Using Collaboration Tools

Submitted by coleen.yan@edd… on Mon, 08/26/2024 - 15:26

Collaboration in the workplace can take many forms. In this topic, we look at four types of digital collaboration tools used in offices: 

  • Online forms.
  • Messaging chat applications.
  • Videoconferencing applications.
  • Digital whiteboards.

This builds on what you have already learned about collaboration tools within documents, like Google Docs and Microsoft Word. 
By the end of this topic you’ll be able to:

  • Select the most appropriate communication method for a range of different situations.
  • Create an online form to seek different perspectives or preferences. 
  • Use a messaging chat application to send messages to others. 
  • Use a videoconferencing application to meet with others online, and follow videoconferencing etiquette.
  • Use digital whiteboards to explore ideas with others. 
Sub Topics

Online forms such as Microsoft Forms and Google Forms are used to gather, store, and analyse responses. 

While they are quick to create, before you create one, think:

  • Would it be quicker to speak to these people individually or ask for responses by email?
  • Do I need to keep responses together:
    • to make sure they aren’t edited or deleted by mistake?
    • to analyse the results?

Some examples of where online forms may be useful are:

  • Finding a date and time for a meeting or event, when some participants are not part of your business. (If everyone works for your business, use the Scheduling Assistant in your calendar application.)
  • Identifying dietary requirements for an upcoming catered event.
  • Gathering participant feedback on an event.
  • As an incident report form for health and safety incidents or near misses.
  • For staff to request new stationary.
  • For staff to request leave.
Watch

The following videos show how to create simple online forms in Google Forms and Microsoft Forms:

How To Create Google Form | Google Forms Tutorial 2024
Watch Duration: 5:21
This video by EasyTechGeek gives a short walk-through of how to create and share forms created in Google Forms.
Source: YouTube
Video URL: https://youtu.be/cWdDaO6FIr0?si=goAzSw_ImqVj-jjf

Use Microsoft Forms to Create a Survey - How to - Tutorial
Watch Duration: 8:32
In this video, Jessica Alexander takes you through how to access Microsoft Forms, create a form, share the form and view responses. 
Source: YouTube
Video URL: https://youtu.be/Z7Ao7cq5BWE?si=FMWBUkyIP7Q9T8J_

Activity

Create a simple online form 

  1. Create a simple online form using Google Forms or Microsoft Forms. This could be for your work or personal use, such as asking your friends for a preferred day and time to go to a movie, or asking your family what dinners they would like this week. (If it is for personal use, don’t use your work account.)
  2. Preview the form and make changes until you are happy with it. 
  3. Share the form with your audience and review their responses when they come in.
Module Linking
M01011A
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