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...not everyone can sit in front of a computer screen...
Just as you've rolled out the tenth iteration of your
Internet or intranet, and you think you've figured out how to make this
communication tool sing, someone comes along to remind you that not
everyone can sit in front of a computer screen for hours a day as you
do just to navigate your great creation.
Of course you knew that. But what are the options?
PDA
"Although many people work in an office environment where an
Internet-connected computer is as common as a phone, there are many
occupations in which people don't have an office -– or don't use it
much. Examples are sales reps, physicians and nurses, environmental
engineers, factory workers, and field repair technicians," said Diane
Gayeski of Gayeski Analytics and professor of organizational
communication at Ithica College in New York.
For people like
them, PDAs –- personal digital assistants -– are another communication
option just breaking through the technology toy stage. "PDAs are a
great medium for training and employee communication," Gayeski said.
"PDAs can display text, graphics, and even video and audio on some
models, so people can see a miniature version of intranet screens,
repair manuals, books, or little job aids."
Here's how: PDA
owners download a file from an Internet or intranet site and move the
file from a desktop or laptop computer to the PDA during "syncing." For
the techno-sophisticated people who have PDAs with wireless cell phone
connections, the file can go directly to the PDA.
MP3
If audio communication reminds you of Books on Tape that you listen to
during long driving trips, here is an update. MP3 is the new format,
offering tightly compressed (that means lots and lots of information
into a very tiny size) audio in the form of computer files. Teenagers
use it to swap rock online, but you can use it to move information.
"Years ago, many corporations used audio tapes to provide news and
training updates to people who spent a lot of time in their cars. You
can do the same thing with MP3 files," Gayeski said, only better.
Instead of having to physically distribute cassettes, users download
files from your Web site to their MP3 players.
Even without a
portable MP3 player -- something like a Walkman –- people can listen to
files played on their desktop computers.
Real life
Gayeski speaks of one semiconductor company posting executive speeches,
files from annual stockholder's meetings, and other news updates on
internal and external Web sites. Employees, the press, and other
stakeholders access the information in MP3 format.
Training
–- which in Gayeski's mind merges with corporate communication –- is
leading the way with PDA applications. "Some terrific job aids are
tools for physicians to help prescribe medications, see files, and look
up information on various pharmaceutical products. And there are some
terrific applications for knowledge management for repair technicians,"
she said.
Training and corporate communications morph into
human performance improvement with new technology, she said. "The lines
between a course, a job aid, a news story, and a motivational tool have
blurred now that new technologies are delivering information and
collaboration tools online," Gayeski said.
"For employees
to remain motivated and to make the right decisions, they need
information tailored to their needs and they need it quickly. And they
need to know how it relates to the goals and environment of their
company. Corporate communications should serve this function, and new
technologies like PDAs can help them do this inexpensively and fast."
The technology infrastructure is there. It's up to the
technology-leading communicators to create the applications that make
these tools sing.
© 2001, Sheri Rosen. This article first appeared in Communication World, October-November 2001, published by the International Association of Business Communicators.
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