AMA Computer Learning Center

ACLC Senior High School Building, Peñafrancia Ave., San Francisco, Naga City
Empowerment Technologies

Lesson 3 - Working Together through ICT

Introduction:
In the preview’s modules, we discussed about ICT and its capabilities and the various tools to increase
your productivity. In this module we will focus on the importance of collaboration in using ICT. Part of
increasing your productivity would you require collaboration; as the saying goes, “alone, we can do
so little; together we can do so much.”

Collaboration is a practice where a group of individuals with different levels of abilities work together
for a common goal. On the other hand.
Online Collaboration is when a group of people work together using internet-enabled tools. This is also
known as virtual teamwork. There are two types of online collaboration.
• Synchronous – this is when a group of people interact with others in real time. This type of
collaboration involves live communication such as online meetings and instant messaging.
• Asynchronous – Collaboration takes place intermittently; it means that communication is
received by the users at different times.

Team Structure and Dynamics for ICT Content

As mentioned, collaboration happens when individuals with different roles work together for a
common goal. Thus, when putting up an ICT project, there is a need to create a project team
composed of roles that are crucial and essential to its success. The project team focuses on analyzing
a problem and solving it by developing and implementing technology-based solution

Job Roles that an ICT Project Team:

1. Project Managers – these are the people that coordinate and manage the activities of the
team members. They make sure that the team completes the project at the specified scope,
time and budget.
2. Business and IT Analysts – they help in determining the project definition and requirements.
Check if the project deliverables meet these requirements, and test solutions in case of problems
or for improvements.
3. IT Engineers/Developers – they are the ones who create and maintain IT infrastructures such as
hardware, software, and other services.
4. Testers and Quality Assurance – they test and assess the IT systems to see if their behavior is
correct based on the intended purpose.
5. User-Interface Designers – these are the people who developed the graphical user interface for
the IT system. They make sure that the system is user-friendly and easy to navigate.
6. Project Sponsor – this is the driver and champion of the project within the organization, who is
usually a member of the top/executive management. Among his or her duties are making key
business decisions, resolution of conflicts and obstacles, and ensuring the availability of
resources, including the budget.

Aside from the Project team, there are also various types of teams in the ICT industry that are
working with them in delivering quality products and services to the clients.

1. Operations Team – Members focus on managing the infrastructures used by an organization.

They ensure that the system is always available and working to support the operation.
2. Support Team – quite similar to the operation and project teams, members work with mini-
projects each day, and they support other teams whenever additional manpower is needed.
3. Process Team – members are assigned to implement a specific business process in the system.
They are typically composed of analysts, data experts, and project managers.
4. Security Team – members provide access management and ensure that all ICT activities,
including those by the project team, conform to the organization’s security protocols.
5. Online Collaboration Tools

Russel Gilmor C. Garcia, LPT.

Teacher
 These are online tools that provide users to work with others who are at different locations. There
are various tools offered on the internet that can be used collaboration. However, take note that there
are tools that can be used for free and there are those that only offer trial for a specific period of time.
In the latter case, payment will be required afterward.

Example of Online Collaboration Tools:

I. Google Workspace

✓ These are applications created by Google that provides user a platform to create, store, and
share documents.
✓ There are also tools that you can use to connect with your colleagues via email and instant
messaging.

Tools in Google Workspace:

➢ Google Mail – this is the email service created by Google. It can be accessed through an
installed application in your device or through a web browser. This service is offered by Google
for free. Note also that a Gmail Account is required when using the free application of Google.
➢ Google Drive – this is a cloud storage offered by Google. It is a virtual storage device where files
and folders can be stored and accessed anytime and anywhere by logging in your Google
account. Note that files stored here are private unless you invite others to view, edit or comment
on them through its share feature.
➢ Google Docs – this is a word-processing application that can be used via a web browser or a
mobile application. Here, teams can work simultaneously with a single document and change
are saved automatically. You can also chat, comment, and edit documents in real time. This
tool also features revision history. Where users can track and undo changes made in the
document. Note that if you want to work offline, this feature is available in Google Chrome via
a web browser extension or in mobile devices by enabling the “Make Available Offline” Option.
➢ Google Sheets – you can use this spreadsheet application and add collaborators in your
project. Changes made in the sheet can be seen as they occur. You can also be notified on
the edits made while you are offline. Similar to Google Docs, changes made in your project will
be automatically saved. This tool is power by artificial intelligence – it automatically suggests
relevant formulas as you type to save time and mitigate errors. If you are working in Microsoft
excel file, do not worry – this tool is compatible with Microsoft Offline files.

Steps in sharing your Google Document and Spreadsheet:

1. Click the “Share” button at the upper right corner of the page. The “Share with Others/Share
with People and Groups” windows will be displayed.
2. Note that there are two ways to share your document.
a. Through a shareable link – look at the “Get Link” box, and then click the “Copy Link”. A link
will be automatically generated. Note that those people who will get the link will have
access to your document.
b. Through entering a specific name and email address – Enter the recipient’s email address in
the field. Select the role of the recipient. Then click “Send”. Note that only those specified
recipients would be able to access the document. Invitations to edit. Comment or view will
be sent to their email address.

➢ Google Forms – this is used in creating survey and forms that can be shared to anyone via an
email. A link, or a website. You can create a form easily through its easy-to-navigate interface.
Data responses are automatically summarized through Google Sheets.

