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Using digital communication technologies 

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Using digital communication technologies 

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In this unit we are having a meeting with the head of department about a trip we are organizing, We will be using teams and email to demonstrate our digital technologies skills and we will be assessed on our communication skills.

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We are using the channel to set calendar dates for the meeting and to set up meeting and keep communication going within your team.

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Screenshot of our team messages and emails

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Screenshot of our team messages and emails

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During the planning process I sent out a few emails regarding some educational visits. Using email as a form of communication was effective because in this circumstance I didn't have communication with the outside person on teams. However with his response I was able to share this with the rest of the team using out teams channel.

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This is a screenshot of our budget which is in a excel spreadsheet in files in our channel, this is so we can all access this file to see the budgets for our meeting about our trip.

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We used the calendar to notify the team members when the meeting is using teams.

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The file I am putting in here is too big so I can not put it in here.

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1- What made my communication clear and affective?

Throughout this unit i have been using teams and email to organise a meeting. I explored functions such as using teams chat, this helped me in the meeting for communication because it keeps our contact in one place and not separately.

Sending out calendar invites for the meeting - This was effective as everyone in the team was notified prior to the meeting with the date and time.

Creating teams channels - This was effective because all of our data such as our budget plan and our meeting agenda was all in one place.

Using Teams to carry out a meeting - This was an effective form of communication, because it allowed us all to gather in one place despite what campus we were all working from.

2- What can I improve for next time?

Next time whilst using teams to carry out a meeting online, we could use one computer instead of two. Having done this we noticed that having the two computers caused a few technical issues in the meeting as the laptops were to close and picked up on each others frequencies. However, Having two laptops worked better so that the space was shared and everyone could see a laptop.

3- How did using different tools help with communication?

We could of used to different rooms because were the computers was close it was making noises and disrupting the meeting.

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What can go wrong in a meeting and how to prevent it (what if scenario)

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What can go wrong in a meeting and how to prevent it (what if scenario)

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I have a meeting coming up and I have identified that there are things that could potentially go wrong in a meeting such as: loosing connection, people can be late, the meeting could go over time or someone could dominate the conversation. In order to prepare so this doesn't happen i have identified some mitigating factors.

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What makes a meeting affective/ineffective- concept map

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What makes a meeting affective/ineffective- concept map

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In this I had to explain what makes a meeting effective and what makes a meeting ineffective and explain why.

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In this I have identified job roles within a meeting, for example you would need to be setting and leading the meeting. The roles I have identified are:

Meeting chair- There responsibilities are moderate the conversation fairly as a chairperson, be punctual to the meeting and be conscious.

Note taker - There responsibilities are actively listening to the speaker, capturing key points, summarizing information and organizing notes in a coherent manner.

Tech support - There responsibilities are diagnosing and repairing faults, resolving network issues and installing and configuring hardware and software.

Time keeper - There responsibilities are maintain accurate and up to date records of employee hours and overtime, track employee time off requests, including vacation, sick time and personal time.

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The importance of having a plan when you go into a meeting is because you need to be prepared on what you are going to talk about in the meeting at all times, If you didn't have a plan you wouldn't be prepared and you wouldn't know what to say and could just speak about random things that isn't irrelevant so that's why a plan is important to have before a meeting.

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Creating channels and organizing them effectively-

Creating channels can be good because it keeps your work organized and saves it from getting lost or mixed up with other work. Having a channel so we an all communicate from the one channel.

Sharing files and documents within a channel-

Sharing files and documents so if someone put a work in a file we could all see it so it wouldn't have to be sent 1 by 1.

Using @ mentions to notify specific team members-

Using @ mentions so when you want to speak to somebody you can @ them so they know your speaking to them and you know who your speaking too.

Using reactions to provide feedback on messages-

Using emojis can be good and can be not good, for example if you was asking someone a yes or no question and they replied with thumbs up then that would be okay but if you was giving an opinion on something and someone up a thumbs up that wouldn't be good in a way.