Machnical devices for oral Communication

 Machanical Devices For Oral Communication: 

Because of difficulties and impracticability of having face to face conversation in all cases, many mechanical devices are being used to have direct talks through these devices, it is possible to talk to a person who may be far away. Following are the main mechanical devices used for oral communication: 

(i) Signals or Staff Location System: These are the simplest communication devices. The devices are bells, buzzers, lights, public address system and wireless call system. For example, if an executive wants the presence of a peon or the stenographer, he pushes the button of appropriate bell for a number of times, ringing the bell once means that he wants peon, ringing the bell twice means he wants the stenographer. To overcome the disturbance caused by sound of bells and buzzers a system of lights is now being used. When the boss pushes a button signal light is put on; the attendant understands the meaning of this and does the needful.

Public address system: When there is the need to call a person who can not be found at a definite place, the use ot public address system is made. For example, if the electrician, present in a big railway station is to be called to repair a railway compartment, announcement can be made over the loudspeaker asking him to repair the particular compartment, on a particular platform. Public address system can be disturbing to others and every person who is subject to be called on the loudspeaker, must keep listening to every announcement, this can distract him from work.

(ii) Wireless System: Under wireless call system every person likely to be called is provided with a wireless set which catches a particular frequency only.Wheneyer the control room wants to talk to a particular person he will be aed on that frequency. This method is being practised in big hospitals to locate doctors and by police department in big cities.

(iii) Dictating Machines: The concept of dictating machine or the tape-recorder is becoming very common in India. Executives can dictate letters, messages or instructions for their staff (may be the secretary or office assistants) on dictating machines at their leisure and the staff can play back the tape and follow the instructions.

(iv) Telephone : This is the most common and efficient system of internal communication. Following are the different types of telephone systems: 

(a) Main line and Extensions: This is used in small business houses. The main telephone is connected to the telephone exchange, in addition to this a few internal or external extensions to the main phone are also installed. The main telephone has press buttons by means of which extensions can be given a ring and the call passed on to them. Different extensions can also talk to eacha other and to the main phone by pressing the appropriate button. Any extension e can connect an outside number also. Four or five extensions can be provided to at one main telephone.

(b) Private Branch Exchange (P.B.X.): This is installed by Telecommunication Department. The office is provided with its own small exchange which is operated by an 'operator'. Different rooms are provided with any extensions which have a code number. Whenever any extension wants to speak , to any other extensions or an outside number, it will contact the operator who will connect him to the required extension or outside number. The private exchange may be operated with cord (Electric wire) of lever switches.

(c) Private Automatic Branch Exchange (PA.B.X): This type of exchange is provided by the Telecommunication Department. This system also works like the private branch exchange but it dispenses with the services of the operator.Persons calling from one extension can directly dial the number of another  extension or an outside number.

(d) Private Inter-communication a system: Many private manufactures offer inter-communication equipments with 10 to 20 extensions. This is also known as s private telephone system. The system h consists of a few inter connected sets, es which can be fitted in different rooms situated upto a distance of 300 metre. Contacts can be made from one set to another by depression of levers or buttons but none of the extension is connected to the telephone exchange. Conversation on such internal systems are not secret, talk any other person by pressing the lever of any connected extension set.

A moderm development of private intercommunication system is the System. In this system a number of extensions extend from a central instrument and there is the facility of loud speaking so that one can speak and listen to the person speaking on the extension without holding ear or mouth piece. Through this system the executive is able to call any employee by the flick of a key keep his hands free to refer to documents.

A recent development is that, in a few big cities telephone calls can be made from moving vehicles also. This is called Radio Telephone.

(e) Cellular Phone: It is mobile phone, the instrument is not connected with the Telephone exchange through wires.It  is a cordless communication device for communication with a person who carries it. The messages can be transmitted over a wide geographical area to a person wherever he is. The greatest advantage of cellular phone is that the messages can be delivered to a moving person. The message can be transmitted to a person anywhere at anytime  if there he possesses cellular phone. The caller need not know the location of the person whom he intended to call. Oral a well written messages can be transmitted through cellular phone. Written message transmitted through this service is called SMS (Short Message Service) BSNL, AIRTEL, MTNL, TATA, RELIANCE, HUTCH and SPICE etc.are the major operators of the cellular phone service in India.

(f) Pager: It is a small electronics device or the size of a soap cabe 3.5"×2.5"which receive written message on its display screen.The holder of the pager can receive messages but can not reply back . Suppose one person  wants to give a message to another person (who is on the move where in the city) that he should  reach home immediately,that person will dial the number of operator of the paging service and the number of the pager and orally dictate the message to the operator.The operator will type the matter on the paging machine which will appear on the screen of the pager of the  holder after beep sound. The pager holder can take appropriate step after reading the message . He may call back the sender of the message through  telephone or any other mode. Pager service keeps the holder in touch with other people and is useful for availing the business opportunities.However, the pager suffers from the following the limitation.

(i) It transmits every brief messages only.

(ii) It can only receive messages. Outward communication is not possible.

In another system known as telephone-cum-television, the speakers at both ends can see the face of each other on a small screen.

Gandgets have been deviced which can record incoming phone calls in absence of the recipient. These calls can be played back when the office opens the next day or the recipient returns to his desk.

Telephone Service : It is the mode of instaneous transmission of oral

messages from one person to another.It is very useful to deliver short messages.It is not only useful for transmission of  local oral message but it also to other cities and countries through STD (Subscribers Trunk re Dialing) and ISD (International Subscriber Dialing) services.

Advantages of Telephone: Through telephone one can talk to any person b within or outside the country and it is a matter of few minutes only. Through telephone the organisation remains linked with the outside world. Telephonic  conversation can be kept secret. It may take weeks to settle matters through correspondence, the matters can be disposed off in seconds over a telephone which saves both time and labour.Telephones are a must for local and a internal communication.

Disadvantages of Telephone:Telephone is an oral medium of communication, hence it has all the limitations of oral communication

a System, moreover, no personal contact is established with the other party. Constant ringing of telephone bells creates disturbance in the office. It has also been observed that employees spend more time in discussing private affairs over the phone than talking about official matters. One has to speak loudly over the phone which disturbs others.