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Advice and Guidance for National 4 and National 5 Administration & IT Emerging Technologies Advice and Guidance for Practitioners.

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Presentation on theme: "Advice and Guidance for National 4 and National 5 Administration & IT Emerging Technologies Advice and Guidance for Practitioners."— Presentation transcript:

1 Advice and Guidance for National 4 and National 5 Administration & IT Emerging Technologies Advice and Guidance for Practitioners

2 Advice and Guidance for National 4 and National 5 Administration & IT Emerging Technologies Purpose of this guidance The adoption and use of emerging technologies has long been a requirement of administrators within the workplace. As organisations strive for efficiency and more effective ways of operating, the use of emerging technologies by administrators will continue. This item of support for practitioners aims to raise awareness of the importance of administrators keeping abreast with new technologies. Although not a distinct unit of the new Administration and IT courses, the adoption and use of emerging technologies permeates learning and teaching across all practical IT aspects of the courses and indeed the role of administrators within the contemporary workplace.

3 Advice and Guidance for National 4 and National 5 Administration & IT Emerging Technologies Content of this guidance The three video case studies included will help identify current innovations impacting on the working practices of administrators within the modern, dynamic workplace. These current innovations will be further explored with links to free web-based resources supplied, to give practitioners and learners the opportunity to experiment with emerging technologies which may be of benefit to the administrative function. The use of the supplied technologies is not prescriptive, with practitioners invited to explore the use of these and other IT innovations. Reflective questions to stimulate further thought, discussion and action relating to the use of emerging technologies as part of National 4 and National 5 Administration and IT provision are also given.

4 Advice and Guidance for National 4 and National 5 Administration & IT Why no prescribed pupil tasks? As previously outlined, the use of emerging technologies is not a discreet element of the course nor prescribed. However, practitioners should recognise the value of incorporating the use of such technologies as part of the planned learning and teaching activities. The advice and guidance recognises the key skill of early adopters of emerging technology of being able to quickly evaluate the technology and find a positive purpose and application to complete administrative tasks more effectively and efficiently. This, coupled with the sizeable range of technologies given, has resulted in the avoidance of prescribed learners approaches. Practitioners will therefore be expected to support learners in the adoption and use of such technologies to contribute to the successful completion of familiar administrative tasks. Reflective questions have been supplied to help practitioners with this.

5 Advice and Guidance for National 4 and National 5 Administration & IT Experimental Approaches to Emerging Technologies Many learners studying Administration and IT National 4 and National 5 courses have been immersed in the use of technology from an early age. The term digital natives has been coined to describe such individuals. Many of our learners will be confident users of information technology and will be willing to experiment with previously unfamiliar information technology resources. This confidence and approach to the use of emerging technology is to be encouraged and should be supported as part of planned learning experiences. This is particularly relevant considering the broad and dynamic range of technologies an administrator would be expected to use as part of their organisational duties. Trial and error is an effective learning and teaching strategy in the adoption and use of emerging technologies, with the process of learners deepening their understanding and skills in the use of the technology being a valuable learning experience. Once familiar with the functions of the emerging technologies, practitioners should offer learning experiences where learners can apply and deepen skills in using the emerging technologies within administrative contexts – perhaps replacing existing technologies. This will increase learners appreciation of the relevance of emerging technologies.

6 Advice and Guidance for National 4 and National 5 Administration & IT Why Emerging Technologies? Please click on the links below to explore why emerging technologies are essential to administrators within the contemporary work environment. Education Scotland Material UK Campbell Dallas

7 Advice and Guidance for National 4 and National 5 Administration & IT Current Innovations As the video case studies illustrate, organisations operate within a dynamic, ever changing environment, with the use of emerging technologies impacting on work roles and duties of administrators. Emerging technologies which are currently influencing the work of administrators are given below. Each will be examined in more detail, with links to relevant resources supplied. It is hoped practitioners will incorporate the use of these or similar resources as part of planned administrative learning experiences. Hardware Smartphones Networks Cloud Computing Software Alternatives to MS Office Social Media Communication & Collaboration Presentation Personal Effectiveness

8 Advice and Guidance for National 4 and National 5 Administration & IT Smartphones Developments in computing and mobile telecommunications technology has resulted in smartphones being a key resource for administrators. As well as allowing verbal communication, smartphones allow administrators to use the latest computing technology while on the move. The latest generation of phones offer face-to-face communication, web browsing and download, media capture and use, access to internal and external networks, capability, document creating and editing, and access to social media. The four most common smartphone platforms for business are android, apple, blackberry and windows phone. Each platform has its own marketplace where apps – short for software applications – can be downloaded, installed and used on the device. Apps can be downloaded for free or for a small charge. The number of useful apps for administrators is growing by the day. Why not access the links to each smartphone platform and investigate how this emerging technology can be used by administrators. Reflective questions for practitioners: What learning contexts could I use to introduce learners to smartphones? What administrative tasks can be completed using smartphones? How could I incorporate smartphones into my learning and teaching activities? What essential skills do learners need to acquire in the use of smartphones? Links to smartphone platformsLinks to smartphone platforms

