DfI Skills Academy - Day 15 - Effective Online Communication

• Construction
• Higher Education (non-degree)

Effective Online Communication & General Office Operations

DfI Skill Academy

Day 15

Aims

• Operate an electronic diary for business purposes.
• Use paper-based systems to process, retrieve, and archive business information.
• Use electronic systems to process, retrieve, and archive business information.
• Utilise MS Outlook for various email-related tasks.
• Utilise MS Teams for communication and collaboration.

Experience?

Have you had experience in the past working in an office setting?

How confident are you currently feeling about using office equipment and systems?

😒🙁😐🙂😃

What is included?

Equipment

Photocopiers

Printers

Scanners

Systems

Email

MS Teams

MS Outlook

AppsNI Template

Systems

Email

Email is a digital communication system used to send and receive messages electronically. Core functions include:

• Message Sending: Sending text-based or multimedia messages to one or multiple recipients.
• Attachments: Adding files, images, or other documents to an email.
• Forwarding and Replying: Sending a received message to someone else or responding to the sender.
• Organising and Archiving: Categorizing and storing emails for easy retrieval.

MS Teams

Microsoft Teams is a collaborative platform designed for teamwork and communication. It offers a wide range of functions, including:

• Team Communication: Facilitating chat-based communication among team members.
  
• Video Conferencing: Hosting virtual meetings and video calls.
  
• File Sharing: Sharing documents and collaborating on them in real-time.
  
• Integration with Other Apps: Integrating with other Microsoft and third-party applications to enhance productivity.

MS Outlook

Microsoft Outlook is an email client and personal information manager. It has several key functions, including:

• Email Management: Sending, receiving, and organising emails.
  
• Calendar Integration: Scheduling meetings, appointments, and events.
  
• Task Management: Creating tasks and setting reminders.
  
• Contact Management: Managing contact lists and distribution groups.
  
• Collaboration: Integrating with other Microsoft tools, such as Teams and OneDrive, for enhanced productivity.

Workbook Activity

2.2 Operate an electronic diary for business purposes.

Please see the handout - Input these details in your own calendar. I will show you some basic operations to begin with.

Workbook Activity

Please screenshot a copy of your calendar and paste in the area available in Question 2.2.

Paper-Based Filing Systems

Paper-based systems still hold significance in many business settings for several reasons:

• Backup for Digital Systems: Paper records provide a reliable backup in case of digital failures, such as power outages, system crashes, or cybersecurity breaches. Having physical copies of critical documents ensures business continuity when technology fails.
• Legal and Compliance Requirements: Certain industries and regulations may require businesses to maintain physical copies of documents for compliance, such as signed contracts, legal agreements, and tax records. Paper-based systems provide a tangible form of documentation that can be important in audits or legal disputes.

Paper-Based Filing Systems

• Accessibility: Paper-based systems can be more accessible in environments with limited or unreliable access to digital systems, such as in remote locations or small businesses without advanced IT infrastructure.
• Security and Privacy: Physical records, when stored securely, can be less vulnerable to hacking and cyber threats compared to digital systems. Businesses dealing with highly sensitive information, such as medical or legal data, may prefer paper-based systems for added security.
• Tactile Workflow: Some businesses prefer paper systems for specific tasks that require hands-on review, such as proofreading, sketching out ideas, or signing off on hard copies.

Paper-Based Filing Systems

Ease of Use: For some employees, particularly in traditional or less tech-savvy industries, paper-based systems may be easier to use and navigate than complex digital platforms. Paper documents can be quickly reviewed, annotated, and shared without the need for specialized software or training.

Audit Trail: Paper-based systems provide a clear, chronological audit trail. Signed and dated documents offer a permanent record of transactions, which can be critical in industries where accurate record-keeping is essential.

Categorise Documents

Label Folders Clearly

Organise by Date or Alphabetically

Use Colour-Coded Systems (Optional)

Ensure Consistency

• Group documents by type, such as invoices, contracts, employee records, or project reports.
• Use clear categories to reduce confusion, for example: Client Records, Financial Documents, Operational Reports, or Legal Documents.

• Use clear and concise labels for each folder or file. These labels should correspond to the document type, date, or client name (e.g., "Client XYZ Contracts 2024" or "Invoices - October 2024").

• Depending on the type of document, file them either by date (chronological order) or alphabetically (by client or project name).
• For example, invoices could be filed by month/year, while contracts could be filed alphabetically by client.

• Implement a colour-coded system to differentiate categories. For instance, green folders for financial documents, red for legal, and blue for client records.

• Establish a filing protocol for everyone in the office to follow, ensuring that documents are always filed in the same way and place.

Filing Documents Systematically

Index the Filing System

Use Dividers for Quick Access

Cross-Referencing

Maintain a Retrieval Log

• Keep an index or contents list of all documents in a folder or filing cabinet, either in a central logbook or as part of the system itself (e.g., an index at the front of each folder).
• Update the index regularly to reflect newly filed documents.

• Use dividers to separate sections within a file or cabinet (e.g., different months for financial records or different clients for contracts).
• Label these dividers clearly for easy reference.

• If a document pertains to multiple categories, make a cross-reference note (e.g., if an invoice is also part of a client record, reference the invoice number in both categories).
• This ensures that a document can be found from different entry points.

• Keep a retrieval log of who takes a document and when, ensuring accountability and avoiding misplacement. This could be as simple as a sign-out sheet for important documents.

Retrieving Documents

Determine Retention Periods

Store Archived Documents Separately

Use Archive Boxes

Keep an Archive Index

• Set retention periods for documents based on their importance or legal requirements (e.g., financial records might need to be kept for 7 years, while employee records may have different retention periods).
• Regularly audit files and mark documents for archiving.

