BSBTEC404

USE DIGITAL TECHNOLOGIES TO

COLLABORATE IN A WORK
ENVIRONMENT

Learner Guide

AuSC
Australian Sovereign College
212, LIVERPOOL STREET HOBART TASMANIA – 7000 | 03 6200 9550
 BSBTEC404 - Use digital technologies to collaborate in a work environment

Table of Contents
Introduction ............................................................................................................................................ 3
Overview ................................................................................................................................................. 4
Chapter 1: Review existing digital technology use in the business ........................................................ 6
1.1 Identify current collaborative ways of working ............................................................................ 6
1.2 Assess performance of current collaborative ways of working against organisational strategies
and objectives ..................................................................................................................................... 8
1.3 Collate information collected through review and provide to relevant personnel as required 11
............................................................................................................. Error! Bookmark not defined.
Self – Assessment.............................................................................................................................. 13
Chapter 2: Identify opportunities to implement digital technologies for workplace collaboration .... 14
2.1 Identify available digital technologies by accessing relevant sources of information ............... 14
2.2 Seek assistance from specialist advisors, where required .......................................................... 19
2.3 Assess existing collaborative work against available and existing digital technologies ............. 20
2.4 Identify opportunities and priorities for digital technology in collaborative work .................... 23
2.5 Prepare a business case for implementing new digital solutions to support collaboration and
seek approval, where required ......................................................................................................... 25
............................................................................................................. Error! Bookmark not defined.
Self – Assessment.............................................................................................................................. 30
Chapter 3: Implement and use digital technologies to collaborate in the workplace ......................... 31
3.1 Assess business goals and objectives and develop a plan to introduce new collaborative
technologies ...................................................................................................................................... 31
3.2 Communicate and promote key features of the plan to relevant stakeholders ........................ 34
3.3 Implement digital technologies according to plan and organisational requirements, policies
and procedures ................................................................................................................................. 36
3.4 Organise training in digital technologies for collaboration for relevant stakeholders ............... 39
............................................................................................................. Error! Bookmark not defined.
Self – Assessment.............................................................................................................................. 41
Bibliography .......................................................................................................................................... 42

RTO Code: 45680 | CRICOS Code: 03907K Learner’s Guide | Page 2 of 42

V 5: Jan 2024, Approved: Academic Manager, Next Review: Jan 2025
 BSBTEC404 - Use digital technologies to collaborate in a work environment

Introduction
This guide will provide the information and knowledge required to understand the fundamentals of
using digital technologies to collaborate in a workplace context, including working as part of a
remote team. It involves undertaking a basic review of organisational processes to identify
opportunities for using digital technologies to complete work tasks more efficiently and effectively.
This guide will give brief information on digital technology used for work collaboration in the
workplace. This includes the planning and implementation of new digital technology in the
workplace. The guide will also provide information on how to review existing digital technology in
the workplace and give information on current collaborative ways of working.
All this information will cover in the three chapters:

Review existing digital technology use in the business.

Identify opportunities to implement digital

technologies for workplace collaboration.

Implement and use digital technologies to collaborate

in the workplace.

RTO Code: 45680 | CRICOS Code: 03907K Learner’s Guide | Page 3 of 42

V 5: Jan 2024, Approved: Academic Manager, Next Review: Jan 2025
 BSBTEC404 - Use digital technologies to collaborate in a work environment

Overview
Digital workplace

A digital workplace is a cloud-based work platform that allows companies to move their work to the
cloud. Employees can access all of the applications, data, tools, and collaboration features they
require through a secure online interface from anywhere, anytime, and on any device.
Employees in a digital workplace have access to all digital tools they need to do their work, including
collaboration, project management, and process management. A digital workplace, which acts as a
virtual replacement for physical offices, helps connect all of its various business applications, making
it easier for employees to access important data and tools through a single platform.

Benefits of digital collaboration at the workplace

Team Team
productivity Interaction

Quick
Business
access to
execution
information

RTO Code: 45680 | CRICOS Code: 03907K Learner’s Guide | Page 4 of 42

V 5: Jan 2024, Approved: Academic Manager, Next Review: Jan 2025
 BSBTEC404 - Use digital technologies to collaborate in a work environment

It enhances the team interaction

Digital collaboration is especially important for improving team engagement among various remote
team members. E-mail, Skype, Slack, and other tools have made it extremely simple for teams and
individuals to connect at any time through text, audio, or video.

It provides quick access to information

Workplace digital collaboration increases workflow by ensuring that employees have access to the
relevant files and information at the right time. All data, documents, weblinks, and other rich media
are stored in one place in a digital workspace. This makes it extremely easy for team members to
access information from any device, from anywhere.

It enhances the business execution

Employees may work and solve problems from anywhere and at any time with the help of digital
collaboration tools. Employees can stay in the loop at any time, especially with the mobile-first
communication and collaboration approach. Because collaboration solutions allow employees to
chat, work, and share files and data in one place, decisions are made more rapidly, and work is
completed more quickly and effectively.

It improves team productivity

Digital collaboration can enhance team productivity because employees can save travel and also
save time required to research any information.

