Changes to Modern Teams PDF

Changes to Modern Teams Effective Digital Working Practices Introduction Modern technologies have had a major impact on how businesses operate and how we work as individuals. Perhaps the biggest impact, though, is on how we work together. Modern teams increasingly rely on modern technology t...

Changes to Modern Teams Effective Digital Working Practices Introduction Modern technologies have had a major impact on how businesses operate and how we work as individuals. Perhaps the biggest impact, though, is on how we work together. Modern teams increasingly rely on modern technology to collaborate, communicate and plan together. In this lesson, we’ll learn about: 1. Worldwide & multicultural teams 2. Workplace inclusivity 3. Changing work schedules 4. Flexible work locations Worldwide & Multicultural Teams We can work with others in a different location or even country thanks to modern technologies. Employees can be based in offices all around the world and can work together using tools like video conferencing and cloud computing. This allows for a more diverse and multicultural workplace, which provides a wealth of benefits to an organisation, including: Respect for cultural differences - employees will experience new, which will help them when dealing with clients around the world. Greater creativity - different cultures provide different opinions, which can help generate new ideas within the business. Greater potential workforce – employee talent can come from around the world, opening you to highly skilled employees from different countries. Workplace Inclusivity Individuals with disabilities have benefited hugely from modern technologies. These technologies have massively increased the accessibility of the workplace and made it much easier to collaborate and communicate with teammates. Perhaps the most obvious example is how modern technologies allow individuals to work with others while in different locations. For many individuals with disabilities, one of the greatest difficulties is getting around. Thanks to technologies like video conferencing and cloud computing, we can work remotely and not need to travel to a certain location to work with others. Workplace Inclusivity Of course, technology also provides many other benefits, like the ability to change the size and colour of documents to make them readable for someone with a disability or even use text-to-speech software to read the documents out loud. This would be much harder in older workplaces where documents would be on physical paper. Changing Work Schedules Thanks to modern technologies, workplaces are rarely 9-5 Monday to Friday. Instead, offices run 24 hours a day, 7 days a week, 365 days a year. There are many reasons for this, partially because of customers’ expectations. With the growth of the internet, we expect to be able to buy things online 24/7 and to access customer support at any hour. Also, as the world becomes smaller and our businesses become increasingly global, we will be working in different time zones. So, 9-5 in England will be very different from 9-5 in China. We’ll also find different expectations of which days are working days and which are cultural holidays. You wouldn’t expect to work in England on Christmas Day, but it's not a public holiday in some countries like Saudi Arabia. Flexible Work Locations We’ve learnt how teams can be based worldwide because of modern technologies like video conferencing & cloud computing. However, where we work has also changed because we can even work from home. It is common now for employees to spend most of their work hours at home or in other remote locations, such as commuting. This benefits employees by helping them fit work more effectively around their personal/family lives. We also see more people working as casual staff, able to offer their services to a business as required rather than as full-time permanent employees. This allows the business to save money by only paying staff when needed but helps the individual work when they want, usually at a higher pay rate. Lesson Summary Businesses can be global with diverse multicultural teams, bringing respect for other cultures, creativity, and a larger talent pool. The workplace has become more inclusive for individuals with disabilities. Text-to-speech, adapting interfaces, and remote communication tools make work much more accessible. Work hours are often 24/7/365 due to the increased expectation of businesses to be available at all hours, and employees working in different countries, with different timezones & holidays. Employees will increasingly work remotely, such as at home. We’ve also seen more casual employees, working when it suits them and the business, rather than as permanent staff. Copyright © 2024 KnowItAllNinja.com This presentation and its associated worksheets are protected by copyright and are licenced for resale by KnowItAllNinja.com. No part of these publications may be reproduced, distributed, or transmitted in any form or by any means, including photocopying, recording, or other electronic or mechanical methods, without the prior written permission of KnowItAllNinja.com, except as per the terms of use. Terms of Use By purchasing and downloading these resources you are entering a licence agreement that allows for you to share these resources with