery-powered annuciators in 75 offices
connected by two miles of conducting wire. By tapping a knob on an annuciator, a person could summon
someone from one of the other offices.
Pneumatic Tubes
Pneumatic tubes (or capsule pipelines; also known as Pneumatic Tube Transport or PTT) are systems that
propel cylindrical containers through networks of tubes by compressed air or by partial vacuum. They are
used for transporting solid objects, as opposed to conventional pipelines, which transport fluids.
Pneumatic tube networks gained acceptance in the late 19th and early 20th centuries for offices that
needed to transport small, urgent packages (such as mail, paperwork, or money) over relatively short
distances (within a building, or, at most within a city). Some installations grew to great complexity, but
were mostly superseded. In some settings, such as hospitals, they remain widespread and have been
further extended and developed in recent decades.
Telephone
Alexander Graham Bell demonstrated a telephone at the 1876 Centennial Exhibition in Philadelphia. The
first telephones were point-to-point systems, and Yates reports that "early installations of point-to-point
telephones often linked the office and factory of a single firm....Beginning in the 1890s, private branch
exchanges were widely adopted to link many locations within large facilities."
Acoustic Telephone
A tin can telephone is a type of acoustic (non-electrical) speech-transmitting device made up of two tin
cans, paper cups or similarly shaped items attached to either end of a taut string or wire.

It is a form of mechanical telephony, where sound is converted into and then conveyed by vibrations
along a liquid or solid medium, and then reconverted back to sound.
Intercommunicating Telephone System (Intercom)

An intercom (intercommunication device), talkback or doorphone is a stand-alone voice communications

system for use within a building or small collection of buildings, functioning independently of the public
telephone network. Intercoms are generally mounted permanently in buildings and vehicles. Intercoms
can incorporate connections to public address loudspeaker systems, walkie talkies, telephones, and to
other intercom systems. Some intercom systems incorporate control of devices such as signal lights and
door latches.
Communications with Parties outside the Company
Telegraph
Is the long-distance transmission of textual or symbolic (as opposed to verbal or audio) messages without
the physical exchange of an object bearing the message. Thus semaphore is a method of telegraphy,
whereas pigeon post is not.
Telegraphy requires that the method used for encoding the message be known to both sender and receiver.
Such methods are designed according to the limits of the signalling medium used. The use of smoke
signals, beacons, reflected light signals, and flag semaphore signals are early examples. In the 19th
century, the harnessing of electricity led to the invention of electrical telegraphy. The advent of radio in
the early 1900s brought about radiotelegraphy and other forms of wireless telegraphy. In the Internet age,
telegraphic means developed greatly in sophistication and ease of use, with natural language interfaces
that hide the underlying code, allowing such technologies as electronic mail and instant messaging.
Telegraphing typewriters
It is an electromechanical typewriter that can be used to send and receive typed messages from point to
point and point to multipoint over various types of communications channels. They were adapted to
provide a user interface to early mainframe computers and minicomputers, sending typed data to the
computer and printing the response. Some models could also be used to create punched tape for data
storage (either from typed input or from data received from a remote source) and to read back such tape
for local printing or transmission.
Tickers
A ticker symbol or stock symbol is an abbreviation used to uniquely identify publicly traded shares of a
particular stock on a particular stock market. A stock symbol may consist of letters, numbers or a
combination of both. "Ticker symbol" refers to the symbols that were printed on the ticker tape of a ticker
tape machine.
Telephone
Telephone exchanges were invented in 1877-78. A telephone, or phone, is a telecommunications device
that permits two or more users to conduct a conversation when they are too far apart to be heard directly.
A telephone converts sound, typically and most efficiently the human voice, into electronic signals
suitable for transmission via cables or other transmission media over long distances, and replays such
signals simultaneously in audible form to its user. The essential elements of a telephone are a microphone
(transmitter) to speak into and an earphone (receiver) which reproduces the voice in a distant location. In
addition, most telephones contain a ringer which produces a sound to announce an incoming telephone
call, and a dial or keypad used to enter a telephone number when initiating a call to another telephone.
Teleautograph
Telautograph -- A system to transmit handwriting by wire -- also used within companies

