apply digital solutions to work processes BSBMGT407 (Australian diploma course)
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BSBMGT407Applydigitalsolutionstoworkprocesses.pptx
APPLY DIGITAL SOLUTIONS TO WORK PROCESSES
BSBMGT407- Session 08 of 12
BSB42415 Certificate IV in Marketing and Communication
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Title slide
Notes:
BSB42415 Certificate IV in Marketing and Communication
Bsbmgt407 Apply digital solutions to work processes
Session 08 of 12.
Textbook references:
This session does not utilise any of the prescribed textbooks.
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HOUSEKEEPING
Work health & safety
Emergency procedures
Session times
Facilities
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Housekeeping reminders
Notes:
Advise students of WHS considerations
Provide emergency process, exits, procedures etc.
Advise expected class session start/finish/break times
Provide students with orientation/navigation of facilities – kitchen, bathroom etc.
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This unit defines the skills, knowledge and outcomes to integrate digital technologies into common management practice.
It applies to supervisors, team, new and emerging leaders who need to apply digital vision and solutions within structured work environments.
BSBMGT407 – Apply digital solutions to work processes
Unit overview
Application of unit
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Unit overview
Notes:
Provide students with description of unit
This is taken from the Unit of Competency on the training.gov.au site
Reference:
https://training.gov.au/Training/Details/BSBMGT407
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SESSION EIGHT
SESSION OVERVIEW
The digital workplace
Benefits solutions
The modern day workplace
Impacts and benefits of digital solutions and processes
Digital process strategy
Conventions & Protocols
Digital risks
Protecting your IP
Legislation
LEARNING OUTCOMES
Apply digital solutions to work processes
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Session overview
Notes:
Provide students with overview/topics of session
Reference:
Prescribed textbooks
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SESSION OVERVIEW
At the end of this session you will be able to:
LEARNING OUTCOMES
Explain the digital workplace
Provide examples of digital solutions in the workplace
Explain the modern day workplace
Discuss the impacts of digital solutions in our personal lives
Identify benefits of digital processes in the workplace
Develop a digital workplace strategy
Apply best practice methods to file naming and storage
Identify and manage risks and breaches
Protect your IP
Identify related legislation.
SESSION TWELVE
Make a presentation
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Learning outcomes
Notes:
Provide students with the learning outcomes/objectives for this session
Reference: N/A
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Part 1
The digital workplace
Digital solutions
The modern day workplace
Impacts and benefits of digital solutions and processes
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Topic slide
Notes:
Provide students with areas covered within this part.
Reference:
Prescribed textbooks
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Learning objectives
What will I learn?
At the end of this part you will be able to:
Explain the digital workplace
Provide examples of digital solutions in the workplace
Explain the modern day workplace
Discuss the impacts of digital solutions in our personal lives
Identify benefits of digital processes in the workplace.
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Learning objectives slide
Notes:
Review the learning objectives for this part.
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“66% of collaboration time is spent working with people who do not sit nearby, including people outside the organisation.”
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Discussion quote
Notes:
Ask students for their interpretation of this quote.
The purpose of this quote is to have students reflecting on collaboration in the modern workplace.
Collaboration with people outside the workplace contributes to a more productive workplace, employee engagement
Collaboration in the modern workplace is facilitated through the use of modern technology/digital solutions.
References:
Statistic: https://www.idc.com/
Future trends in the digital workplace: http://www.slideshare.net/Risgaard/digital-workplace-future-trends/8-1_Expanding_Periphery_Shrinking_Core
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The digital workplace
The changing workplace.
Image sourced from www.businesscomputingworld.co.uk
A technological working environment.
Digital solutions used to complete work tasks and processes.
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Content slide – The digital workplace
Notes:
The digital workplace refers to the technology employees use in the working environment
Digital solutions in the workplace range across a variety of technologies employees use everyday to complete work task, activities and processes.
Ask students for as many digital solutions as they can think of/in their experience in the workplace today.
Examples of digital solutions include; email, instant messaging, virtual meeting tools, project management tools, Customer relationship management, content management, HR applications etc.
