Protecting Yourself Online

Internet Security Basics

The internet is a powerful tool for developing Digital Literacy Skills. But also can expose you to many risks from viruses to identity theft.

It is important that you have an understanding of the risks on the internet and how you can protect yourself.

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Videos in Business

Videos are a very useful way to produce information in business that is easy for people to watch and understand. Often people will be more interested in watching a video than they will reading a large document.

Although there are many ways in which you can produce and edit videos in this lesson we provide you with just some starting tips to what technology you can use to produce basic videos.

1: Phone: Your smart phone is a useful tool in many ways in business. You can record video simply on your phone and then upload to your computer.

Tips for making better videos on your smartphone

Screen capturing your mobile phone screen for video

Tip ! When you are completing your assignment for Lesson 1 you may wish to get someone to record for you.

2. Zoom: Zoom is a webinar meeting software. You can use Zoom to record and share your screen on your computer.

 

Excel Tutorials

Microsoft Excel is a software program produced by Microsoft that allows users to organize, format and calculate data with formulas using a spreadsheet system.

A spreadsheet is a program that enables data is arranged in the rows and columns of a grid that can then be formatted, sorted and used in calculations.

Tutorials

Spreadsheeting basics 

MS EXCEL Tutorial from GCFGlobal.org®

MS EXCEL TIPS from GCFGlobal.org®

MS EXCEL Formulas from GCFGlobal.org®

https://edu.gcfglobal.org/en/topics/word/

Microsoft Digital Literacy Certificate Tutorials 

Microsoft Word For Mac – The Mac version of Word is slightly different.The above tutorials will provide most of the information you need. There are some differences in functions and menus. You can access the Microsoft Office for Mac Quickguides here.

Powerpoint Tutorials

MS PowerPoint is a slideshow presentation that makes it easy to create, collaborate, and present your ideas in dynamic, visually compelling ways.

MS Powerpoint is typically used for creating presentations that you can connect to a TV or interactive screen to display for a large audience such as in meeting.

Due to the visual and easy way that you can present information quickly Powerpoint is also very useful the workplace for

  • creating videos for training and procedures
  • creating flyers and marketing material
  • creating ebooks
  • invitations
  • creating pictures and charts that can be used to convey messages visually rather than in a lot of text

Tutorials

MS POWERPOINT Tutorial from GCFGlobal.org®

MS POWERPOINT TIPS from GCFGlobal.org®

Microsoft Digital Literacy Certificate Tutorials 

Microsoft Word For Mac – The Mac version of Word is slightly different.The above tutorials will provide most of the information you need. There are some differences in functions and menus. You can access the Microsoft Office for Mac Quickguides here.

Microsoft Digital Literacy Assessments

Microsoft has a number of tutorials for improving your computer skills. if you go through these programs and answer the questions, you can complete an additional “Digital Literacy Certificate”

The courses in this program are:

You don’t have to do all of the programs to be able to do the test but you may find it useful.

Getting Started

1. To run these tutorials you will need to have Microsoft Internet Explorer 6 or Microsoft Internet Explorer 7.

2. Click on this link Microsoft Digital Literacy Course

3. It may take some time to complete this course. When you have clicked on the link you should save it to your bookmarks.

To do thisFrom your Browser Menu
select:

Bookmarks | Add bookmark

Digital Literacy Assessment

By completing the Microsoft Tutorials you will be able to attempt the Digital Literacy Test. Don’t worry if you need a few goes – Practice makes perfect.

If you feel that you are comfortable already with Microsoft you can attempt the assessment without going through all of the learnings.

Complete the Digital Literacy Certificate Assessment Now

Standard Operating Procedures

Overview

A fixed, step-by-step sequence of activities or course of action (with definite start and end points) that must be followed in the same order to correctly perform a task. Repetitive procedures are called routines. 
In a work place that has complex interactions among employees, it is important to specify and implement a procedure for core processes and routine tasks.

Definitions used in Procedures

  • Task – The smallest identifiable and essential piece of a job that serves as a unit of work, and as a means of differentiating between the various components of a project.


Writing a Procedure

If done right, procedures can be very valuable, they can help systems and people function better. If your people know what to do, when to do it, how to do it, and how not to get it wrong, you can reduce frustration and save a tremendous amount of time and effort.