members of a single educational institution. They must not be shared with or used by any third-party outside of the institution in any form. Managing Modern Teams Effective Digital Working Practices Introduction We saw in the previous lesson how modern technologies have changed the way modern teams work. Modern technologies also change the ways in which we manage teams in a business. Different tools can be used to support the collaboration, communication & planning of team members. In this lesson, we’ll learn about: 1. Collaboration tools 2. Communication tools 3. Scheduling and planning tools Collaboration Tools Collaboration tools are tools that support employees working together, even when in different locations. Perhaps the best example of a modern technology that supports collaboration is cloud storage and computing. With cloud storage, we can store files online and easily share them with others, allowing multiple people to work on the same document from different locations and devices. With cloud computing software like Google Docs, multiple employees can work on the same document simultaneously, even if they are in different locations. Another modern technology that support collaboration is video conferencing software. This allows employees to hold meetings with each other with voice & video, display presentations and share files. Collaboration Tools Advantages Remote Working It is easier for employees to work together even when in different locations. Increased Flexibility We can work more flexibly, such as working from home so we can fulfil family responsibilities. Reduced Travel We need to travel less, which reduces stress, saves time, and reduces harm to the environment from car and plane pollution. Communication Tools Communication tools ensure people know what they should be doing and help to build relationships amongst staff. There are all kinds of modern technologies that have made a huge difference in ensuring good communication within an organisation. Some examples include email, instant messaging, VoIP and smartphones. This has made it so that we are constantly instantly contactable. Memos, faxes & letters are increasingly a thing of the past due to the time they take to be delivered and the limited features they provide. For example, you can quickly send a document to someone by fax, but can they edit the document? Communication Tools Advantages Improved Speed, Flexibility, and Cost-Effectiveness Communication can be performed much more quickly, flexibly, and cheaply. Most of these tools have no cost and can be used on any device with an internet connection. Efficient Storage and Retrieval We can store and retrieve communications for future reference. An email can be stored on a computer and searched for quickly, unlike a letter, which would need to be stored in a filing cabinet and manually searched for later amongst piles of similar letters. Enhanced Remote Work Capabilities Communication tools make it easier for employees to work remotely, such as from home, as they can easily communicate with colleagues from wherever they are working. Scheduling & Planning Tools Scheduling and planning are crucial when working in teams. They ensure that each person's time is correctly allocated to tasks, prevent duplicate work, and ensure the completion of key tasks. Modern technologies are very effective at properly scheduling and planning a modern team’s time. In particular project management tools, such as Asana and Trello, are very helpful in planning and scheduling. These tools allow managers to identify tasks, set start/end dates, assign employees to tasks, identify milestones and more. These tools are also usually available online, which means you can have many employees given access to the planning & scheduling, so they know what they need to do. Scheduling & Planning Tools Advantages Enhanced Project Tracking These tools allow managers to easily track progress on completing a project so they can respond quickly and easily when the project starts to run over time and budget. Automated Task Reminders Reminders can be sent automatically to workers of new tasks and approaching deadlines to ensure they don’t fail to complete tasks on time. Improved Remote Work Management Because it is often accessible online, this allows for more efficient remote working by assigning tasks and managing employees while working in different locations. Lesson Summary Collaboration tools support employees working together. These tools allow us to work together on a task while being in completely different locations, even in different countries. Communication tools help collaboration, ensure employees know their tasks and build relationships. These tools have made communication much quicker, more flexible and easier to store and find at a later date. Scheduling & planning tools ensure each person’s time is correctly assigned to a task. These tools help ensure projects are completed on time, allowing managers to monitor progress and correct problems. Many tools are also online and so support working in different locations. Copyright © 2024 KnowItAllNinja.com This presentation and its associated worksheets are protected by copyright and are licenced for resale by KnowItAllNinja.com. No part of these publications may be reproduced, distributed, or transmitted in any form or by any means, including photocopying, recording, or other electronic or mechanical methods, without the prior written permission of KnowItAllNinja.com, except as per the terms of use. Terms of Use By purchasing and downloading these resources you are entering a licence agreement that allows for you to share these resources with members of a single educational institution. They must not be shared with or used by any third-party outside of the institution in any form.  