Telautographs were designed to fill that gap. After attempts by a number of inventors, in 1887-88 Elisha
Gray invented what became the first commercially successful telautograph. The Gray National
Telautograph Co. was founded in 1888, and its products based on Gray's patent were introduced to the
market in 1893. The first commercial units were installed at the American Bank Note Co. The
telautograph was refined during 1893 and 1900, and the improvement designed in 1900 was marketed for
several decades.
According to a 1893 description of the Gray Telautograph, "In transmitting a message, drawing, sketch, or
whatever may be desired, the sender takes an ordinary lead pencil and writes or draws his message with it
on a sheet of paper, and simultaneously another pencil at the receiving end of the line reproduces every
movement of the sender's pencil on a similar sheet of paper. The receiving pencil is actuated entirely by
automatic electric mechanism, and is not touched by the human hand. The result is a fac-simile in every
detail of the letters of the message or lines of the drawing sent from the transmitting station."
(Manufacturer and Builder, April 1893, Apparently early telautographs did not work well for transmission
over long distances and as a result were used primarily within metropolitan areas.
An 1893 catalog for the Gray National Telautograph Co. described the transmitter as follows: "An
ordinary lead pencil is used, near the point of which two silk cords are fastened at right angles to each
other. These cords connect with the instrument, and, following the motions of the pencil, regulate the
current impulses which control the receiving pen at the distant station. The writing is done on ordinary
paper five inches wide." The receiver was described as follows: "The receiving pen is a capillary glass
tube placed at the junction of two aluminium arms. This glass pen is supplied with ink which flows from a
reservoir through a small rubber tube placed in one of the arms. The electrical impulses coming over the
wire move the pen of the receiver simultaneously with the movement of the pencil in the hand of the
sender. As the pen passes over the paper, an ink tracing is left, which is always a fac-simile of the sender's
motions.
According to another report in 1905, an "interesting instrument that one finds in an up-to-date electrically
equipped office is the telautograph, which automatically reproduces handwriting in facsimile at a point
more or less distant. Where it is necessary to give exact information to a number of persons
simultaneously and have the same a matter of record, this instrument is very convenient. For example, a
train-dispatcher can announce the movements of trains to a number of officials stationed at different
points by simply writing a single message. The device is also employed by newspapers and other
concerns for writing bulletins. When used in a bank the cashier or teller may inquire from the bookkeeper
as to the amount of balance or other particulars of a customer's account, the message and the answer being
noiselessly received." (Harper's Weekly, July 1, 1905. This article includes a photograph of a 1905 model
Telautograph.)
A 1937 text states: "The Telautograph is used rather extensively for transmitting written messages
between offices. Messages are written in longhand with a special pen. The writing is then reproduced in
exactly the same way, usually on a roll of paper, at the receiving station." (John S. MacDonald, Office
Management, 1937, p. 86) In the 1940s, Telautograph marketed an improved model under the Telescriber
name.
Telegraphones-telephone recording machine
According to an 1889 report, Malone Wheless invented a telegraphone that recorded telephone messages
In 1898, Valdemar Poulsen, a Dane, obtained the first patent for electromagnetic sound recording. In
1900, he demonstrated a telegraphone based on his patent. The U.S. rights were purchased by the
American Telegraphone Co. in 1903.

The telegraphone could record sound from live dictation or from a telephone line and could play back the
recording through a speaker or over a telephone line. As a result, it could be used (a) to record dictation to
be played back to a stenographer on the same machine or to be sent to a stenographer over a telephone
line; (b) to record a two-way telephone conversation; (c) to record telephone messages when no one was
available to answer the phone; and (d) to send a pre-recorded message over the telephone to multiple
receipt points.
There were two types of telegraphone as of 1905. One type recorded magnetically on a steel wire and the
other magnetically on a steel disc. The wire telegraphone "contains about two miles of fine (.01 inch in
diameter) steel wire, which is sufficient for about a half-hour's conversation, but at any time a message or
all messages may be effectively effaced at will, when the apparatus is ready for new records." It has
recently been reported that "the most successful of the early office dictation Telegraphones was the Model
C [produced in 1911], with horizontally-mounted spools for better wire control" (in contrast to the earlier
1905 model top right, which had vertically-mounted spools). (Pavek Museum of Broadcasting)
In the case of a disk telegraphone, "the record is made on a thin metal disc. The record is quite permanent,
and can be removed only by a strong magnet, which, however, will efface it altogether." The disc
telegraphone pictured to the right had a recording capacity of 2 minutes per disc. For a 1905 photograph
of a different disc telegraphone model that used a smaller disc, see Harper's Weekly, July 1, 1905.
According to an article published in 1906, "the telegraphone is not in use as yet among the business
public." (E.F. Stearns, "A Spool of Wire Speaks," Technical World Magazine, Dec. 1906, pp. 409-12.)
Facsmile machine
Fax (short for facsimile), sometimes called telecopying or telefax, is the telephonic transmission of
scanned printed material (both text and images), normally to a telephone number connected to a printer or
other output device. The original document is scanned with a fax machine (or a telecopier), which
processes the contents (text or images) as a single fixed graphic image, converting it into a bitmap, and
then transmitting it through the telephone system in the form of audio-frequency tones. The receiving fax
machine interprets the tones and reconstructs the image, printing a paper copy.[1] Early systems used
direct conversions of image darkness to audio tone in a continuous or analog manner. Since the 1980s,
most machines modulate the transmitted audio frequencies using a digital representation of the page
which is compressed to quickly transmit areas which are all-white or all-black.
Personal Computers
The invention of the PC in the 1980s altered the way computing power was distributed within an
organizationchanging how companies were run, the ways in which information was created, and the
ways in which information was used by individuals in carrying out their jobs. The use of word processing
and spreadsheet packages made it possible for professional staffs to create their own reports without
having to go to a central typing pool or computer center. Prior to the advent of the PC, secretaries typed
letters, created reports, and organized information in files. The nature of secretarial positions changed
with the arrival of the PC, from a focus on document creation and production to a focus on other kinds of
administrative functions, as reflected in the changing work patterns of the office.

