Unit Aim
The aim of this unit is to provide Learners with the knowledge, understanding, and skills to communicate and collaborate digitally.
Unit Content
LO1 Understand how digital tools can be used to communicate with colleagues
Examples of asynchronous communication: email, forum messages and posts, text messages, voicemail, asynchronous video messaging, collaboration tools, social media posts and comments, blog posts and comments, document sharing and collaboration, and mailing lists.
Examples of synchronous communication: audio calls, video calls, instant messaging, live chat support, webinars, video conferencing, multiplayer online gaming, collaborative document editing, virtual classrooms, teleconferencing, and radio and television broadcasts.
Instances where asynchronous communication is appropriate: flexible timing (work-life balance, time zones), deep focus work, increased thoughtfulness, documentation and references, allows for individual pace, introverted team members, large group discussions, reduced introductions.
Instances when synchronous communication is appropriate: urgent discussions and decision- making, interactive collaborations, immediate feedback and clarification, team coordination and planning, building relationships and rapport, real-time collaboration.
Advantages of using digital technology to communicate: instant communication, accessibility, convenience, cost-effectiveness, enhanced collaborations, rich media and content sharing, scalability, and flexibility.
LO2 Be able to use digital tools to communicate with colleagues
Setting a background for an online meeting: appropriate backgrounds, settings, organisation policies, uploading own image, blurring backgrounds, greenscreen.
Setting up an online meeting for individuals inside an organisation: calendar invites, choosing a platform for meeting, sending invites.
Setting up an online meeting for individuals outside an organisation: choosing a platform for the meeting, sending invites, waiting rooms, verifying identity, and meeting permissions.
Sharing a screen in an online meeting: sharing full screen, sharing selected program, sharing correct content, ensuring no unintended data is shared, sharing a video.
Using Artificial Intelligence (AI) to minute a meeting: choosing a program, recording a meeting, legalities of recording content, using AI notes, converting AI notes to the required format, editing AI notes.
Sending a formal email: email signature, subject line, addressing recipient, email structure, language, tone, concise and direct, proofreading, attachments and links, CC, BCC.
LO3 Understand how digital tools can be used to collaborate within a team
The importance of security when sharing documents online: protecting sensitive information, preventing unauthorised access, safeguarding intellectual property, maintaining compliance, building trust and confidence, data integrity, cyber threats, controlling access and permission, confidentiality of data, and data loss.
Tools or applications used to collaborate within a team: Slack, Google Chat, Microsoft Teams, Asana, Trello, Jira, Dropbox, Microsoft onedrive, Google Drive, Zoom, Google Meet, Miro, Lucidchart.
Advantages of using digital technology to collaborate: enhanced communications, accessibility, flexibility, streamlined workflows, streamlined project management, seamless document sharing and collaboration, improved engagement, improved participation, data security, and data compliance.
LO4 Be able to use digital tools to collaborate within a team
Securely sending a document to a colleague: secure file transfer, encrypting documents, send password securely, verify identity, two-factor authentication, access controls, document expiry.
Turning on track changes: find option, turn on.
Adding a comment to a document: select text to add a comment to, add a comment, change comment, view comments.
Accepting or rejecting changes to a document: comment on a comment, accept changes.
Creating a shared document: selecting tool, Microsoft Word online, Google Drive.
Saving a document onto a shared drive: permissions, access, naming conventions, file layout, organisation’s policy.