Procedures are action oriented. They outline steps to take, and the order in which they need to be taken. They’re often instructional, and they may be used in training and orientation. Well-written procedures are typically solid, precise, factual, short, and to the point.

Many procedures seem “black and white,” with clear steps and only one way of doing things: “Complete A, then B, then C.” But sometimes you need to be less exact and allow room for personal judgment. When a procedure is too tight, it can cause confusion. Since life isn’t always simple and clear-cut, some procedures need to allow subjectivity and individual choices

Procedures should communicate what readers need to know, not just what they want to know. They might need to know how to do the process correctly, faster, or with less waste

They also might like to know why they have to do something a certain way, where they can go for help, and what happens if something goes wrong. Where necessary, make sure your procedures deal with technical issues as well as subjective elements.

  • Do users have enough information to complete the action?
  • Is there enough information to guide users in using good professional judgment?
  • Is the level of detail appropriate for the subject?
  • Is the level of detail appropriate for readers?
  • How comfortable are readers with the subject?

Do I need a procedure

Not everything needs a procedure, so don’t create procedures for basic tasks – otherwise they’ll be ignored. The number-one rule of procedure writing is to make sure there’s a reason to create them: Perhaps people forget to take certain actions, perhaps they keep on getting things wrong, or perhaps tasks are so long and complex that people need a checklist if they’re going to get things right.

Examples of Standard Operating Procedures

Study Plans

What is a study plan?

A study plan is a schedule that students create that outlines study times and learning goals.

Creating a study plan not only helps you become more organized, but it also holds you accountable for your own learning outcomes.

If you are an online student, a study plan is even more important in your success in completing your qualification, since you need to have self-discipline and determination to complete your studies without the constant reminders of an instructor. Why do I need a study plan?

A study plan is an effective way to help you navigate through your college education in an organised way.

Every student will develop a different study plan; there is no correct study plan for everyone.

When creating your personal study plan, you will need to do some self-evaluation.

  • Personal Commitments and Time Management- Evaluate of your current schedule and time management. Are there days with fewer personal commitments when you can squeeze some study time.
  • • Personal Style Everyone studies differently, so the amount of time you need to study will differ from others. Strategies like biorhythms to work out when you have the most motivation, attention and are most effective. Some students find that studying nightly works best with their lifestyle and others prefer to put in half a day on a weekend in a big chunk of information.
  • Learning Style and Personality Type – Knowing your personality and learning style preference is useful for devising the strategies that you can include in your study plan to ensure that you are giving yourself the best chance to succeed with efficiency.
  • Identify learning goals – for each study session, identify learning goals, study schedule and plan. Take into consideration other commitments. • Be reasonable – The study plan needs to be reasonable. Although you must set aside enough time in your schedule dedicated to your studies, blocking off five hours with no break will set you up for failure. You can spend less time studying if you do it correctly. For a detailed look at how to make a personalized study plan, explore the step-by-step instructions below.

Steps to create a study plan

  1. Create a time chart of your current activities. Creating a time chart will allow you to see how you spend your time from day to day.

    For a one-week period, take notes about your daily activities. Record things like when you are at work, school, or home with family. Even note when you eat and sleep.

    Once you have done this for a week, look for times that you can slip in an hour of dedicated studying. This chart can be helpful for determining days and times that are consistent each week that you can devote to studying.

  2. Develop a schedule – Now that you have determined available days and times for studying, make a mark in your planner or calendar.

    Use detailed notes to block out times on your calendar so that you are reminded every time you look at it. It is best to have a schedule written down so you don’t forget. Seeing it written down can make it seem more important, like a doctor’s appointment you cannot miss.

    It is helpful to write down which subject you plan to study, so you can be sure to devote enough time to each of your classes.

    For example, Mondays and Thursdays can be set aside for studying math, while Tuesdays and Fridays can be devoted to English.

    3. Determine your study goals – At the beginning of each week, determine why you need to study and what you plan to accomplish in each class.  Are you preparing for a big exam? For example, if you are studying for an important exam, alter your study plan two weeks prior to the test to incorporate review of old tests and notes in your sessions.