Reference:
The digital workplace: think, share, do: http://www2.deloitte.com/content/dam/Deloitte/mx/Documents/human-capital/The_digital_workplace.pdf
Image sourced from: http://www.businesscomputingworld.co.uk /are-we-ready-for-a-100-digital-workplace/
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A history of digital systems
Digital systems are ancient.
The abacus
Beacon
Morse code
Braille
Cassette tape
Computers.
Image sourced from www.videoimpactatlanta.com
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Content slide – A history of digital systems
Notes:
The purpose of this slide is to emphasise how digital information, equipment and data has evolved.
Digital systems can be seen as ancient.
Provide a brief overview of some examples of early day equipment:
The abacus
Beacon
Morse code
Braille
Cassette tape
Computers.
Ask students if they can think of any other examples of technology used in the past.
Ask students to think of the modern day equivalent to each equipment ie. the abacus (historical) and the calculator (modern day), cassette tapes and music over internet such as Spotify or Pandora.
Suggestion:
Ask students to select a historical equipment and complete research on the evolution, use and modern day equivalent.
References:
https://en.wikipedia.org/wiki/Digital_data
Image sourced from http://videoimpactatlanta.com/2014/09/24/audio-cassette-tapes-toss-keep-transfer-digital/
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Digital solutions
Everyday applications in the workplace.
Intranet
Applications
Virtual meeting software
Social media
Social collaboration tools
Project management
HR applications.
Image sourced from www.peacetech.net
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Content slide – Digital solutions
Notes:
Provide examples of digital solutions, applications and software used in the workplace.
Describe what each is used for, ask students for examples of their own to share
Ask students what they find effective or ineffective. Discuss the impacts.
References:
Image sourced from http://www.peacetech.net/2014/10/05/microsoft-office-16-design/
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Software and equipment
Enterprise technology, management and applications.
Image sourced from www.cisco.com and oracle.com
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Content slide – software and equipment
Notes
Ask students who has used equipment, applications or services from either corporation.
The are both major technology companies used in the corporate space worldwide.
Oracle: Cloud storage services, platforms to deploy applications, infrastructure, consulting, operating systems, software and hardware, database management, product support etc.
Cisco:
Networking equipment dominant in the Australian market for small business, home and large enterprises
Also referred to as ‘The Human Network’
Solutions include: routing, switches, voice calling an conferencing, security and surveillance, storage systems, telephones, operating systems etc.
Suggestion:
Access and watch the short video on the Cisco website for an overview of the business
Have students complete research on both companies and discuss as a class.
References:
Logos source from:
http://www.cisco.com/
https://www.oracle.com/
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Video calling
Social media
Music
Travel
Internet
Games
Social connectivity
File storage and access
We live a digital life too
Digital processes have become more personal.
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Content slide – We live a digital life too
Notes:
We are all aware of the impacts and changes technology has had in our world, including on our personal lives.
Ask students to discuss the impacts of digital applications and processes they use in their everyday personal lives
Digital solutions have significantly impacted and changed the way we live, professionally, socially, and personally.
From social media, to smartphones, applications, wifi, decision making, shopping, music, game playing, image sharing, health and fitness a shared economy, file storage etc.
Suggestion:
Ask students to compare life before and after digital solutions – what are some negative impacts to digital solutions and processes?
References:
Logos sourced from:
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ACTIVITY
Read the case study on DocuSign – Digital Transaction Management
Case study
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Activity – Case study
Purpose:
The purpose of this activity is for students to review an example of digital processes used in the workplace.
Resources: Access to a copy of DocuSign – LinkedIn Connects with DocuSign for Salesforce.
Instructions:
Provide students with a copy/access to the case study: https://www.docusign.com/sites/default/files/CaseStudy_LinkedIn_120711-A4_0.pdf
Students read the case study individually
Discuss and debrief as a class – benefits/impacts to improving work processes.
Suggestion:
Provide students with alternative case study on a modern day digital work process or solution
References:
Case study sourced from Docusign.com - https://www.docusign.com/sites/default/files/CaseStudy_LinkedIn_120711-A4_0.pdf
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The workplace has evolved
Keeping up with technology over time.
Image sourced from www.thedrum.com
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Content slide – The workplace has evolved
Notes:
Ask students to discuss the image – what does this say about the evolution of mankind and the evolution of technology?
