Using collaborative technologies

This is the ability to use IT tools and devices for collaborative working and communications, such as web or video conferencing, instant messaging/chat, online phone and video calls; online forums, social networking sites, wikis and other centralised depositories for documents, blogging, RSS and data feeds, bulk SMS or online work management tools.  This unit is about the skills and knowledge to manage and effectively integrate and facilitate the safe use of multiple IT tool and devices so that groups can work collaboratively and effectively by   setting and implementing guidelines for using collaborative technologies;   integrating IT tools and devices and creating environments to exploit their potential;  managing risks, permissions and data flow;   moderating and solving complex problems with the use of collaborative technologies https://slimwiki.com/ use this new website to cover the task sent to you  https://prezi.com/iahykp522mzq/using-collaborative-technologies/
1.1		explain what and why guidelines need to be established for working with collaborative technology Guidelines need to be made so people know what the borders of the collaborative technology are. Also it is necessary or people have a lot more power over this even when it is not theirs. Copyright guidelines are a good example as with them people can copy your info without consent. 1.2. Develop and implement guidelines for good practice in working with collaborative technology Currently my business does not have any guidelines in place but I am planning to pitch some to my boss and my main topics I think will be. Methods to promote trust such as Contact information, a phone number is very trustworthy as most of the trustfulness businesses don’t have phone numbers. Ratings are also helpful as well as recommendations. Also we need a guidelines for our privacy policy. 1.3. Explain how to establish an identity or present information that will promote trust Make sure your identity is unique and no one is trying to copy how you work and the information you present. Also make sure your information is trustworthy so it gives your viewers trust and lets them read on with satisfaction. 1.4. Develop and implement guidelines for checking the authenticity of identities and different types of information The developed guidelines used to check the authenticity of the identities presented within the information is based on comparing said to other sources. The use of sources both primary and secondary, can be used to cross reference names, dates against other reliable documentaries 1.5.  Analyse and plan for the risks in the use of collaborative technologies for different tasks. – Inappropriate disclosure of information – Risk analysis – Risk monitoring 1.6. Analyse and manage risks in the use of collaborative technologies -Inappropriate disclosure of personal information – Misuse of images – Appropriate language – Respect confidentially – Copy lists – What to do in a power cut – About data loss – risk analysis 2.0 Plan and set up IT tools and devices for collaborative working. 2.1. Explain the features, benefits and limitations of different collaborative IT tools and devices for work purposes and tasks The purposes of collaborative working will depend according to the task in hand. It may include sharing, displaying and recording information which can then be used upon discussion and reflection; developing ideas via researching and contributing to research; exporting information into other formats or managing data and identities. 2.2. Determine the IT tools and processes needed for archiving the outcomes of collaborative working. The outcomes of collaborative working are usually measurable or ephemeral. Measurable outcomes can include documentation, notes transcripts, project plans etc. However, examples for ephemeral outcomes could be a conversation or an agreement, where it’s not in writing and is not as effective as measurable outcomes. The most common backup would be a separate hard drive able to store those measurable outcomes in independent sites. 2.3. Summarise ways to integrate different collaborative technology tools and devices for a range of purposes, tasks and communication media. Collaborative technology tools and devices tend to fall into two different classes, hardware and software. Examples of hardware are mobiles, laptop, desktop and peripherals where as examples of software include products, services and sites. Combining the use if the technologies can benefit the user and integration can be useful in many different purposes. Video conferencing is  a good example of this where users from different locations can mix the use of hardware via mobile, desktop, headsets and microphones etc. with specific software's to allow virtual contact through online meetings. Conferencing this way has clear benefits to all users including saving expenditure that would be used for travel and accommodation; can be organised in short time and can include a large number of occupants. 2.4. Explain potential access and compatibility issues with integrating different collaborative technology tools and devices. Problems with collaborative technology can arise if when using cloud based work space and you do not have access to the internet. Another issue can be with functionally and cross platform use of windows and apple products or even android platforms. Hindrance's can also occur within operating systems because of weak internet connections or plug ins that can affect visibility. 2.5. Select, connect and configure combinations that exploit the capabilities and potential of collaborative tools and devices. The obvious combinations of collaborative tools and devices when in use is the union of hardware and software. The use of desktop, laptops and mobiles with sites and services is seen frequently in this area of technology. However, those that can integrate additional hardware such as headsets, microphones and even communication media such as audio and animated images have the ability to utilise the technology and exploit its potential. The recent investment and improvements underlying many collaboration technologies means improved quality of the tools which will engender increased innovation that businesses will notice. Video conferencing is an appropriate example, where the ability to share not only text but also multimedia has proven useful and innovative. Additionally to this, real time communications won’t be bound by a desktop but through all sorts of devices. 2.6. Resolve access and compatibility problems so that different collaborative tools and devices work successfully.  