    On the other hand, when you don’t have an upcoming test, use your study time to read ahead one chapter in order to grasp the next lecture.

    You will need to tailor your study plan depending on your weekly goals, so be sure to analyse what you plan to get out of each study session. While it is tempting to skip your study session when there isn’t a test looming over your head, you will reduce your future test preparation time by reading ahead and preparing for lectures.

    4. Stick to your schedule – A study plan works best if it is followed on a consistent basis. You should try to develop a study plan that you can follow for the length of the duration of your course.

    Remember, the most important thing is sticking to your plan.

    5. follow-through – One way to ensure you follow through with your plan is to schedule time for other activities.

    By achieving a balanced schedule, your mind will be more receptive during time devoted to studying. If you schedule several long days in a row of studying, you will get discouraged and will be tempted to give up.

    It is acceptable, and even recommended, that you schedule time for non academic activities, such as exercise, hobbies, and socializing.

    When you are studying, remember to take breaks in order to prevent feeling overwhelmed.

    6. Find a Study Partner – Studying with someone allows for collaboration and discussion. When creating your study plan, check with other students to determine if you can coordinate study sessions. However, if you tend to socialize more than study when you are around others, stick to an independent study plan. If you do choose to study with a partner, choose someone with whom you are likely to stay on task.

 

Tools for Study Plans

There are a number of ways to create a study plan.

  • Spreadsheets and Documents – You could use EXCEL or WORD to create a study plan. The following is an example of a simple study plan.

    Screen Shot 2019-11-25 at 10.54.57 pm.png

  • Specialist study planner software – Take advantage of study planner apps, like My Study Planner, available for smart phones and tablets, which can help you manage your study schedules. Websites like MyStudyLife.com are also helpful, allowing you to create an account to better organize your study time with to-do lists and calendars.

    Screen Shot 2019-11-25 at 10.55.11 pm.png

  • Research using the app store or google to find programs

Business Email Etiquette

Email in the workplace is the most common form of written communication. The following guidelines are useful to consider to ensure that you come across as professional, polite and credible.

https://study.com/academy/lesson/why-is-email-etiquette-important.html

Include a clear, direct subject line.

Examples of a good subject line include “Meeting date changed,” “Quick question about your presentation,” or “Suggestions for the proposal.”

“People often decide whether to open an email based on the subject line,” Pachter says. “Choose one that lets readers know you are addressing their concerns or business issues.”

Use a professional email address.

If you work for a company, you should use your company email address. But if you use a personal email account–whether you are self-employed or just like using it occasionally for work-related correspondences —you should be careful when choosing that address.

You should always have an email address that conveys your name so that the recipient knows exactly who is sending the email. Never use email addresses (perhaps remnants of your grade-school days) that are not appropriate for use in the workplace, such as “babygirl@…” or “beerlover@…” -; no matter how much you love a cold brew.

Be careful with ‘reply all.’

No one wants to read emails from 20 people that have nothing to do with them. Ignoring the emails can be difficult, with many people getting notifications of new messages on their smartphones or distracting pop-up messages on their computer screens. Refrain from hitting “reply all” unless you really think everyone on the list needs to receive the email.

Include a signature block.

Provide your reader with some information about you. “Generally, this would state your full name, title, the company name, and your contact information, including a phone number. You also can add a little publicity for yourself, but don’t go overboard with any sayings or artwork.” Use the same font, type size, and color as the rest of the email.

Use professional salutations.
  • Don’t use laid-back, colloquial expressions like, “Hey you guys,” “Yo,” or “Hi folks.”
  • Do not shorten anyone’s name. Say “Hi Michael,” unless you’re certain he prefers to be called “Mike.”
Be Careful of how your writing can affect the tone
  • Do not get carried away with exclamation marks
  • Use all CAPS sparingly as it can come across as shouting
  • Do not use a variety of fonts, colours and animations
  • There is no place for emojis in business emails
  • Do not send emails when angry. Pause, Save a draft and come back to it.
  • The tone is easy to misconstrue without the context you’d get from vocal cues and facial expressions. Accordingly, it’s easy to come off as more abrupt that you might have intended –you meant “straightforward,” they read “angry and curt.”To avoid misunderstandings,  read your message out loud before hitting send. “If it sounds harsh to you, it will sound harsh to the reader,”.
  • Avoid using unequivocally negative words (“failure,” “wrong,” or “neglected”),
  • Always say “please” and “thank you.” when requesting assistance or action from someone.
Be cautious with humour.

