BSBTEC202 Use Digital Technologies To Communicate In a Work Environment - Assignment Task 1

Task summary and instructions
What is this assessment task about?	This assessment is a written questionnaire with a mix of objective and subjective questions. The questionnaire is designed to meet the knowledge required to meet the unit requirements safely and effectively. The questions focus on the knowledge evidence required for this unit of competency: ·         existing and emerging methods of digital communication, including strengths and limitations ·         industry practice relating to digital communication etiquette in a workplace setting ·         commercial sensitivities in relation to knowledge management ·         organisational policies and procedures relating to the use of digital communication ·         security levels and filters for digital communications. Your assessor will be looking for demonstrated evidence of your ability to answer the questions satisfactorily, follow instructions, conduct online research and review real or simulated business documentation as instructed.
What do I need to do to complete this task satisfactorily?	·         submit your answers to the questions within the set timeframe, ·         answer all questions as instructed, ·         answer all questions using your own words and reference any sources appropriately, ·         all questions must be answered satisfactorily.  It is advisable to: ·         review the questions carefully, ·         answer the questions using online research and the learning material provided for the unit and by reviewing real or simulated relevant business documentation (such as policies and procedures), ·         further research the topics addressed in each question.
Specifications	You must submit to GOALS the ·         assessment coversheet, ·         answers to all questions, ·         references.
Resources and equipment	•         computer with Internet access, •         access to Microsoft Office suites or similar software, •         learning material.
Re-submission opportunities	You will be provided feedback on your performance by the Assessor. The feedback will indicate if you have satisfactorily addressed the requirements of each part of this task. If any parts of the task are not satisfactorily completed, the assessor will explain why, and provide you with written feedback along with guidance on what you must undertake to demonstrate satisfactory performance. Re-assessment attempt(s) will be arranged at a later time and date. You have the right to appeal the outcome of assessment decisions if you feel that you have been dealt with unfairly or have other appropriate grounds for an appeal. You are encouraged to consult with the assessor prior to attempting this task if you do not understand any part of this task or if you have any learning issues or needs that may hinder you when attempting any part of the task.

Answer all the questions below:

Question 1

Give two examples of existing methods of digital communication and two examples of emerging methods of digital communication, and write a brief outline of each, explaining the strengths and weaknesses of each method. (20 – 30 words for each method)

Question 2 

Explain industry practice relating to digital communication etiquette in a workplace setting. (30 – 40 words)

Question 3

Explain how you would apply four rules of knowledge management in a business environment taking into account commercial sensitivities. (30-50 words/explanation)

Question 4

List and explain three features of relevant organisational policies and procedures for digital communication. Use the information in the appendices to answer this question. (30-50 words/explanation)

Question 5

Explain the application of security levels and filters to digital communication. (30 – 50 words)

Appendix 1 – Scenario

Burleigh Accountants is an accountancy and bookkeeping consultancy service that opened its first office in Burleigh Heads, on the coast south of Brisbane, ten years ago. It has been a very successful business, and now has 8 offices around Australia.

You have recently begun to work for Burleigh Accountants as an Accounts Assistant. As part of new security procedures, all new personnel must show that they are able to follow company procedures for emailing before they are permitted to enter the company’s secure data base.

Your manager has given you a copy of Burleigh Accountants’ Information Policy and Procedures, which you should read thoroughly before beginning the assessment tasks.

Appendix 2 – Information Policy and Procedures

Purpose of policy

The purpose of this document is to help individuals and departments to develop and file company documentation and that is consistent with Burleigh Accountants’ corporate style.

This document explains the style to be applied to company documentation together with information on typography, and advice for writing and producing documents, as well as filing documents.

It is recognised that there will be documentation which is outside these guidelines, but the general format should be followed wherever possible.

Writing Style

Composition should be concise, friendly, and professional in keeping with the mission statement of Burleigh Accountants. Documents should be visually appealing and use unambiguous language.

Standard Operating Environment

Burleigh Accountants standard operating environment (SOE) is Microsoft Windows.

Documentation should be produced using Microsoft Office 2011 or higher. This will ensure portability of files and consistency of operation.

Microsoft Outlook is the email software of choice for Burleigh Accountants, and Internet Explorer or Edge are the internet browsers of choice.

Digital security

Input devices such as thumb drives or other external memory devices should only be used if they come from a trustworthy source.

Before opening the thumb drive folder, ensure that a malware scan is run on it.