Intranets and Internets

Messages can be transmitted electronically within an office (intranet) as well as around the universe
(Internet, or Net). Workers are able to exchange information over the computer via the Net through email. E-mails can be sent simultaneously to many individuals around the world.

The intranet is an internal computer network that is used within a company, whereby pertinent
informationsuch as telephone directories, calendars of events, procedure manuals, job postings, and
human resources informationcan be posted and updated. With the intranet, one is able to communicate
online with individuals within a designated work environment.
The Internet is a global computer network that permits millions of computers around the world to
communicate via telephone systems and other communication lines. It is also known as the digital
information super-highway and is a part of the World Wide Web. With the Internet one can communicate
to anyone online throughout the world. The Internet is a public worldwide computer network full of
information comprising inter-connected networks that span the globe.

Web Pages

Web pages make it possible for businesses, organizations, and anyone who wishes to post information or
sell products to do so on the World Wide Web. Web page programssuch as Macromedia, Dreamweaver, and Site Rackenable users to create their own Web pages.

Web-Based E-Mail

Web mail is a popular Internet service that allows one to send messages and files to anyone around the
world from any computer that is connected to the Internet. With an account, users can send and receive
messages, images, and any other type of information. Users can access e-mail even if they do not have a
computer, simply by using small, inexpensive devices that fit in the palm of one's hand.
E-mail is keyed messages sent from one computer screen to another, using a network linking the units.
Transmitting messages from one computer to another offers office workers the ability to communicate
quickly through written messages with colleagues, coworkers, and friends.
Voice Mail
Voice mail is an outgrowth of e-mail. Information is spoken into the phone. Words are converted or
digitized into electronic computer language. This form of communication is transmitted electronically by
phone lines for immediate delivery or can be stored in a computer mailbox. The recipient is able to
retrieve the message by dialing a code number to access the mailbox. The computer reconverts the
message to the caller's voice and the recipient is able to hear the voice message.

Electronic Calendars

Office tasks are being accomplished and redefined by computers. Computers can keep a calendar of
appointments. The computer stores the files of employees' schedules, forthcoming meetings, calendars of
events, and conferences, thereby enabling employees to check their central file. Everyone in a particular
office has access to electronic calendars and is able to choose a time and place that is available and open
on everyone's schedule. Each office employee can be tied into the system by having access to a central
electronic file.

Office Suites

Office suites are a group of programs. In the mid-1990s the term office suitewas considered to be a group
of programs that allowed for word processing, spreadsheets, and sometimes data entry. Now office suite
includes Web design software, presentation software, page layout design, and, in some instances, graphics
editors. They are key pieces of productivity software, used in most businesses.
Portable PCs