• Archived documents should be stored in a separate, secure location, such as a dedicated archive room or off-site storage.
• Label archived files clearly with an archive date, and ensure they’re easily accessible if needed.

• Place archived files into well-labeled boxes (e.g., "Invoices 2020-2023"). Ensure the boxes are sturdy and stored in a dry, secure area to prevent damage.

• Maintain a master archive index that details where each archived file is located (e.g., "Box A3 – Client Contracts 2021"). This makes it easy to retrieve archived documents if necessary.

Archiving Documents

What should businesses do to store archived documents separately in paper-based systems?

1. Keep an archive index
2. Dispose of archived files
3. Mix with active documents
4. Use archive boxes

Why is maintaining a retrieval log important in paper-based filing systems?

1. To keep track of document access
2. To schedule meetings
3. To track office supplies

What is a recommended practice for categorizing documents in paper-based filing systems?

1. Label folders clearly
2. Use color-coded systems
3. Leave folders unmarked
4. Organize randomly

What is a benefit of paper-based systems for businesses dealing with highly sensitive information?

1. Security and privacy
2. Tactile workflow
3. Accessibility

Which of the following is a reason for using paper-based filing systems?

1. Ease of use
2. Cloud storage advantages
3. Backup for digital systems
4. Legal and compliance requirements

Morning Break - 15 Minutes

AppsNI Template

MS Teams

MS Teams

Microsoft Teams is a collaborative platform designed for teamwork and communication. It offers a wide range of functions, including:

• Team Communication: Facilitating chat-based communication among team members.
  
• Video Conferencing: Hosting virtual meetings and video calls.
  
• File Sharing: Sharing documents and collaborating on them in real-time.
  
• Integration with Other Apps: Integrating with other Microsoft and third-party applications to enhance productivity.

MS Teams - Demonstration of functions.

- Understanding team roles and channels.

- Joining and scheduling meetings.

- Using the meeting toolbar and settings.

- Sharing screens and using the chat function.

- Best practices for online meetings.

AppsNI Template

MS Outlook/Email

The Importance of Email Management

• Efficiency and Productivity: Managing emails effectively helps you stay organised, reduces the time spent searching for information, and allows you to respond promptly to important messages. Well-organised emails can prevent missed deadlines, overlooked tasks, or unnecessary delays.
• Prioritising Important Communication: With a structured inbox, you can prioritise critical messages from clients, managers, or team members. Using folders, categories, and flags helps to differentiate urgent emails from less important ones, ensuring that you address key matters first.

• Reducing Stress and Overwhelm: A cluttered inbox can be overwhelming, especially if you receive a high volume of emails daily. Email management practices, such as organising emails into folders or using tools like “Inbox Zero,” help reduce the mental burden of dealing with hundreds of unread messages.
• Improved Collaboration and Communication: Effective email management ensures smoother communication across teams. You can easily track conversations, follow-up on tasks, and ensure that important discussions are not lost in the clutter. Keeping emails organised also makes it easier to collaborate when working on shared projects.

• Better Record Keeping: Email is often used for documentation, sharing files, and tracking agreements or commitments. By managing your emails properly, you ensure that essential information is easily accessible when needed for reference, auditing, or legal purposes.
• Security and Privacy: Proper email management also includes safeguarding sensitive information. Organising and securely archiving confidential messages helps protect against unauthorised access and keeps your communication secure. This also helps in complying with data protection regulations.

Sending an Email

Email Basics

Key fields: To, Cc, Bcc, and Subject

Receiving Emails

Receiving Emails

Replying: “Reply” and “Reply All.”

Forwarding Emails

Attachments

Searching Emails

Importance of Email Encryption and Security

Email Scams and Phishing

Managing Emails with Folders and Categories

• Organising with Folders:
  
• How to create and name folders for different projects or contacts.
  
• Moving emails to folders manually or using rules.
  
• 
  
• Using Categories:
  
• Colour-code and categorise emails for easier reference.

Best Practices for Email Management

• Inbox Zero:
• Tips for regular email maintenance (checking, sorting, deleting).
• Unsubscribe from Unnecessary Emails
• Use Rules and Automation - Automatically sorting emails into folders or flagging important ones.

Lunch Break - 60 Minutes

AppsNI Template

MS Teams Calls

Workbook Activity

2.3. Demonstrate the use of telephone system to communicate with others for business.

AppsNI Template

Policies and Practices 

Policies and Practices 

Data Security and Confidentiality

Both emails and Teams communications need to comply with data protection laws such as the UK GDPR and the Data Protection Act. This includes encryption, secure access to systems, and monitoring for unauthorised use. 

Protecting sensitive data—whether personal or government-related—is critical, especially in public-sector environments. 

DfI employees would be required to follow strict protocols to prevent data breaches and ensure that confidential information isn't shared with unauthorised individuals

Email Management

Emails sent within DfI must be archived and available for auditing or legal hold as needed. 

This ensures accountability and transparency, especially when sensitive discussions or decisions are being documented. 

Features like spam filtering, malware protection, and phishing detection via Microsoft Exchange Online Protection are part of standard practices to secure email communications​

Microsoft Teams Policies

When using Teams, policies would likely cover secure access, including multi-factor authentication, and data encryption for all communications. 

Teams chats, calls, and file sharing are subject to the same scrutiny, with all content stored securely. 

DfI’s IT policies may also impose additional controls like restricting external participants or disabling certain features to limit data exposure​

Any questions?