Text The Role of Computers in Business Correspondence
Businesses capitalize on the advancements of information technology by implementing computers and software programs into their operations. One use for computers is communication, particularly in the area of business correspondence.
Business correspondence entails the letters or other written communication a business will send via traditional mail service. While electronic communication methods, such as email, websites or social networks, have become quite common in the business environment, letters may contain legal information in the correspondence.
Computers allow companies to create business correspondence using computer software applications to write and save the information. This capability allows the company to have a digital record of information sent through the Postal Service. Companies may decide to send follow-up documents via email if necessary.
Using computers to generate business correspondence can decrease the amount of time spent generating messages or the number of employees to do so. Form letters using sets of instructions called macros, which customize data automatically, allow companies to generate large amounts of business correspondence using a generic message and simply inputting name and mailing data.
Businesses need to communicate to current and potential customers. These come in the form of advertising or press releases. Businesses also need to communicate to its employees, board members and other relevant persons for running the business. As such, they need both internal and external communications specialists. These people can have specific roles such as public relations specialist or roles with a broader scope such as a corporate communications manager.
Uses for Computers in Business
Computers have become a requirement in the business industry. Computers easily complete duties that are tedious and timely for humans. The business uses of computers are extensive. Although many of the computer duties are not irreplaceable, business has become dependent on their accuracy and timeliness.
Accounting
Business success is dependent upon accuracy. Many businesses use accounting software and ledgering systems to ensure the accuracy of their financial status.
Customer Interaction
Computers now assist human call centres with answering customer questions, taking payments and providing general assistance. The automated voice systems are available with unrestricted hours and are always friendly.
Scheduling
Scheduling is of great importance to many businesses, especially businesses involved in manufacturing and deliveries. Scheduling systems allow businesses to ensure they are meeting their goals while being efficient.
Communication
Communication is most important in business. Computers provide businesses with a wide array of communication methods that include, but are not limited to, email, chat, web conferencing and VOIP.
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Websites and Advertising
The combination of websites, advertising and marketing provide a swift means to vast business globalization. Websites make the company quickly available to everyone.
Role of Technology in Business Communication
Modern business requires modern technology. Any business that expects to thrive today must have at least a basic understanding of the various innovations, programs and devices as well as the knowledge of how to apply these technologies. The many tools and powers that technology makes available to the business owner and employees can help the business succeed in its goals after understanding how to use them properly.
Keep Records
Computer programs such as QuickBooks and other accounting programs allow businesses to keep detailed records. These programs track accounts payable, accounts receivable and sales. They also provide an easy and quick way for a business to send out invoices to customers and handle payroll functions. Back office productivity and accuracy can increase greatly when using an accounting program.
Budgeting and Forecasting
Computers can be used to prepare detailed budgets and corporate forecasts. Inexpensive accounting programs allow even people with limited computer knowledge to develop detailed budgets that will help keep the company on track. They can also be used to forecast future sales and business expansions. Spreadsheet programs such as Excel can also be used for budgeting and forecasting.