Files that are to be modified should first be saved to the computer’s desktop and the thumb drive ejected before beginning work on the files.

All files should be saved to the relevant folder, and not left on the desktop.

Back up of data should be performed at the end of every week. The data should be backed up onto an external memory device, which will be stored in the security cupboard in the Administration office.

Internet security

Suspicious or potentially dangerous emails should be deleted immediately. Their attachments should not be opened.

Personal emails should not be opened at work, or on Burleigh Accountants’ computers. If an email of a personal nature is received on a Burleigh Accountants’ email address, forward it immediately to a private email address, and open it outside working hours. Delete the original email from the inbox once it has been forwarded.

Personal electronic communication of any sort should not be carried out during working hours nor using Burleigh Accountants’ computers.

Returned email should be examined to ensure that the address is correct. If in doubt as to the correct address, contact the source of the address and ask for verification.

Email attachments should only be opened if they come from a trusted source. Attachments are to be stored and sent only as pdf, Word, PowerPoint or Excel files. If trustworthy emails are received in other formats, they should be converted before filing.

Within each staff member’s email account, a mailbox should be created for each email sender, so they can be accessed efficiently.

Before logging off from your inbox, ensure that it is empty. All emails should be placed in their sender’s mailbox.

New staff must be assessed on their email competence by their manager before they are given access to their company email address and access to company files. This assessment is to be carried out on an external email account. A new email account should be opened for this purpose, and then deleted following successful completion of the assessment.

Internet Etiquette

Every email bearing the Burleigh Accountants’ signature, or having a Burleigh Accountants’ email address, or sent from the Burleigh Accountants’ server must adhere to the following points of etiquette:

• Clearly identify the topic of your email in the subject line
• Think about what you want to say before you begin to write
• Be respectful and polite
• Be cordial, honest and professional at all times
• Respect others' points of view
• Be sensitive to cultural differences
• Don't SHOUT (writing in capitals is regarded as shouting)
• Know your facts and cite your sources
• Make your communications constructive
• Encourage constructive criticism and deliberation
• Proofread your message and then proofread it again before you hit the 'send' button
• If you make a mistake, admit it and be quick with your correction
• Keep your entries legal
• Never put anything in an email that you would not be happy to see on the front page of a newspaper.

Email Style Guide

All emails should be written as follows:

Write a clear subject line.

Use greeting and closing as you would in a letter. For clients, use their first name or Mr or Mrs if preferred. End the email with Yours Sincerely.

For staff, use first names and use Kind Regards in closing.

Where the email is to several staff, use “Dear colleagues”, and where the email is to all staff, use “Dear All”.

Make the email easy to read. Use short paragraphs and insert blank lines between each paragraph.

Keep the email brief.

Proof read the email. Run the spell check and check the document yourself too, for spelling and grammar.

Company logo

As a registered trademark and symbolic of John’s Gym, neither the company name nor logo may be varied in any aspect (for example: ratio, typeface or colour).

Page Layout

Only A4 paper is to be used for Burleigh Accountants documents.

The page margins must be as follows:

• All margins (left, right, top and bottom) 2.54cm
• Header or footer 1.27cm from margin line.

Headers and footers

Headers are used for all documents of more than one page. They contain the title of the document and the title of the current section (if applicable).

Footers are used for all documents (except for letters and emails) and must contain the file name, the version of the document, the date and the page number.

Appearance

The standard font for all Burleigh Accountants documents is Arial 12pt. 

Headings should be bolded with Heading 1 in 14pt and Heading 2 in 12pt.

PowerPoint slides may be developed using any font or size.

Filing

All documents must be filed in the appropriate folder on Burleigh Accountants computer system. 

Current folders are:

Finance

• Invoicing
• Correspondence
• Purchase orders

Marketing

• Advertising
• Customer correspondence

Staffing

• Staff files
• Human resources policies and procedures

General Policies and Procedures

• Record keeping policies and procedure
• Complaints handling policy and procedures
• Supporting forms and templates

If there is no relevant folder, staff should create a new folder and file it appropriately.

Privacy

Burleigh Accountants complies with the Privacy Act 1988 and the Australian Privacy Principles.

When providing services, Burleigh Accountants will usually collect personal information including the client’s name, address and contact details and information specific to the service being delivered.

Burleigh Accountants will treat all client personal information confidentially and will not disclose any details to another person or organisation. 

Access to information is restricted to the relevant authorised staff.