DfI Skills Academy - Day 20 - Effective Online Communication
Effective Online Communication & General Office Operations
DfI Skill Academy
Day 20
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Slide 1: Tekstslide
ConstructionHigher Education (non-degree)
In deze les zitten 26 slides, met interactieve quiz en tekstslides.
Onderdelen in deze les
Effective Online Communication & General Office Operations
DfI Skill Academy
Day 20
Slide 1 - Tekstslide
No work received from
Brian Rafferty
Jack Kennedy
Joanne Rooney
Slide 2 - Tekstslide
Missing Teamwork
Hannah McD
Matthew Kee
Niamh Barrett
Slide 3 - Tekstslide
Key Office Equipment
Can everyone scan a document using their phone to me?
Slide 4 - Tekstslide
Instructions
Save your workbook as Your Name Office Workbook
Ensure all sections are complete before sending
Ensure you have signed to confirm it is all your own work
Stay available tomorrow to answer emails for corrections or further information
Add the assessor comments and my signature with today's date
Slide 5 - Tekstslide
Aims
Utilise MS Outlook for various email-related tasks.
Utilise MS Teams for communication and collaboration.
Slide 6 - Tekstslide
AppsNI Template
MS Teams
Slide 7 - Tekstslide
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.
Slide 8 - Tekstslide
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.
Slide 9 - Tekstslide
AppsNI Template
MS Outlook/Email
Slide 10 - Tekstslide
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.
Slide 11 - Tekstslide
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.
Slide 12 - Tekstslide
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.
Slide 13 - Tekstslide
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
Slide 14 - Tekstslide
Importance of Email Encryption and Security
Slide 15 - Tekstslide
Email Scams and Phishing
Slide 16 - Tekstslide
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.
Slide 17 - Tekstslide
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.
Slide 18 - Tekstslide
AppsNI Template
MS Teams Calls
Slide 19 - Tekstslide
Workbook Activity
2.3. Demonstrate the use of telephone system to communicate with others for business.
Slide 20 - Tekstslide
AppsNI Template
Policies and Practices
Slide 21 - Tekstslide
Policies and Practices
Slide 22 - Tekstslide
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
Slide 23 - Tekstslide
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
Slide 24 - Tekstslide
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
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