Portable PCs include personal digital assistants (PDAs), laptop computers, and notebook computers.
PDAs are proliferating. Among the most popular PDAs are the Palm and BlackBerry. Laptop computers
are used by business travelers to make multimedia presentations, create and send reports and
spreadsheets, and do research on the Internet. Notebook computers are similar to laptops, but usually
smaller.
Groupware and Decision Support Systems
Groupware is work group software, such as Lotus Notes. It enables members of a team to share
information on a project that they are working on together. Some of the functions of groupware are
document formatting, information management, and communication. The group is kept informed via an
electronic calendar. It runs an e-mail network that links the work group with remote operations. It also
includes an information system that handles all data relevant to the business and provides instant
accessibility throughout the organization. Decision support systems facilitate group decisions by
providing a formalized process for brainstorming, distilling key concepts, prioritizing or ranking topics,
and achieving group consensus.
Teleconferencing
In the business world, many companies hold meetings via teleconferences. Teleconferencing is a method
of conducting meetings via telephone lines and/or satellites connecting participants' terminals at two or
more locations, with one or more participants per location. There are three types of teleconferences:
1.
Computer conferencing Terminals that are connected to a mainframe computer are used by all
the participants. Comments or questions can be keyed in on their screens, which are arranged on an interconnected network. Messages are displayed on the participants' screens.
2.
Audio conferencing Participants make comments over the phone. They cannot see each other,
and they are not able to read body language. Audio conferences are connected by telephone and/or
speaker-phone.
3.
Videoconferencing A CEO in Los Angeles could have a sales conference or interview with a
person in Washington, D.C. Both individuals are shown simultaneously or alternately on the screen. The
advantage of videoconferencing over audio conferencing is that individuals can see as well as hear each
other.
Voice Recognition and Videoconferencing
With the advent of voice recognition, a day may come when human translators are no longer needed. The
future of videoconferencing is not only multilingual, but 100 percent real-timewith no delays. Voice
recognition software allows humans to talk to a computer. Computers understand the voice. It is an
electronic process in which information is printed from voice input, thereby bypassing the keyboarding
operations.
At one time, videoconferencing used large, expensive pieces of equipment that provided "room"-based
video-conferencing. Participants gathered at a central site in a specially equipped conference room,
looking at monitors displaying similar rooms at remote sites.
Computer-based videoconferencing is a new paradigm for videoconferencing. Participants sit at their desk
or in a videoconferencing room calling up other participantssimilar to making a telephone call. It is a
form of communication that uses bandwidth. Bandwidth is interpreted as the speed at which information
flows, and communication is the transfer of information from one place to another. The connection
between these two remote sites is called communication channels.

Multimedia System
A multimedia system presents information by using a combination of sound, graphics, animation, and
video. Multimedia applications are used for business and education. Marketing presentations are
developed to advertise and sell products using multimedia. Sales representatives use a computer, a video
projector, and a display screen to make their presentations to the audience. Interactive advertisements as
well as job applications and training applications can be published on the Internet or in a kiosk display.
Electronic Whiteboard
An interactive "smart" white-board with "electronic ink" and touch-sensitive screen can be hooked up to a
computer and a projector. The board magnifies images clearly and colorfully. The board has annotation
capabilities and notes can be jotted down directly over the projected images, then printed instantly. Thus,
there is no need for individuals to take any notes.
The advantage that a whiteboard offers over a simple projection system is that it can be used as a
projection screen and a writing surface through its connection with the PC, from which images can be
printed out. A white-board allows trainers and instructors to operate the computer as if they were using a
mouse, moving the cursor around on the computer just by touching a point on the whiteboard. A projector
is mounted on the ceiling. The screen should be centered so that all participants have a clear view of the
screen.
Smart Board
A smart board is a tool that improves the way people meet, share ideas, and teach. It looks and feels like a
regular whiteboard combined with the power of the computer. It lets users save and print notes,
collaborate on documents, share information, and run multimedia materialsvideo or data conferencing
across distances.
The smart board becomes a large, touch-sensitive screen when combined with a liquid crystal display
panel or projector. It can control Windows or Macintosh applications or multimedia by touching the board
with one's finger. By picking up a pen, presenters can draw over their applications in electronic ink to
obtain the attention of the audience. Users can e-mail notes to participants and even cut and paste them
into other applications.
RECORDS MANAGEMENT
The processing capabilities and storage capacity of computers have made electronic storage and retrieval
of information a common practice in business. Computer-generated document management, records
management software, and imaging systems assist businesses with large volumes of records. Imaging
systems convert all types of documents to digitized electronic data that can be stored and retrieved
quickly. With the advent of superhigh-density magnetic storage and online storage, this will be much less
of an issue in the future.
A scanner is used in converting paper documents into a digitized form. A processor compresses the image.
A retrieval mechanism converts the image for viewing on a monitor, and output devices process the image
to a hardcopy format. Laser optical disks are suited for high-volume record management because of their
high capacity and durability.