Step in sending your forms to the respondents:

1. Click “send” at the upper right corner of the page.

a. Send via Email – enter the email address in the field. Type your subject and your message to the next
field. Check the “Include form in email” button
b. Send via Link – copy link in the field. Or you have the option to shorter the link by checking the
“Shorten the URL” checkbox
Russel Gilmor C. Garcia, LPT.
Teacher
c. Embedding in a webpage – copy the HTML code. Set the width and height (optional). Access the
admin page of your site. Note that you must be an admin, editor, or author of the page. Navigate the
text area of the webpage, and choose the desired position to post the form. Paste the embedded
code in the text area.
d. Share via Facebook or Twitter – click the logo of Facebook or Twitter. Add a description or instruction
to you post. Click “Share”.

Shared Google documents and Spreadsheets can be changed by your team through comments and
edits.
Here is the Step-by-step procedure:
1. To add a comment
a. Open the shared document.
b. Highlight the text, image, cells, or slides you want to add a comment.
c. After highlight an “Add comment” Icon will show on the side on the document when the
document windows is maximized. You can also right click the “Comment” option.
d. Enter your comment in the field. You can tag a specific person in the comment by entering
the “@” symbol first and then the email address. Note that the person mentioned in the
comment will be notified via email.
e. Note that y clicking the “Assign” checkbox, the person tagged will be responsible for marking
the comment completed. The assigned person will also be informed through email. The
“Assign” checkbox will show up only if you had tagged a person in your comment.
f. Click “Comment” or “Assign.”
2. To Edit the Content
a. Open the shared document.
b. Select “Editing” on the “Mode” drop-down menu.
c. Start making changes in the documents. Note that when online, changes made will be saved
automatically.
d. You may also see the revision history by clicking “File” -> “version history” -> “See version
history”.
3. To add a suggestions
a. Open the shared documents.
b. Select “Suggesting” from the “Mode” drop-down list.
c. Make changes in the document. Note however that edits will appear as suggestions. You
can assign a teammate to accept or reject the changes made.

The type of mode for the document can be changed via the mode pen icon on the upper right
corner of the document screen.

II. Zoom

✓ This is a platform used by various enterprises for video conferencing, instant messaged, and
content sharing. Here, users have the capability to share high-definition audio and video files.
✓ There are also built-in collaboration tools, such as sharing of screen and using of whiteboard,
where users can use annotating tools. Additional features of this tool are the interactive polling
and Q&A, virtual hand raising, and track engagement with the attention indicator.

Before joining or hosting a meeting, you must install the Zoom app in your device first and sign up
with your working email address at https://zoom.us/.

To join meeting:
1. Click the link sent by the host. After a short moment, the Zoom app will automatically open the
direct you to the meeting room. There are instances that a password is required to access a
meeting room.
2. As another option, you may also open the Zoom app. And then click “Join a Meeting”.
3. Enter the meeting ID and your preferred nickname. After clicking “Join.” You need to enter the
password for the meeting room, which will be provided by the host.

To host to meeting:
1. To host an instant meeting click “New Meeting.”
Russel Gilmor C. Garcia, LPT.
Teacher
 2. To add participants, click “Invite.” There are multiple ways to invite participants. You can add
contacts from your local list or send an invite through email. You can also copy the URL or copy
an invitation. The meeting password is also displayed in the invite windows.
3. To create a schedule meeting, click “Schedule” in the Menu, and fill in the details that are
needed for the meeting, such as date and time, meeting ID, and password. Then click “Save.”

III. Trello

✓ This is a visual tool used to organize projects through boards, list, and cards.
✓ Through Trello, users will be able to identify which tasks are in progress, who is working on which
tasks, and where the tasks are in the entire process.
✓ Trello uses the principle of Kanban, a framework that uses boards to provide a visual
representation of the project from start to finish.

Different Elements of Trello that you need to keep in mind.

1. Board – this represents a project (e.g., the launching of the Save San Sebatian Basilica fundraising
website).
To customize you board:
➢ Add a team – the board is set to personal as default. You can add a team by clicking “Personal.”
If there are no existing teams, click “Create Teams.”
➢ Set Privacy – the default privacy of the board is “private,” so only the members will be able to
see or edit the board. Other options are “team,” “organization,” or “public.”
➢ Invite members – click “Invite” and enter the names or email addresses of the members. You
can also create an invite link and send it to those whom you want to join the board.
➢ Change background – make your board fun by changing its background. You may set a photo
or solid color as a background.
2. Lists – each board is composed of lists that may represent phase or processes in a project. For
example, it represents each phase in a web development cycle such as data gathering, planning,
designing, development (coding), testing and delivery and maintenance.
3. Cards – this contains specific tasks within a process or phase. Note that you can move cards from
one list to another.
To Customize your card:
➢ Add members – you can assign members for each card or task by clicking “members.” Note
that only members in the board will be tagged in the card. You can select single or multiple
members for each card.
➢ Add label – labels are in the form of colors, which may represent the progress of each task. For
example, green is for “complete,” yellow is for “in progress,” and orange is for “pending.” Note
that you can edit the labels by clicking the pencil icon beside each colors.
➢ Add a checklist – you may also add a checklist in every card. A checklist may represent in a
subtask or items that are needed to be accomplished by a member of complete the card.
➢ Set a due date – you can set the due date of every card or task. In the windows, enter the due
date and time, and you can also set a reminder for the team.
➢ Add an attachment – you can add files in the card that may be used as a reference of the
team by clicking the paperclip icon.

Making use of the presented online collaboration tools may sustain regular communication and
cooperation within your team. Hopefully this would result in improved productivity. However, you must
make sure to install only apps that are verified by app stores. You should be careful in entering personal
information such as credit card details.

Russel Gilmor C. Garcia, LPT.

Teacher