Ask what would happen if mankind, the workplace, organisations did not keep up with technological advances.
Workplace are more ‘mobile’ ask students what they think this means.
Mobile working means that employees, customers/clients are able to access work information, tasks, activities or discussions through mobile devices, away from the physical work space.
Mobile working makes work more accessible, convenient. Ask students what the benefits of a digital workplace are.
Some benefits include: efficiency in task completion, automation of manual processes, improved employee satisfaction, improved productivity, improved user/customer engagement and retention, improved communication and collaboration among staff.
Ask students downsides/impacts of a digital workplace.
Reference:
Image sourced from http://www.thedrum.com/knowledge-bank/2013/09/13/evolution-digital
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Working in silos
Remembering the way it was.
Image sourced from www.thedrum.com
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Content slide – Working in silos
Notes:
A quick comparison of the ‘traditional ways of working’ in an organisation.
Ask students to discuss the effects of the ‘silo working approach’.
Share experiences as a class
Ask how and why this has now changed – share examples
Discuss the risks of the silo approach
Discuss the role of technology in changing the traditional ways of working.
References:
Image sourced from https://heemimcdonald.wordpress.com/2015/10/23/educational-workspaces-the-common-sense-approach/
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The modern workspace
Future ways of working.
Image sourced from www.google.com
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Content slide – The modern workspace
Notes:
In contrast to the previous slide or traditional silo approach to work, modern day workspaces have evolved to be more collaborative
The images represent the inside workspace of Google Headquarters.
Ask students who has thought about working at Google, what they’ve heard etc.
Discuss the purpose of co-working spaces – in recent years co-working spaces have become more prevalent for both small and large organisations.
Describe the interior of a typical co-working space – lots of natural light, open workspaces, ‘hot desking’, greenery, onsite gyms, games to encourage social interaction etc.
Google refer to their workplace as a ‘healthy workplace’ – discuss the meaning of a healthy workplace with students.
Ask students - why do we find these workplaces engaging?
Suggestion:
Access the video on YouTube – Inside Google’s offices: https://www.youtube.com/watch?v=5g_YsLR1wZo
Discuss and debrief as a class.
References:
Images sourced from https://www.google.com/about/company/facts/culture/
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“64% of employees would opt for a lower paying job if they could work away from the office.”
- Cisco systems, 2010
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Quote/fact slide
Notes:
Discuss the statistic – ask students if this surprises them, why/why not.
This fact highlights how much our workplaces have changed and the impact on employee job satisfaction
A workplace needs to be collaborative, digital and accessible away from the office
Digital solutions allows for mobile working.
References:
The Cisco Connected World Report, Cisco Systems, October 2010, Presentation
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Benefits of a digital workplace
Are workplaces now more people centric?
Environmental benefits
Employee engagement
Breaks down communication
Facilitates information across geographic barriers
Collaboration and community
Improved productivity
Less manual tasks and activities
Employee satisfaction
Staff retention
Being a leader in technology and innovation
Talent acquisition
Sharing of knowledge.
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Content slide – Benefits of a digital workplace
Notes:
Discuss the benefits of working in a digital workplace
Ask students for what they consider to be benefits of digital work processes.
Discuss the concept of work places being more ‘people centric’ – where the focus is on the employees in the workplace and their priorities, valuing and investing in the experience, needs, goals and ambitions of an individual.
Suggestions
This could be turned into a debate activity – where a group of students discuss the pros of a digital workplace and the other students discuss the cons.
References:
N/A
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ACTIVITY
A rural employee
A stay at home mum working part time
A traveling consultant
Teams offshore.
Technology in the workplace
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Activity – Technology in the workplace
Purpose:
The purpose of this activity is for students to discuss the way technology has impacted different working scenarios.
Resources: N/A
Instructions:
Students discuss this activity in pairs/small groups
Discuss the needs of the following in relation to being an employee in a workplace:
A rural employee
A stay at home mum working part time
A traveling consultant
Teams offshore.
Discuss types of technology that could be used to support each person to perform their role.
Discuss and debrief activity as a class
Ask who has been in any of these situations before and for their experience.