Communicating with Stakeholders & Accessibility Effective Digital Working Practices Introduction We use modern technologies to communicate with business stakeholders. Common examples include websites & social media. When communicating with others through modern technology, inclusivity and accessibility are important. It’s not ethical or legal to ignore a group of people due to an individual characteristic. Thankfully, modern technologies have many features that aid inclusivity & accessibility. In this lesson, we’ll learn about: 1. How organisations use modern technologies to communicate with stakeholders 2. How modern technologies aid inclusivity and accessibility. Communicating With Stakeholders A stakeholder is someone who has an interest in a business. Usually due to either having an effect or being affected by the business’s decisions. Examples of stakeholders include: Directors Employees Customers Owners Suppliers All these stakeholders have a vested interest in a business and we need to communicate to them information, such as financial results, orders, goals/targets, an upcoming product release, and more. Communicating With Stakeholders There are many different methods of communicating with stakeholders and selecting the right one is important. Popular examples of modern technology used for this communication include: Websites Social media Email Voice communication Let’s look at the uses of each of these communication methods in more detail. Communicating With Stakeholders Websites It is public and viewable by everyone. Once shared online, it can be considered permanent due to screen captures. It is excellent for sharing detailed information and media like videos and is a good way to communicate with various stakeholders. Social Media Social media reaches a large audience and is very public. It can also be considered permanent. It is suitable for short, informal communications but not for serious business matters. It is typically used to inform customers about upcoming product releases. Communicating With Stakeholders Email Email quickly reaches target stakeholders and is more private, though it can be forwarded. It's best for a small audience, like suppliers or directors, but can also be used for a larger customer base if they've opted in. Voice Communication This method is very private, with no stored records unless recorded, but lacks a reference for later. It’s suited for small groups and is often used in meetings with employees, owners, or directors via video conferencing. Aiding Inclusivity & Accessibility There is an ethical and legal responsibility to ensure that a business makes themselves inclusive and accessible to all. Thanks to modern technologies, this has become increasingly possible. Some of the ways that modern technology has aided inclusivity & accessibility include: Interface design Accessibility features Flexible work hours/locations Let’s look at each of these in more detail. Interface Design Interface design is about the layout & formatting of the visual elements (e.g. text & images) of a page (e.g. a web page). Decisions made in regard to the interface design of pages will have a big impact on accessibility. For example: Layout – easy-to-locate menus and predictable, consistent positioning of elements make things more accessible. Font type & size - Different font types & sizes have different levels of readability. Highly decorative fonts & smaller sizes may be difficult to read, particularly for those with visual disabilities. Colours – low contrast colour schemes can be very problematic for those with visual disabilities, such as someone with colour blindness. Interface Design Thankfully, modern technology allows us to adapt interfaces to our needs. Our operating system's user interface can be adapted with larger text and high-contrast colour schemes, and we can also allow people to easily adapt our web pages and other software we provide. Accessibility Features Accessibility features aid inclusivity & accessibility. Some examples of this include: Screen reader support – we can ensure our interfaces are created in ways that better support screen reader software. On websites, this might involve “alt-text” attributes for images. Alternative text – images are very problematic for visually impaired users but we can assign alternative text to images so the screen reader can read that out instead. Adjustable font type/size - the ability to change the font type and size will allow visually impaired users to adapt text so that it is readable by people with limited vision. Text-to-speech – we can build in a text-to-speech feature of our own into our websites and software to allow people to listen to the page. Flexible Work Hours/Locations For some people with disabilities, particularly those with mobility disabilities, the time and location of work can be a major barrier between them and performing their