9 Advice and Guidance for National 4 and National 5 Administration & IT Cloud Computing Pioneering information technology providers are now offering cloud computing services to clients. This means that individual users can access essential software applications and their documents from any computer that is linked to the internet. All software and documents produced using the software is stored by the cloud computing service provider on remote servers which are accessed via the internet. This saves organisations time and effort downloading, installing and keeping software up-to- date. It also increases convenience with users being able to access cloud resources from any device that can be connected to the internet. Administrators may have to access cloud services to access, extract and save documents and resources for colleagues or for their own professional use. Access the links provided to further investigate cloud computing services. Reflective questions for practitioners; How could I incorporate cloud computing into my learning and teaching activities? What essential skills do learners need to acquire when using cloud computing? Links to cloud computing resourcesLinks to cloud computing resources

10 Advice and Guidance for National 4 and National 5 Administration & IT Alternatives to Microsoft Office The Microsoft Office suite of integrated software applications is still the most widely used collection of titles used by administrators. It is therefore essential and expected that much of the work of learners will focus on using this collection of software titles within administrative contexts, particularly for word processing, spreadsheets and database tasks. However, with organisations looking for cost savings on IT expenditure a growing number are now using alternative free integrated office suites which offer similar functionality and quality as the market leader. Popular alternatives include Openoffice, Google docs, Libreoffice and Zoho. It is therefore of value for learners to have an awareness of alternatives to Microsoft Office and to measure and appreciate the extent their skills are transferable from package to package. Learners could explore and compare the effectiveness of Microsoft Office with one or more alternative. Reflective questions for practitioners: What is the value of learners of being aware of alternatives to MS Office? How could I incorporate these alternatives into my learning and teaching activities? Links to alternative office suitesLinks to alternative office suites

11 Advice and Guidance for National 4 and National 5 Administration & IT Social Media for Administrators The recent explosion in the use of social media applications as a communication tool has impacted on the work of administrators. Organisations will use social media to encourage two-way and instant communication with employees, customers and suppliers. Many administrators will be required to regularly access and update an organisations social media presence with information supplied by colleagues. Administrators may also have their own presence for professional networking, communication and collaboration purposes. Common social media sites used by organisations are Facebook, Twitter, Linkedin and Google+. The use of Social Media by organisations is expected to further evolve, with many predicting that Social Media will overtake as the most used means of electronic communication. Indeed the information technology services multinational Atos, for example, made the decision to ban the used of by its 75,000 employees based in 42 countries around the world, with internal social media technologies used instead. Reflective questions for practitioners: What administrative tasks could be completed by using social media? How could I incorporate social media into my learning and teaching activities? What skills could be developed with learners through the use of social media ? Links to social mediaLinks to social media

12 Advice and Guidance for National 4 and National 5 Administration & IT Communication How administrators engage, interact and communicate with key organisation stakeholders is influenced greatly by emerging technologies. Organisations are looking for more immediate and personable communication approaches than and a range of innovative web-based resources have been launched to cater for this growing need. Administrators are now using these resources as part of their day-to-day duties. They may also be expected to support colleagues in the use of such technologies. As well as social media sites, popular developments include the use of instant messaging services, including Google Talk and Microsoft Messenger. Real-time, web-conferencing services which permit face-to-face audio and visual communication are also being used by administrators to pass and receive information. Applications including skype and facetime have made the transition from social applications to important organisational communication vehicles. Reflective questions for practitioners: How I could I incorporate these communication tools into my learning and teaching? What skills do learners need to acquire to use these communication tools? Links to communication toolsLinks to communication tools

13 Advice and Guidance for National 4 and National 5 Administration & IT Collaboration Organisations have also been quick to adopt web-based facilities that allow a number of users to access and contribute to the creation and development of documents. Online collaboration forums are beneficial for the tasks that require teamworking and are suited to the development of creative ideas or complex documents. It also offers opportunities for partnership working with customers and suppliers who can view and comment on live documents, as they are being produced. Administrators may be tasked to set-up and invite users to attend such a collaboration site or indeed fully participate to create documents, for example those required for meetings and events. You could access the links to investigate a number of free online collaboration sites which may be of benefit to administrators. Reflective questions for practitioners: How might online collaboration tools be used by administrators? How might I incorporate these tools into my learning and teaching activities? What essential skills might learners acquire in using communication tools? Links to collaboration toolsLinks to collaboration tools