Compatibility issues come with the use of collaborative tools, this can be between browser software, operating systems and plug-ins. Users should plan in advance access and compatibility problems that can occur. Examples of this can include: The increase in internet bandwidth with a reliable company. The use of a backup generator in case of power cuts. Saving files in multiple formats whilst insuring compatibility. – For example when generating a contract document for a customer it it’s often saved in different formats such as .docx or .pdf on the server to ensure compatibility with the clients systems. 3.0 Prepare Collaborative technologies for use. 3.1. Evaluate data management principles, issues and methods.  Data management is a term which encompasses the systems within an organisation for the creation, use and storage of corporate information. It can include systems such as web content management, document management, records management etc. There are problems that occur whilst working with such methods and most companies are still struggling to deliver an integrated information management environment. Common data management problems include little coordination between information systems, poor quality of information which can include out of date information or duplication and limited adoption of existing information systems by staff. This data can often include information on people, processes and technology and can therefore can cause complex organisational issues. Our main database  for storing information is carefully maintained by all staff members. All are aware and abide by the Data Protection Act 1998, for example the information it contains is never shared externally. It is also regulated to ensure data is as up to date and accurate as possible. 3.2. Manage levels of access and permissions for different purposes. Access to the data management starts from registering an ID and Password on to the administration system. Accessibility issues at this stage are usually resolved through adjusting access settings. User names, passwords and access codes are all examples of protections to avoid unsolicited admittance to sites and systems. Access can also be denied when users forget password and usernames etc and therefore precautions can be set up to resolve such issues. Email addresses, phone numbers and security questions are all often used as provisions to this. 3.3. Select and integrate different elements across applications to create environments for collaborative technologies. Environments for working with collaborative technologies can be those both virtual and tangible. An actual work environment can be made more comfortable and enjoyable in order to utilise the tools and devices. Lighting and the positioning of devices are examples of elements that can affect the user’s experience. However, the user interface can also be developed and altered in order to improve the simulated environment. Here the choice of skins, templates, widgets and wizards can all be adjusted for the benefit of the operator’s. 3.4. Set and adjust settings to facilitate use of collaborative technologies by others. There are settings that, when considered and adjusted, can assist the usage of collaborative technologies. One of the most common is the security setting, or in other terms, the ‘firewall’ settings. Firewalls are used to protect from unauthorised access, however some firewall settings can inhibit the use of a browser correctly, by incorrectly preventing web pages from showing. Hardware settings such as colour, fonts, type size and volume can modified to benefit the user. Browser settings can also be altered; cookies are an example of this to give admin useful information on their users and sites. Additionally to this pop-up management is another browser setting that can be altered to block or allow them depending of the benefit or hindrance they can cause. Our use of cookies with the company website allow us to monitor those using the site; like the most popular pages and any error pages you see. We use this aggregated information to improve our website however it never identifies individual users. The back end of the site also allows us to see the number of abandoned carts, on which we can base if there are any problems by seeing the number and whether it’s a large amount. 3.5. Manage data flow to benefit collaborative working. It is a key focus among many organisations to improve data management in both private and public sectors. Attention on these systems is driven by the benefits; they can improve the efficiency of business processes, the desire to deliver new services, as well as uniformity and coordination within an organisation. Managing data can be done through different systems. Benefits of these include: Files being able to be backed up more easily when on a central file server rather than when they are across a number of independent sites. Files can be stored centrally allowing data to be shared throughout an organisation and they allow security ensuring users only have access to certain files. Disadvantages can include: The danger of hacking, particularly with wide area networks. An expensive purchasing price. If the file server breaks the files can be inaccessible. There are things to consider when managing data as there are laws and legislation that instruct users on different factors, including subscription details. For example, when sending unsolicited emails used as part of an e-marketing campaign within my company, we must include an unsubscribe link within the file. Manage tasks using collaborative technologies. 4.1 determine levels of responsibility for the use of collaborative technologies Contributing responsibly: follow the rules of ‘netiquette’, respect others contributions, avoid dominating and not responding; legal and cultural issues; user rules, moderation policies, ethical issues 4.2 facilitate others' responsible contributions to and engagement with collaborative technologies   legal and cultural issues; user rules, moderation policies, ethical issues 4.3 manage the moderation of collaborative technologies Moderating collaborative technologies: Reporting inappropriate content; checking posts 4.4 oversee the archiving of the outcomes of collaborative working Archiving outcomes: Cut, paste, save; record, transcribe 4.5 explain what problems can occur with collaborative technologies Problems with collaborative technologies: routine (eg settings, software not responding, hardware connections); non-routine (eg access, transmission speed, bandwidth); complex (eg compatibility) 4.6 respond to problems with collaborative technologies and be prepared to help others to do so. Respond to problems: Follow on screen help, know who to ask for expert help; use diagnostic wizards, check bandwidth