jobs. As we’ve learnt in previous lessons, modern technology, such as cloud storage, cloud computing & video conferencing, has made it possible for individuals to work where they want and even when they want. This is hugely beneficial for accessibility. If it is very difficult for someone to leave their home and get to work on a daily basis from 9-5, we can allow them to work from home and at a time that suits them. Lesson Summary A stakeholder is someone who has an interest in a business. Modern technology provides different ways to communicate with stakeholders, such as websites, social media, email, and voice communications. Modern technology can aid this inclusivity & accessibility. The interface design can improve accessibility through the layout, font type & size and use of colour. Accessibility features can help support accessibility, such as supporting screen readers, providing alt-text for images, having adjustable font types/sizes and providing built-in text-to-speech. Modern technologies have made work more accessible for those with mobility impairments through flexible work hours & locations. Copyright © 2024 KnowItAllNinja.com This presentation and its associated worksheets are protected by copyright and are licenced for resale by KnowItAllNinja.com. No part of these publications may be reproduced, distributed, or transmitted in any form or by any means, including photocopying, recording, or other electronic or mechanical methods, without the prior written permission of KnowItAllNinja.com, except as per the terms of use. Terms of Use By purchasing and downloading these resources you are entering a licence agreement that allows for you to share these resources with members of a single educational institution. They must not be shared with or used by any third-party outside of the institution in any form. Impact of Modern Technology on Organisations Effective Digital Working Practices Introduction Modern technologies have drastically changed the way businesses operate with increased globalisation, new security concerns, and the growth of remote working. However, these modern technologies have not only benefitted organisations; there are certainly some drawbacks, too. In this lesson, we’ll learn about: 1. Required infrastructure and the demand on it 2. Availability of infrastructure 3. 24/7 access or security of distributed data 4. Collaboration 5. Accessibility & inclusivity 6. Remote working Requirements & Demands We’ve increasingly found the need for greater IT infrastructure within an organisation. Fast connection methods are needed to make use of cloud technologies and more powerful hardware for handling complex software. The implementation of such technology requires substantial financial investment, not only for the initial setup but also for ongoing maintenance and staff training. Moreover, the need for constant connectivity and 24/7 availability adds pressure on infrastructure to be reliable and resilient. Requirements & Demands Pros & Cons Advantages Greater productivity due to making tasks quicker to complete & often automating tasks entirely. Flexible working with web platforms, allowing staff to work from home or even in other countries. Disadvantages Large costs involved with purchasing & maintaining infrastructure technology. Constant training required so staff can use new infrastructure technology which takes time & money. Availability of Infrastructure IT infrastructure should be available to customers & employees when and where it is needed. Often, this means offering 24/7 access so that we can work & make use of the business when it suits us. Increasingly, this is what customers are demanding. We expect to be able to go online and order our shopping, book a taxi or do our banking. This has major implications for businesses, but big benefits for those who make themselves available 24/7. Availability of Infrastructure Pros & Cons Advantages Employees can work flexibly when it suits them, which helps morale & improves efficiency. We can sell our products/services to customers all the time, day or night. We can sell our products/services to other countries as we’ll be available during their time zones. Disadvantages Being available 24/7 means having staff 24/7. This will be expensive for the organisation. There will also certainly be additional infrastructure required to handle 24/7 access which will cost. System downtime can cause a poor reputation with customers. 24/7 Access & Security The increased use of modern technology for handling our data, such as storing it on cloud storage or selling it on the Internet, has caused some major security concerns. These threats could be someone specifically attacking your infrastructure to try and gain access to data, such as by gaining access to business cloud storage accounts. Or, they could be from eavesdropping on data being transmitted by the business over the internet. However, modern technology has also led to the availability of new security technologies, like VPNs and SSL/TLS, as well as proper authentication & authorisation methods, like usernames/passwords or biometrics. 