References:
N/A
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Learning summary
What have I learnt so far?
You should now be able to:
Explain the digital workplace
Provide examples of digital solutions in the workplace
Explain the modern day workplace
Discuss the impacts of digital solutions in our personal lives
Identify benefits of digital processes in the workplace.
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Learning summary slide
Notes:
Review the learning objectives for this part.
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Part 2
Digital process strategy
Conventions & Protocols
Digital Risks
Protecting your ip
Legislation
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Topic slide
Notes:
Provide students with areas covered within this part.
Reference:
Prescribed textbooks
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Learning objectives
What will I learn?
At the end of this topic you will be able to:
Develop a digital workplace strategy
Apply best practice methods to file naming and storage
Identify and manage risks and breaches
Protect your IP
Identify related legislation.
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Learning objectives slide
Notes:
Review the learning objectives for this part.
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Image sourced from www.workcompass.com
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Discussion
Notes:
The purpose of this discussion is for students to discuss the fact that workplaces must keep up with the changes and advances of technology.
Instead of focusing on a strategy for digital processes and solutions, focus on developing a strategy that caters to the digital age
Ask students for their thoughts and discuss and debrief as a class.
Reference:
Image sourced from http://workcompass.com/dont-need-digital-strategy-need-business-strategy-digital-age/
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The digital workplace framework
Tools to support a digital workplace.
Image sourced from Think, share, do - www.deloitte.com
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Content slide – The digital workplace framework
Notes:
The image is a model used by Deloitte to represent the digital workplace framework.
The framework helps a workplace prepare for the implementation of effective digital processes and solutions
There is no one standard framework workplaces used to support digital processes, strategy and solutions
To keep up with the digital world, organisations should develop their own strategy that supports a digital workplace
The model has 4 layers: Business drivers (outer layer), Governance, Technology, and collaboration (inner layer):
Collaboration: employees being able to communicate with each other and build business relationships with both inner and outer networks and to facilitate transfer of knowledge
Technology: the digital tools, systems and applications used to support the business
Governance: the controls and guidelines established as protocols, structure and practices. This is the element of compliance and workplace standards.
Business drivers: these are the things that are measured, the goals and objectives the workplace aims to achieve. These are the benefits of digital processes.
References:
Framework model sourced from The digital workplace: Think, share, do, http://www2.deloitte.com/content/dam/Deloitte/mx/Documents/human-capital/The_digital_workplace.pdf, Pg. 5
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The digital toolbox
To communication, collaborate and connect.
one
Messaging
two
Productivity
three
Collaboration
four
Communication
five
Business applications
six
Crowd sourcing
seven
Connectivity
eight
Mobility
Content adapted from Think, share, do - www.deloitte.com
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Content slide – The digital toolbox
Notes:
The digital workplace is broadly defined in 8 categories to support communication, collaboration and connection.
Ask students for ideas/examples of each category:
Messaging: emails, instant messaging
Productivity: spreadsheets, presentation software, calculators
Collaboration: team meeting rooms, web conferencing, work communities
Communication: blogs, online profiles, intranet
Business applications: HR, PM, CRM
Crown sourcing: online surveys/polls, voting or specific forums/channels
Connectivity: organisational charts, social media platforms, personalised profiles
Mobility: Laptops, smartphones, home office, remote equipment, virtual software.
References:
Content sourced from -The digital workplace: Think, share, do, http://www2.deloitte.com/content/dam/Deloitte/mx/Documents/human-capital/The_digital_workplace.pdf
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Governance model
Supporting collaboration & reducing risk.
| Components of governance | Risk mitigation |
| Guiding principles Information management Roles and responsibilities Training and certification | Information monitoring, collection, analysis Policy training – technology and data management Orchestrated channels Crisis management |
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Content slide – Governance model
Notes:
Having a governance model will support digital tools and applications as well as form the basis for standards, policies and guidelines to follow in the workplace
A governance model reduces risk and support compliance
Ask students what type of governance, policies and procedures a workplace requires to help support digital processes.
Ask students what existing policies, standards and protocols they are familiar with or have used in the workplace.
Suggestion:
Provide students with existing policies and procedures on the use of digital technology in the workplace and review as a class.
