Five Methods Used To Share Information Effectively
Sharing Diaries/Setting Up
Meetings
When working in teams/groups each team member needs a diary that can be used to allocate deadlines and also schedule meeting. If ICT is used, the diaries can be shared so that all those with access can see team members’ commitments and available time. Using this type of method to share information can save a great deal of time working out when all required delegates are available to meet. Working collaboratively with many group members you can set up meetings and share diaries online, this can be done through online collaborative organisers which are basically shared journals online. Setting up meeting is another method to share information effectively. Setting up meetings can be done using Microsoft Outlook if working in groups. This can be done by setting up a distribution list; from there you can add all the people from your group and send it to them. This is an effective way of sharing information as everyone that is part of the distribution list is able to receive an email about the meeting. Examples of shared diaries are Microsoft Outlook and Google Calendar. This allows users to enter details about meetings and events. This can be viewed by other members from the group and also replay back to any emails that may have been sent to them about attending a meeting or event.
When working in teams/groups each team member needs a diary that can be used to allocate deadlines and also schedule meeting. If ICT is used, the diaries can be shared so that all those with access can see team members’ commitments and available time. Using this type of method to share information can save a great deal of time working out when all required delegates are available to meet. Working collaboratively with many group members you can set up meetings and share diaries online, this can be done through online collaborative organisers which are basically shared journals online. Setting up meeting is another method to share information effectively. Setting up meetings can be done using Microsoft Outlook if working in groups. This can be done by setting up a distribution list; from there you can add all the people from your group and send it to them. This is an effective way of sharing information as everyone that is part of the distribution list is able to receive an email about the meeting. Examples of shared diaries are Microsoft Outlook and Google Calendar. This allows users to enter details about meetings and events. This can be viewed by other members from the group and also replay back to any emails that may have been sent to them about attending a meeting or event.
MyOffice is a powerful and flexible Cloud application that allows you to
share diaries/calendars online with colleagues. The program has good features
which I will list them. You can add up to Multiple Diaries as there are no
limit to the number of diaries you can set up and there's no charge for
diaries. Shared Diaries\Calendars as the
diaries can be shared with other users in your account. Visibility of diaries
and access levels such as read only or read/write are controlled on a per diary
basis. Diaries can be accessed using the Windows Desktop version, the Pocket PC
version or the Web Browser version. You can publish the diaries on the web, if
you need to publish a schedule of any sort of events on your web site you can
link the web page to a diary in MyOffice and when users open the schedule they
will automatically see an up to date list of events directly from the diary.
Once it's set up all you have to do is maintain the diary in MyOffice. User
Defined Fields, add additional tabs and fields to the description of
appointments to allow tailoring of the application to specific business
requirements. Email and mobile phone notifications, you can set up automatic
notifications to multiple email addresses and mobile phones to advise when
appointments have been added or modified. Appointment reminders, reminders can
be set for appointments. These can be set to occur at a time specified by the
user, and are sent via either an on-screen message, an email, via SMS, or a
combination of the three. Reminders can be sent to multiple recipients.
Wikis
Wikis are user created web pages. These often hold glossaries, research data or other crucial information for a team which is constantly being updated. The collaborative working approach means that all the members of a team can update and also access the information. This also provides a single location for the latest data which would otherwise be difficult to distribute. A wiki is a more stylish collaborative editor, it is a type of website that allows users to easily add or remove pages. It also allows current pages to be edited and also allows links to be created between pages. Some wikis allow anybody to edit what they find without the need for registration. This easiness of interaction and communication makes the wiki an effective tool for collaborative writing. Examples of wikis are, Wikipedia and The Tolkien Wiki. However because wikis are collaborative and can be amended or edited by anyone you can’t use information from Wikipedia in academic essays because it has not been peer reviewed.
Wikis are user created web pages. These often hold glossaries, research data or other crucial information for a team which is constantly being updated. The collaborative working approach means that all the members of a team can update and also access the information. This also provides a single location for the latest data which would otherwise be difficult to distribute. A wiki is a more stylish collaborative editor, it is a type of website that allows users to easily add or remove pages. It also allows current pages to be edited and also allows links to be created between pages. Some wikis allow anybody to edit what they find without the need for registration. This easiness of interaction and communication makes the wiki an effective tool for collaborative writing. Examples of wikis are, Wikipedia and The Tolkien Wiki. However because wikis are collaborative and can be amended or edited by anyone you can’t use information from Wikipedia in academic essays because it has not been peer reviewed.