24/7 Access & Security Pros & Cons Advantages Encryption technologies give us more privacy & protect data, especially during transmission. Encryption technologies give us more privacy & protect data, especially during transmission. Disadvantages Failing to keep data secure can lead to massive fines under the Data Protection Act (2018). Loss of data can cause a loss in customer trust, which may cost future business. The loss of important data required to run the business can lead to a business failing. Collaboration We’ve seen in previous lessons how modern technologies allow people to work collaboratively even when in different locations. For example, we can share files stored on cloud storage so multiple people can edit the file, or even use cloud software to edit the file simultaneously. Collaboration Pros & Cons Advantages Employees do not need to be in the same location to work together, saving time and money on travel. Employees can work more flexibly, such as working from home, as they’ll still be able to work with other colleagues remotely. Businesses can become more efficient as it is much quicker and easier for staff to work together. Disadvantages Collaboration in modern technologies requires transmitting data online. This raises security issues. There is an increasing demand on the business network infrastructure which could mean more costs to upgrade it. Inclusivity & Accessibility Technology overall has had a big impact on the inclusivity of the workplace. More people are able to work effectively regardless of age, health, additional needs or culture/ethnicity. There are some drawbacks, though. Businesses also have legal & ethical requirements to make themselves accessible to people with disabilities, whether that is customers or employees. Inclusivity & Accessibility Pros & Cons Advantages Businesses can be based in many countries & work together, which will promote multiculturalism. People will health issues or additional needs can work flexibly from home to suit their individual needs. Technology helps businesses meet legal requirements under the Equality Act (2010) and avoid large fines. Disadvantages Older people may have little experience with IT and find it stressful/difficult to adapt. The cost of implementing technology to promote inclusivity & accessibility may be expensive & complex. Remote Working In previous lessons, we saw how modern technologies have changed the way we work. We no longer need to be in an office to perform our jobs. Many people work almost entirely from home. This is all thanks to technologies like the Internet, cloud computing, video conferencing and email. Remote Working Pros & Cons Advantages Supports accessibility by allowing workers with a disability to work more flexibly according to their needs. The business can hire talented individuals who might not be able to work in an office from 9 to 5, Monday through Friday. Can save the business on office space & infrastructure by having employees working from home, using their own computer & internet. Disadvantages It can be expensive to set up the technology for remote working. Employees may not develop relationships with colleagues, which helps promote staff morale and improve productivity. Employees working remotely cannot be as easily monitored and so may waste significant time on personal chores. Lesson Summary Modern technology demands more infrastructure, improving speed and flexibility, but it is costly to implement and train staff. It increases 24/7 availability, aiding flexible working and global sales, but raises costs and reputation risks from service loss. Distributed data poses security threats, requiring expensive protection to avoid fines and data loss. Technology enhances employee collaboration, saving travel and boosting efficiency, but heightens security concerns It promotes inclusivity, aiding multiculturalism and legal compliance, but can be costly and challenging for older employees. Remote work is more common, saving office costs and supporting accessibility, but the setup is expensive, impacts relationship building, and may lead to time wastage. Copyright © 2024 KnowItAllNinja.com This presentation and its associated worksheets are protected by copyright and are licenced for resale by KnowItAllNinja.com. No part of these publications may be reproduced, distributed, or transmitted in any form or by any means, including photocopying, recording, or other electronic or mechanical methods, without the prior written permission of KnowItAllNinja.com, except as per the terms of use. Terms of Use By purchasing and downloading these resources you are entering a licence agreement that allows for you to share these resources with members of a single educational institution. They must not be shared with or used by any third-party outside of the institution in any form. Impact of Modern Technology on Individuals Effective Digital Working Practices Introduction Modern technologies aren’t just changing how businesses are structured and operated. They affect us as individuals as well, both in our working and personal lives. There have been huge benefits to us as individuals using modern technology, but there have been many negative ones too. In this lesson, we’ll learn about: 1. Flexibility 2. Working styles 3. Mental wellbeing Flexibility Work used to be almost entirely reserved for the workplace. There was no flexibility in where one could perform one's job. However, in recent times, we can now often perform our jobs anywhere that we have an internet connection. This is all thanks to modern technologies