References:
Content sourced from -The digital workplace: Think, share, do, http://www2.deloitte.com/content/dam/Deloitte/mx/Documents/human-capital/The_digital_workplace.pdf
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Key business drivers
Benefits and measures of success.
Increase in revenue
Reduced operational costs
Faster time to market
Enhanced innovation
Better customer experience
Increase agility and flexibility
Better staff satisfaction
Increase in productivity and efficiency
Better talent recruitment and staff retention
Improved employee experience.
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Content slide – Key business drivers
Notes:
These are the benefits that can be measured when implementing digital processes and solutions
These are tangible results
Ask students for methods of measuring effectiveness/success of each driver in the framework.
Ask why it is important to have these drivers.
References:
Content sourced from -The digital workplace: Think, share, do, http://www2.deloitte.com/content/dam/Deloitte/mx/Documents/human-capital/The_digital_workplace.pdf
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“The average cost of a data breach = $6.75 million.”
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Fact
Notes:
Ask students what this says about digital processes in the workplace.
References:
Quote sourced from http://www.hubinternational.com/business-insurance/cyber-risk-solutions/
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Validity & reliability
Of digital information
Reliability
The consistency of a measure. Producing the same results under consistent conditions.
Validity
When something measures what is supposed to be measured, regardless of the outcome of the assessment.
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Content slide - Validity and reliability of digital solutions
Notes:
Ask students if they understand the difference between validity and reliability.
Provide definitions of validity and reliability of data
With workplaces becoming more digital there is an increase in data security
Ask students for examples digital information risks.
References: N/A
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Conventions & Protocols
What is best practice?
Use meaningful abbreviations
Avoid using too many different characters
Use numbers or dates in correct format ie. dd_mm_yyyy
Include version control at the end of the document
Avoid using special characters.
Be consistent with letters ie. capitals, small fonts, underscores etc.
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Content slide – Conventions & protocols
Notes:
File naming conventions also known as a FNC, provide a indicator of what the content in that file is, used to organise files in logical order, indicate the work history (date), team/area etc .
There are no set or standard way of naming electronic files, as this is determined by the needs of each workplace
Ask students what the benefit of having standard file naming conventions are.
Ask students the impacts of not enforcing a file naming convention for digital documents.
General/best practice guidelines include:
Use meaningful abbreviations
Avoid using too many different characters
Use numbers or dates in correct format ie. dd_mm_yyyy
Include version control at the end of the document
Avoid using special characters.
Be consistent with letters ie. capitals, small fonts, underscores etc.
References:
Additional reference: http://www2.le.ac.uk/services/research-data/organise-data/naming-files
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Saving digital files
Reduce the risk.
Image sourced from Fit Information Technology
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Content slide – Saving digital files
Notes:
Ask students for their experiences in forgetting to save files
Discuss the importance of saving files regularly
Some general tips for saving files:
Save files regularly
Save files in more than 1 location
Use applications which save your file automatically
Ask students for other tips on file saving
Ask students what their workplace or experience in organising, saving and accessing files has been – what are the protocols and standards for this?
Provide/share real life examples to highlight key points
Discuss the impacts of not saving files.
Suggestion:
Ask students to research best practice standards or guidelines on saving and retrieving digital files
Discuss and compare findings as a class.
References:
Image sources from http://it.fitnyc.edu/2015/12/07/tech-tips-for-saving-your-work/
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Digital risks
Mitigation, regulation and protocols.
Content adapted from www.voltage.com
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Content slide – Digital risks
Notes:
Ask students what type of risks exist related to digital processes and solutions.
With a digital workplace comes digital risks. Some of these risks include:
Privacy breaches
Loss of customer data
Disclosing sensitive information
Server breakdowns
High cost to purchase and maintain technology and supporting infrastructure
Additional policies and procedures to be developed and implemented in the workplace
Spyware, hacking, malware, viruses that can corrupt files
Stealing intellectual property.
Using suitable technology to address workplace needs.
Ask students to share experiences of data
Ask students ways of mitigating these risks. What current protocols exist in the workplace to help with risk management?
Discuss/share as a class.
