# data[].attributes.headline
Developing Business Systems - Individual Portfolio 

# data[].attributes.subject
Developing Business Systems - Individual Portfolio 

# data[].attributes.body
Hello, this is my portfolio showcasing the various ways I have developed throughout this module. The module has provided me with opportunities to enhance skills that are essential for my aspirations of becoming a consultant.

# data[].attributes.body
Background Information

Working in a team is something that I personally struggled, I thrive more when I work independently. Especially due to that fact that working in a team means fitting time into everyone schedule to plan and work on the team project which was sometimes difficult as everyone had other responsibilities (e.g. part time and/or full-time jobs) and other group work from different modules to attend to at the same time (e.g. AGA modules and Managing Projects). I also was the only individual from my group who didn’t live on campus.

Action Taken

We decided that as a team the most effective way of making sure that the team was working together was by using social platforms e.g. WhatsApp as a method of communication, allowing the team to converse and share ideas and updates on the next steps and using Microsoft Teams to schedule online meetings to discuss the next steps as a group.

Outcome

By deciding to use platforms like What’s App and Microsoft Teams allowed us to share details of the progress that we made as individuals and to discuss the project further without meeting up in person. This made communication and quality of information more effective. By using Microsoft Teams, it also allowed us to plan team meeting online and communicate the progress of the project. The benefits of this were evidence in our presentation grade of 70%, this was due to the effective communication through using What’s App and Teams.

Summary

The post- COVID era has transformed the way groups communicate and collaborate. Teams have had to adapt to the new virtual communication methods. This means that in this instance meeting face to face was not an essential for our group to perform successfully. Platforms like Zoom, Microsoft Teams have become essential tools for meetings, instant messaging and overall collaboration. Having Virtual collaboration has brought flexibility amongst teams. ‘The collaboration technology capabilities view suggests some technology capabilities limit aspects of face-to-face communication such as visual anonymity, participation equality and synchronous interaction’.[1]

Future

In my next group collaboration, I will take initiative to set up WhatsApp group chats or other virtual collaboration tools. Allowing the team to have a streamline communication, ensuring everyone stays informed and facilitate efficient teamwork. Additionally, I will establish a shared workspace by creating cloud folders for file sharing. This will enable team members to upload, access and edit documents collaboratively, ensuring that changes are visible to everyone in real time and enforcing a more organised and productive environment. ‘The benefits of virtual collaboration were the opportunities to: learn how to use technology in a meaningful way; practice using technology to solve problems; and broaden one's perspective by communicating with people from different cultures.’ [2]

[1] Mitchell, A. (2021) Collaboration technology affordances from virtual collaboration in the time of COVID-19 and post-pandemic strategies, Emerald Insight. Available at: https://www.emerald.com/insight/content/doi/10.1108/itp-01-2021-0003/full/html#sec005 (Accessed: 30 December 2024).

[2] Karpova, E.,   Correia , A.-P. and Baran , E. (2009) ‘Learn to use and use to learn: Technology in virtual collaboration experience’, The internet and higher education, 12(1).

# data[].attributes.headline
Outcome : Figure 1 - What's App Group Chat 

# data[].attributes.subject
Outcome : Figure 1 - What's App Group Chat 

# data[].attributes.headline
Outcome: Figure 3 - Microsoft Teams Video Calls 

# data[].attributes.subject
Outcome: Figure 3 - Microsoft Teams Video Calls 

# data[].attributes.body
Background Information

We encountered some unfamiliar processes, including process mapping. Understanding how to create a process map and identity the appropriate symbols for each stage was challenging. However, it became clear during the preparation for our demonstration that creating a process map was a critical step for every system that we had implemented, as it was necessary to clearly outline and visualise the workflow for each solution.  Therefore, I took on the challenge in creating the process maps for the team.

Action Taken

I discovered that conducting additional research significantly improved my understanding of process mapping. I came across detailed YouTube tutorials, these videos provided a clear step by step breakdown of how to construct a process map, including the correct use of symbols and best practices. This not only clarified the process but also gave me the confidence to apply this knowledge effectively in the work. I was then able to create my own process map for the systems that we had developed.