like: Cloud storage/computing VoIP/Video conferencing VPNs This became critical in 2020 with the COVID-19 pandemic, when all non-essential employees were told to work from home. Many organisations were able to do this with no loss in productivity. Even teachers were delivering lessons to students from home. Flexibility Pros & Cons Advantages You can more easily fit your work around your personal life, such as quickly picking up children from school. If you have a disability, this can make it easier for you to work and more easily fit your individual needs. You can save money on travelling to the office each day, which could be a significant saving in the long run. Disadvantages Requires self-discipline. Otherwise, it’s easy to go off task and fall behind on your work. It can lead to negative impacts on your mental wellbeing. Working Styles Thanks to modern technology, how we as individuals go about doing our jobs has changed significantly. We've discussed how it has changed where we work, but it has changed more than just that. For example, we have also changed when we work. It isn’t necessarily a case that you must work 9-5, Monday to Friday. Many businesses have allowed employees to work flexible hours. If they work the number of hours required and get their work completed, it is acceptable to do so. It’s also possible for staff to use their own devices to work on. This might be at home, or it could be at work with some businesses having a BYOD (Bring Your Own Device) policy. Working Styles Pros & Cons Advantages Employees are usually more comfortable using their own device as this makes them much more productive. You can more easily take your work home to catch up on overdue tasks or work remotely. Disadvantages Your device may contain malware which might destroy your work, or you then introduce it into the business network. Encourages working in your free time, which can increase stress and anxiety in employees. Mental Wellbeing Modern technology has been a power of good for most people. The greater flexibility in locations and schedules we’ve looked at previously has allowed many people to keep a better work-life balance. However, it has been linked to some negative impacts on the mental well-being of computer users. Think about what it was like for you during the COVID-19 lockdown when you were taking all your school lessons from home. There was no socialisation with classmates, and there were no real boundaries between school time and home time. Many students (and teachers) struggled with this new way of working. Mental Wellbeing Pros & Cons Advantages Many people find the work environment stressful. Especially where there is conflict with co-workers. Modern technology allows individuals to work at home and avoid this stress. The flexibility of when we work can lead to us feeling in control of our own schedule. This can lead to greater satisfaction in our work & lower anxiety and stress. Modern technology allows us to adjust our schedule to meet needs of family. For example, this might be allowing us to pick up our kids from school. Commuting can have an impact on mental well-being. Stress & anxiety caused by traffic delays for example. Modern technology can allow us to work from home & avoid commuting at all. Mental Wellbeing Pros & Cons Disadvantages Modern technology has been linked heavily with depression. Isolation, anxiety over changing technology & disruption of sleep patterns can also be caused by technology & lead to depression. We increasingly work from home, away from daily contact with colleagues. People also are spending more time at computers in their personal lives & not socialising. This can lead to feelings of loneliness. Due to the lack of socialisation, technology has been linked to lower self-confidence. There are also some who say social media leads to comparisons with others that lower our self-esteem. Lesson Summary Modern technology allows us to work more flexibly, when and where it suits us. This allows us to fit work around our personal lives, supports disabilities and saves us time & money on commuting. However, it does require self-discipline. We also can increasingly work on our own devices. This helps make us more productive and supports us working from home. However, it can lead to security issues and cause anxiety from work encroaching on our home lives. Modern technology can positively impact mental wellbeing by allowing remote work, flexible schedules, and less commuting, but it can also negatively affect it by causing isolation, anxiety, disrupted sleep patterns, and self-confidence issues from social media comparisons. Copyright © 2024 KnowItAllNinja.com This presentation and its associated worksheets are protected by copyright and are licenced for resale by KnowItAllNinja.com. No part of these publications may be reproduced, distributed, or transmitted in any form or by any means, including photocopying, recording, or other electronic or mechanical methods, without the prior written permission of KnowItAllNinja.com, except as per the terms of use. Terms of Use By purchasing and downloading these resources you are entering a licence agreement that allows for you to share these resources with members of a single educational institution. They must not be shared with or used by any third-party outside of the institution in any form.