14 Advice and Guidance for National 4 and National 5 Administration & IT Presentation Microsoft PowerPoint, with an estimated 500 million users around the globe, is undoubtedly still the key presentation application administrators would be expected to use in the workplace. However, due to the wide use of Microsoft PowerPoint, a number of organisations have sought alternatives that allow information to presented in fresh and engaging ways and avoid the so called death by PowerPoint phenomena. This phrase is often used to describe audiences being overly exposed and largely switched off to talks delivered using poorly designed PowerPoint presentations. In Switzerland a political party has been established to protest against this rising phenomenon! A number of web-based, non-linear presentation applications have emerged, giving organisations a viable alternative to PowerPoint. Instead of presenting information on a series of slides, users can layout information on one canvass and then choose a path (the order) for presenting this information to their audience. With many organisations storing completed presentations electronically for retrospective use on intranets, websites and social media sites, many presentation applications also allow presentations to be saved as video files to be uploaded to desired location(s). Links to four online presentation applications are given. Reflective questions for practitioners How do they compare with Microsoft PowerPoint? What is the value to learners of being aware of alternatives to MS PowerPoint? How might I incorporate these alternatives into my learning and teaching activities? Links to presentation applicationsLinks to presentation applications

15 Advice and Guidance for National 4 and National 5 Administration & IT Personal Effectiveness With administrators constantly looking for ways to manage and use their time more effectively a range of online technologies are now being used to help administrators priorities and monitor progress with tasks they have been issued. Online to-do lists, timeline and scheduling resources that can be accessed from a variety of devices including PCs and smartphones are becoming more and more popular. Administrators may use these for their own effectiveness, but may also be required to maintain such resources for colleagues. You could access the supplied links to investigate further emerging personal effectiveness technologies being used by administrators. Reflective questions for practitioners: Why are personal effectiveness tools important to administrators? How might I incorporate these tools into my learning and teaching activities? What are the essential skills the learner may acquire when using personal effectiveness tools? Links to personal effectiveness toolsLinks to personal effectiveness tools

16 Advice and Guidance for National 4 and National 5 Administration & IT Other useful tools for administrators An increasing range of useful tools to help administrators in the modern, dynamic workplace are available online Often administrators will be tasked to convert a document or media file from one file type to another. To make this easier, online file conversion sites are useful tools regularly used by administrators. Screen casting software is another useful tool for administrators – recordings of screen movements and actions can be taken and stored as a movie file. This may be of use to administrators tasked with giving demonstrations in the use of emerging technologies. Online questionnaire and poll generation websites are also of great benefit to administrators. Such sites make it easy to create questionnaires and polls that can then be integrated on an organisations website, social media site or intranet. These sites also make it easy to collate and make sense of the responses gathered. Administrators may use these sites to evaluate their own work – perhaps gaining feedback on the success of an event. Administrators may also be asked to create and administer them for colleagues seeking feedback from employees, customers and suppliers. Online video hosting websites, such as YouTube, are also being used by administrators. Administrators may watch video tutorials to increase skills, for example, on how to use an item of software. Administrators may also be required to upload content for colleagues to then be embedded on the organisations website or social media site. You could access the supplied links to explore examples of these online tools of use to administrators. Links to other useful toolsLinks to other useful tools

17 Advice and Guidance for National 4 and National 5 Administration & IT Future Emerging Technologies The difficulty in predicting new technologies and how they will impact on the operations of administrators is illustrated in the supplied link to the BBC Tomorrows World programme broadcast in This however has not stopped innovative organisations offering their view on potential upcoming technologies. Click on the Microsoft icon to view their vision of the future. What is for certain is that new technologies will be launched that will continue to shape the role of administrators and how they complete tasks within the workplace. It is therefore critical that education practitioners provide opportunities for learners to develop awareness and skills in the use of newly emerging technologies within hands-on, administrative contexts. Practitioners can keep abreast of emerging technologies by scanning appropriate IT news stories and new technology websites. Links to two useful sites are supplied. Practitioners should also strive to strengthen links with local organisations who may be willing to showcase breaking technologies to learners within real life contexts. Links to future technologiesLinks to future technologies

18 Advice and Guidance for National 4 and National 5 Administration & IT Reflective Questions The following questions may be used by individual practitioners or with colleagues to stimulate further thought and action relating to the use of emerging technologies within planned learning experiences at National 4 and National 5 Administration and IT. What is the value of learners developing skills in the use of emerging technologies? What challenges must be overcome to facilitate meaningful learning experiences incorporating the use of emerging technologies? How does the recommended trial and error approach to the use of emerging technologies differ from my current learning and teaching approaches to the use of information technology? What is the value of this proposed approach? What existing Administration and IT resources could be used to allow learners to apply skills in the use of these emerging technologies within Administrative contexts? How will I ensure appropriate progression in skills development in the use of emerging technologies from National 4 to National 5? What approaches will I employ to keep informed of future developments in technology that impact on the work of administrators? How might I incorporate these new technologies into my course provision? Links to Administration & IT DocumentationLinks to Administration & IT Documentation SQA Administration and IT National 4 SQA Administration and IT National 5 Education Scotland Audit Tool


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