Summary

Having a process map ‘helps you understand and improve your processes and your bottom-line performances’. [1]As a beginner, I found that developing a process map presented its own set of challenges. However, through this experience, I came to understand the value it provides. Creating a process map helped me realise that it offers clarity and a deeper understanding. It serves as straightforward and visually effective way to represent systems, making even complex processes easier to grasp.

Future

I plan to deepen my understanding by learning how to create various types of process maps, such as flowcharts and swimlane diagrams. Developing these skills will broaden my toolkit, enabling me to analyse and present processes more effectively. This aligns with my goal of becoming a consultant as it will enhance my ability to provide strategic insights and solutions. Additionally, mastering these techniques will boost my employability by demonstrating my versatility and commitment to continuous learning. Being able to have an ‘establishment of clear mechanisms… and deploy a wide range of skills and opportunities to enhance own academic learning’ [2]helps to increases employability.

[1] Hunt, V.D. (1996) Process mapping: How to reengineer your business processes. New York, NY : Wiley.

[2] Weligamage, S. (2014) Graduates’ Employability Skills: Evidence from Literature Review.

# data[].attributes.headline
Outcome: Figure 1 - Video Tutorial on Process Maps 

# data[].attributes.subject
Outcome: Figure 1 - Video Tutorial on Process Maps 

# data[].attributes.headline
Outcome: Figure 2 - Process Map for SnapScan Home System

# data[].attributes.subject
Outcome: Figure 2 - Process Map for SnapScan Home System

# data[].attributes.headline
Outcome: Figure 3 - Process Map for Zoho CRM System

# data[].attributes.subject
Outcome: Figure 3 - Process Map for Zoho CRM System

# data[].attributes.body
Background Information

Within the group, we encountered challenges in communication, primarily due to conflicting schedules and varying commitments. These differences often led to last-minute changes and/or meetings, making it difficult to plan and arrange meetings where all the team members could participate either in person or virtually. This lack of alignment sometimes disrupted our workflow and hindered effective collaboration.

Action Taken

We arranged regular check-ins by scheduling recurring meetings at a time that works for most members, and we also incorporated flexible planning by using a hybrid approach with a mix of in-person and virtual meetings to accommodate everyone’s preferences and commitments.

Summary

I have developed a strong understanding of the importance of effective communication within a team. It is crucial to ensure that all team members are on the same page, fostering alignment and understanding. By prioritising clear and open communication, we can collaborate more effectively, address challenges promptly and work cohesively towards achieving shared objectives. It is stated that ‘every institution or organization always offers opportunities for everyone to develop through communication with groups or teams in the work environment to achieve success.’ [1]

Future

It is said that ‘Individuals who have a long history of working together successfully often have some common intuitive understanding of their communication expectations.’[2] In my next group collaboration, I will prioritise effective communication by establishing clear expectation from the beginning. This will involve outlining communication norms such as preferred methods and times for communication to ensure everyone is on the same page.   Additionally, it is also important that the team discuss everyone availability, promoting transparency in scheduling meetings to that everyone can contribute and participate fully. This will create a more organised and cohesive team dynamic.

[1] Barreto, A. (2020) The Importance of Internal Communication and Teamwork in Higher Education Institution (LITERATURE REVIEW), 7(2).

[2] Harris, T.E. and Sherblom, J.C. (2018) Small Group and Team Communication. Fifth Edition. Waveland Press.

# data[].attributes.headline
Outcome: Figure 1 - Supports Flexible planning and scheduling check ins 

# data[].attributes.subject
Outcome: Figure 1 - Supports Flexible planning and scheduling check ins 

# data[].attributes.body
Background Information

In addition to planning and prepping for the group assignment in Developing Business Systems, I was also had responsibilities in other modules that required collaborative group work. Balancing these multiple responsibilities demanded effective time management, as I had to allocate time for each task while meeting the expectations of different teams which became challenging at times.

