Transmission of Information
Information is transmitted from one person to another through the communications system. The following are the various components of the communication system.
- The person sending the information is called the sender.
- The person to whom the information is sent is called the receiver or the recipient.
- A modulator is used to convert the message into a signal that can be sent through the communication medium. On the other side, a demodulator is used to convert the signal into the original message.
- Information is sent from a sender to a receiver through a medium called the communication medium or a transmission channel. This channel acts as a link between the communicating parties - the sender and the receiver.
Most often, when a sender sends a message across to a receiver, some distortion or noise takes place in the process. This is because the message is affected by the method of transmission or the way it is handled. Diagram shows a simple transmission process.
Figure:Transmission process
Summarization and Message Routing
There are two methods that increase the sending and receiving efficiency of the system. These are summarization and message routing.
Summarization
Summarization means presenting information in a condensed form without changing the actual meaning of the content. In a business organization, information can be summarized in the following ways:
- Summarization of information can be done based on the management position. For instance, the purchasing process in an organization is taken care of by the divisional head of purchases. The stores department provides information about the materials on hand to the purchase department. The purchase manager uses this information to place an order for raw materials with the suppliers.
- Information can be summarized based on management functions like production, finance, marketing, personnel, etc. This information is based on the goals and performance of individual functional departments.
- Organizational levels like top level, middle level, and lower level can be used as a basis for summarizing information. Information can be summarized based on the importance or relevance attached to each of the levels.
- Information summarization can take place based on exceptional circumstances or situations. For instance, the company can gather information only on those products and/or services whose sales are below the target levels.
Message routing
Message routing means sending information to all the people who may be responsible for any decision or action that may affect the organization. Information becomes irrelevant or ineffective if it does not reach the people it is intended for and/or when it does not reach at the right time. On the other hand, if information is freely available, individuals may misuse it or use it for personal purposes. Message routing ensures that the information reaches all the entities that need it.
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