References:
Image sourced and adapted from https://www.voltage.com/security/how-kpmg-tells-us-to-rethink-risk/
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Intellectual property
Protecting your intangible assets.
“Intellectual property (IP) is the property of your mind or proprietary knowledge.
It can be an invention, trade mark, design, brand, or the application of your idea.”
- ipaustralia.gov.au
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Content slide - Intellectual property
Notes:
Ask students to provide a definition and examples of what IP is in the workplace.
IP Australia is the Australian Government agency that administers IP rights and legislation
Patent protection
Trade mark protection
Domain names
Design protection
Copyright protection.
Suggestion:
Ask students to complete research on a selected protection type in pairs/small groups and report/share as a class.
References:
https://www.ipaustralia.gov.au/understanding-ip
http://digital.org.au/
The Australian Digital Alliance is the peak body representing copyright users and innovators in Australia advocating for balanced copyright laws. Its mission is to promote a copyright law in Australia that is balanced and flexible, respects user rights, and encourages access and innovation in the public interest.
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Enforcing your IP
Developing an IP strategy
Identification
Proactive action
Detection methods
Selective enforcement
Budget
Set clear goals
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Content slide – Enforcing your IP
Notes:
Infringement strategies should be developed according to business needs and available resources.
A basic strategy to follow includes the following:
Identification
Proactive action
Detection methods
Selective enforcement
Budget
Set clear goals.
References:
https://www.ipaustralia.gov.au/ip-infringement/enforcing-your-ip/enforce-your-right
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Know your rights, know the law
Related legislation
The Patents Act 1990
Trade Marks Act 1995
Designs Act 2003
Copyright Act 1968
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Content slide – Know your rights, know the law
Notes:
When it comes to protecting IP and your own rights to your business, you should also be aware of the related Acts and legislation.
These include:
The Patents Act 1990
Trade Marks Act 1995
Designs Act 2003
Copyright Act 1968
Suggestion:
Have students research a selected/delegated Act and then report/discuss as a class the main points of each.
References:
https://www.ipaustralia.gov.au/ip-infringement/enforcing-your-ip/enforce-your-right
Patents Act 1990: https://www.legislation.gov.au/Series/C2004A04014
Trade Marks Act 1995: https://www.legislation.gov.au/Series/C2004A04969
Designs Act 2003: https://www.legislation.gov.au/Series/C2004A01232
Copyright Act 1968: https://www.legislation.gov.au/Series/C1968A00063
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ACTIVITY
Read the case studies on protecting IP on ipaustralia.gov.au.
Case studies
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Activity – Case duties
Purpose:
The purpose of this activity is for students to review real life scenarios of IP protection.
Resources: Access to online/copies of the case studies on ipaustralia.gov.au
Instructions:
Students complete this activity individually/in pairs
Debrief and discuss thoughts and findings as a class.
References:
IP Australia - https://www.ipaustralia.gov.au/tools-resources/case-studies?keys=&field_business_area_case_tid=86
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Learning summary
What have I learnt so far?
You should now be able to:
Develop a digital workplace strategy
Apply best practice methods to file naming and storage
Identify and manage risks and breaches
Protect your IP
Identify related legislation.
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Learning summary slide
Notes:
Review the learning objectives for this part.
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Assessment tasks
BSBMGT407 Apply digital solutions to work processes
Project 1
Case studies
Project 2
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Assessment tasks – BSBMGT407
Notes:
Advise students of the Assessment tasks and due dates for this unit:
Project 1 – Research
Project 2 – online meeting
Case studies.
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References
Summary of text references used in this session.
| Chapter 15 | Strengthening your personal skills |
Additional reading:
MKTG, 3rd Asia-Pacific Edition, Cengage Learning, 2016
| Chapter 16 | Insight management research |
Marketing principles 2nd edition, Pride et al., Cengage Learning, 2016
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Reference slide
Notes:
Advise students of chapters in prescribed text
Advise students of additional reading.
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Next session
BSBMKG418 Develop and apply knowledge of marketing communication industry
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Next session
Notes:
Advise students of the next session/unit in the training
Ask students for feedback – what they learnt, memorable topics, improvement areas/suggestions etc.
Thank class and close.
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