Blogs
Blogs are online journals which can be used to explain the progress each team member has made. These blogs are written individually which can only be set to be read by the team. There is also the capability on most blog accesses for readers to comment on what they have read. This can be useful in a team as the blog may have given someone an idea or even sparked a discussion point. Blogging software are easy to use, and most blogs can be updated using a standard web browser for example Mozilla Firefox and Internet Explorer. Blogs often focus explain about particular subjects, and can be useful as a form of content management system on a website. A blog can easily combine text, images, and links to other web pages and other media related to its topic. Blogs can also be used to work collaboratively in many ways. Readers can comment on single postings, several contributors can participation into one blog, and links can be made between several blogs within similar subjects. Blogs can be hosted by blog hosting services, for example Blogger and WordPress which are free. Some technical expertise will be needed to set up the software, but once done blogs can then be very easily maintained by anyone with basic computer skills.
Blogs are online journals which can be used to explain the progress each team member has made. These blogs are written individually which can only be set to be read by the team. There is also the capability on most blog accesses for readers to comment on what they have read. This can be useful in a team as the blog may have given someone an idea or even sparked a discussion point. Blogging software are easy to use, and most blogs can be updated using a standard web browser for example Mozilla Firefox and Internet Explorer. Blogs often focus explain about particular subjects, and can be useful as a form of content management system on a website. A blog can easily combine text, images, and links to other web pages and other media related to its topic. Blogs can also be used to work collaboratively in many ways. Readers can comment on single postings, several contributors can participation into one blog, and links can be made between several blogs within similar subjects. Blogs can be hosted by blog hosting services, for example Blogger and WordPress which are free. Some technical expertise will be needed to set up the software, but once done blogs can then be very easily maintained by anyone with basic computer skills.
Blogs are not edited in the browser. A web
browser can also be defined as an application software or program designed to
enable users to access, retrieve and view documents and other resources on the Internet.
‘www.blogger.com’ and word press are content management systems and a blog is
one form of the content that they provide. Some familiarity with websites and
tools but it is essentially non-technical as anyone can do a blog.
http://brickmortar.wordpress.com/2012/04/11/kaws-at-the-high-museum-in-atlanta/g
this is a link to a blog that is hosted by word press. As blogs are so commonplace and popular that Google has its own blog search engine ‘http://www.google.com/blogsearch’ blogs are collaborating because readers can leave comments and also some have widgets as part of the guided user interface. Blogs have also been used in political campaigns as Barack Obama used blogs and social media in his re-election campaign. Blogs are also used by commercial organisations. There are also many online stores that have a blog here is an example of the company ‘Self Storage’s’ blog http://www.bigyellow.co.uk/selfstorageblog/.
this is a link to a blog that is hosted by word press. As blogs are so commonplace and popular that Google has its own blog search engine ‘http://www.google.com/blogsearch’ blogs are collaborating because readers can leave comments and also some have widgets as part of the guided user interface. Blogs have also been used in political campaigns as Barack Obama used blogs and social media in his re-election campaign. Blogs are also used by commercial organisations. There are also many online stores that have a blog here is an example of the company ‘Self Storage’s’ blog http://www.bigyellow.co.uk/selfstorageblog/.
Collaborative working can also be known as reviewing document and inserting comments. This is where a document is reviewed and edited by a person or group of people. This can be done by emailing the document to each other and then using software tools to enable these changes. The software Microsoft Word provides this type of ability in its Reviewing toolbar. Alterations can be tracked in many different colours to identify the reviewer. Comments can be made which are inserted next to the text without touching its layout and format. If there is more than one person that is reviewing the document, the software is able to compare the different versions of the same document and then merge them based on user requirements such as highest word count or latest amendments. For instant a document can be edited by a member of your group using this feature, they can add comments where ever. The advantage of using this tool in a team is that it can help a member of the group that all their documents are correct as also written to good standard. For example making sure that sentences are making sense, punctuation is used in correct places. The tool help collaborative working as my team is currently working on creating a pull out for a magazine called Technology Today and can review other team member’s work to increase accuracy. There are programs which will save one copy of the document and also allow several people to view and also change it. For example Google Docs provides editing and formatting tools that allows you to access through the web.
CMS (Content Management System)
A Content Management System (CMS) is a system that allows publishing, editing, and modifying content as well as site maintenance from a central page. It offers a group of processes used to manage work flow data in a collaborative environment. These events can be done by hand or by computer. People can share documents and information between team members working on a project. This can also be used to distribute documents between group members who are working collaboratively on a project. The procedures are designed to improve communication between users such as group members that have never meet before. There is one system but the system provides each person with a user name and password. Being able to share information over the internet is very useful this is useful for business if people are over different countries. For our collaborative working when a member is creating a document for the pull out section, they can upload the file to their CMS and from there other team member can view this and then add comments. This allows a document or even an image to be able to be reviewed and discussed much quicker which also allows all messages to be seen by everyone that is involved. This allows the communication between the group to be clear and more effective.
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