Humour can easily get lost in translation without the right tone or facial expressions. In a professional exchange, it’s better to leave humour out of emails unless you know the recipient well. Also, something that you think is funny might not be funny to someone else.

Something perceived as funny when spoken may come across very differently when written. When in doubt, leave it out.

Know that people from different cultures speak and write differently.

Miscommunication can easily occur because of different cultures, especially in the writing form when we can’t see one another’s body language. Tailor your message to the receiver’s cultural background or how well you know them.

A good rule to keep in mind, is that high-context cultures (Japanese, Arab, or Chinese) want to get to know you before doing business with you. Therefore, it may be common for business associates from these countries to be more personal in their writings. On the other hand, people from low-context cultures (German, American, or Scandinavian) prefer to get to the point very quickly.

Proofread every message.
Mistakes won’t go unnoticed by the recipients of your email. “And, depending upon the recipient, you may be judged for making them.

Don’t rely on spell-checkers. Read and re-read your email a few times, preferably aloud, before sending it off.

One supervisor intended to write ‘Sorry for the inconvenience,'”  “But he relied on his spell-check and ended up writing ‘Sorry for the incontinence.'”

Add the email address last.

“You don’t want to send an email accidentally before you have finished writing and proofing the message. Even when you are replying to a message, it’s a good precaution to delete the recipient’s address and insert it only when you are sure the message is ready to be sent.

Double-check that you’ve selected the correct recipient.
Pay careful attention when typing a name from your address book on the email’s “To” line. “It’s easy to select the wrong name, which can be embarrassing to you and to the person who receives the email by mistake.”
Nothing is confidential–so write accordingly.

Every electronic message leaves a trail. A basic guideline is to assume that others will see what you write. Don’t write anything you wouldn’t want everyone to see.” A more liberal interpretation: Don’t write anything that would be ruinous to you or hurtful to others. Email is dangerously easy to forward, and it’s better to be safe than sorry.

BSBSMB423, BSBSMB412, BSBEBU511 Digital Technology for Business Resource

Introduction 

In order for a business to be competitive, sustain business and customer expectations it is important to be able to make use of technology and keep pace with changes in technology and trends.

According to Deloitte’s Connected Small Business 2017 report, small businesses in Australia with advanced digital engagement are 50% more likely to grow revenue and earn 60% more revenue per employee as those with low levels of digital engagement.

Any business that does not consider technology across their business is likely to not succeed. Technology is now so intricately woven into customer expectations, business to business interactions, staff expectations and even financial and compliance requirements such as tax and GST reporting that that any organisation that does not keep pace with technology is in great danger.

Information technology and business are becoming inextricably interwoven. I don’t think anybody can talk meaningfully about one without the talking about the other.
Bill Gates


The Internet has all but levelled the playing field for small-business marketers competing against established businesses and providing global coverage.

Cloud Technology Solutions provides small to medium businesses with access to sophisticated technology that they can instantly apply which they otherwise would not have the capabilities, time, budget or resources to use.

There are many benefits but there are just as many risks that need to be considered. The challenge is in ensuring that the technology is appropriate for the business and it is implemented and integrated into the business in a way that supports and aligns to the businesses overall business plan.

The key to success lies in:

  • Ensuring that there is a balance of technology
  • That digital activities are aligned to a business’s Business Plan and is not separate
  • That there is a plan that provides structure and formal processes
  • That the plan and the technology is constantly evaluated and improved to take advantage of changes in business, technology and user expectations.

Applicability

The purpose of these resources is to provide the tools necessary for designing and implementing EBusiness in an organisation.

These resources apply to:

  • BSBSMB423 – Create a digital technology plan for small business
  • BSBSMB412 – Introduce cloud computing into business operations
  • BSBEBU511 – Design and implement an eBusiness Solution.

Resources

Digital Technology for Business – Presentation Handouts V1

Digital Technology for Business- Learner Guide V2