Action taken

I created a personal schedule using tools like the iPhone calendar to assign dedicated time slots for each of my responsibilities. This method enables me to stay organised and accountable for meeting all my deadline. By having a clear visual overview of all my tasks in one place, I could manage my workload more efficiently and ensure nothing was overlooked. This approach improved my ability to balance multiple commitments effectively.

Summary

It is said that ‘time-management decisions influence the productivity of the scheduler, in terms of the time spent on the scheduling task and the time that is left for enabling activities as well as the smoothing of workload that have been found to affect the quality of decisions.’[1] I have developed the ability to prioritise tasks and allocate time efficiently, ensuring all my responsibilities are meet by having effective self-management skills and by effectively having strict time management.

Future

It is stated that ‘time management can improve people’s quality of life, lower stress, boost job satisfaction and enhance other factors of well-being’. [2]Therefore, to further enhance my time management skills, I will incorporate the use of reminders. Setting reminders will help me stay organised and keep track of important tasks and deadlines. Ensuring that I hold myself accountable for completing my responsibilities on time. This approach will enable me to manage my workload more efficiently and reduce the risk of overlooking any critical commitments.

[1] Larco, J.A., Fransoo, J.C. and Wiers , V.C.S. (2017) ‘Scheduling the scheduling task: a time-management perspective on scheduling’, Cognition, Technology and Work, 20, pp. 1–20.

[2] Abu Mostafa, Y. et al. (2021) ‘The Role of Strategic Leadership in Activating Time Management Strategies to Enhance Administrative Creativity Skills’, International Journal of Academic Management Science Research, 5(3). doi:https://papers.ssrn.com/sol3/papers.cfm?abstract_id=3817057.

# data[].attributes.headline
Outcome: Figure 1 - Schedule for Team Meeting

# data[].attributes.subject
Outcome: Figure 1 - Schedule for Team Meeting

# data[].attributes.body
Background Information

During the week of the demonstration, I began dental treatment, which caused significant discomfort while speaking. Additionally, another team member who had agreed to present the demonstration fell ill. These unforeseen challenges tested the team’s adaptability and required us to quickly adjust our plans to ensure the demonstration could proceed effectively.

Action Taken

We had to take a collaborative approach to solving the unforeseen issues.  That involved the group having to stay up late and wake up early to move around the plans that we already had in place. Using What App Group Chat allowed us to collaborate on the plans that we must change and exchange ideas for our next step.

Summary

There are a lot of challenges and changes that can happen when you work in a team, ‘individuals in a teamwork context have to continuously adapt their behaviours to maximise both individual and team level performance.’ [1]  I have gained a strong understanding of the importance of having a backup plan for any situation. Anticipating potential challenges and identifying possible issues beforehand allows for proactive preparation. Prepping solutions in advance ensures we are better equipped to handle challenges effectively when they occur.

Future

‘No team can accurately predict when the need to replace a star player will arise, but every team can prepare for such uncertainty by having an emergency plan.’ [2]In the future, I have learned to always establish a backup plan within group work. This can be done by designating alternative presenters or assigning secondary roles to team members in advance to ensure that someone can step in if needed. This prepares for any unforeseen issues that may occur and allows the team to always be a step ahead.

[1] Kozlowski, S.W.J. (2007) ‘Dynamic resource allocation and adaptability in teamwork’, Research Collection School of Social Sciences [Preprint].

[2] He, E., 2010. BACKUP PLAN. Risk Management, 57(2), pp. 38-41.

# data[].attributes.headline
Outcome: Figure 1 - Team communicating on the changes

# data[].attributes.subject
Outcome: Figure 1 - Team communicating on the changes

# data[].attributes.body
Over the course of this module, I have experienced growth in my academic, personal and professional development. Despite facing a few challenges, I was able to overcome them, learning valuable lessons and gaining new skills along the way. These experiences have strengthened my abilities and prepared me for future opportunities.