RTO Code: 45680 | CRICOS Code: 03907K Learner’s Guide | Page 5 of 42

V 5: Jan 2024, Approved: Academic Manager, Next Review: Jan 2025
 BSBTEC404 - Use digital technologies to collaborate in a work environment

Chapter 1: Review existing digital technology use in the business

This chapter is going to discuss the following points in detail:

Identify current collaborative ways of working

Assess performance of current collaborative ways of

working against organisational strategies and objectives

Collate information collected through review and

provide to relevant personnel as required

1.1 Identify current collaborative ways of working

What is collaboration in the workplace?

Collaboration can be defined as a group of two or more people sharing their strengths and
perspectives to achieve a common goal. As cloud-based conference rooms become more widely
available, virtual teams are becoming increasingly collaborative. Working remotely from home
becomes more common as most companies provide a flexible working environment to their

RTO Code: 45680 | CRICOS Code: 03907K Learner’s Guide | Page 6 of 42

V 5: Jan 2024, Approved: Academic Manager, Next Review: Jan 2025
 BSBTEC404 - Use digital technologies to collaborate in a work environment

employees. As a result, it’s important to understand how to collaborate and communicate even
when your team isn’t in the same place.

Collaborate using technology

Technology may be able to help you in operating some areas of the business in new ways. By using a
collaborative tool, you can:

Work with team members across offices, venues or sites.

Keep strong record-keeping practices.

Have control and visibility over key projects.

Identifying current collaborative work of working

Collaboration is connected with business communication and the way employees collaborate. It is all
about capturing knowledge, such as the value you lose in e-mail chains that only two people read
but may benefit a larger number of people. Collaboration also refers to the speed and efficiency of
multiple people collaborating on the same document simultaneously.
When identifying the collaborative work in the company, you are required to evaluate the workplace
as a whole. It includes-

Identifying how workers collaborate?

What platform do they use to collaborate?

What technology company is using in order to perform current business

operations?

What are the current communication channels at the workplace?

Digital technology asset review

Digital technology can be used as a platform for working collaboratively. It’s a good idea to make a
checklist to use during the review. The checklist can be created on the asset register. The checklist
might also be based on the company’s depreciation schedule

RTO Code: 45680 | CRICOS Code: 03907K Learner’s Guide | Page 7 of 42

V 5: Jan 2024, Approved: Academic Manager, Next Review: Jan 2025
 BSBTEC404 - Use digital technologies to collaborate in a work environment

When performing the digital technology asset review within the organisation, you will need to
consider and evaluate the following-

Cloud
technology Computer
resources

Cloud technology

The cloud platform can help people to collaborate their work when they are working remotely. It
helps to improve productivity among workers. An individual can easily share the document or
information using cloud technology.

Computer resources

Computer resources include software, hardware and networking devices. It is important to review
computer resources in the organisation in order to identify the current way of work collaboration in
the organisation. Computer resources include routers, gateways and their connections with required
devices. It also includes the PCs and servers used for work collaboration in the organisation.

1.2 Assess performance of current collaborative ways of working against

organisational strategies and objectives
Types of Collaborative Working.

Team Community Network External

collaboration collaboration collaboration collaboration

Cloud Internal
collaboration collaboration

1. Team Collaboration

This is one of the most common types of workplace business collaboration. In this version, the entire
group is engaged with one another. Everyone understands what their role in the team involves and
how it impacts the other members. There are set deadlines for completing work within a certain
amount of time in order to meet the team’s objectives. A team leader is often in charge of
monitoring the other team members in this form of collaboration. To complete their tasks, the team
members work together on an equal basis.

RTO Code: 45680 | CRICOS Code: 03907K Learner’s Guide | Page 8 of 42

V 5: Jan 2024, Approved: Academic Manager, Next Review: Jan 2025
 BSBTEC404 - Use digital technologies to collaborate in a work environment

2. Community Collaboration

Participants in a community collaboration have a common interest. Rather than accomplishing work
together, the purpose is often to share knowledge and learn. Members of the community can
express their concerns by asking questions and receiving advice. Members return to their offices
after receiving the advice and share it with their teams. This is an ongoing practice.

3. Network Collaboration

Network collaboration is different from the previous categories of business collaboration. People
acting in their own self-interest are the initial step. They begin contributing to the network in order
to establish a presence for themselves and their area of expertise among other members. No one in
the network likely knows anyone else. To find out who they should collaborate with among network
members, they rely on referrals.
Social media platforms are an example of virtual network collaboration, in which network members
collaborate without knowing each other personally. Members can use a social bookmarking tool to
share links to websites they find helpful. Members of the network who are looking for information
on the same topic may find this valuable information. While that team is working on the topic, they
can post connections to useful websites for other network members who might require them later.

4. Cloud Collaboration

Without mentioning cloud collaboration, a list of the various types of collaboration software would
be incomplete. Multiple users can access, view, and edit documents in real-time using this type of
collaboration. All users with access to documents saved in the cloud see the most recent version and
can observe changes as they occur.
Cloud collaboration can be used in organisations where teams are expected to collaborate remotely,
such as a business with one or more satellite offices. Employees working on the same documents
from different locations can easily share them without worrying about whether they’re looking at
the latest versions.
When it comes to large files, the cloud is very useful. E-mail servers are only designed to handle files
that are a few megabytes in size. On the other hand, a cloud-based collaboration tool does not have
these limitations and can accept huge files for transfer.

5. Internal Collaboration

Internal collaboration can include various collaborative strategies depending on what your medium
or large-sized organisation intends to accomplish. Discussion forums (also known as bulletin boards)
have been there for a long time. They are still an excellent way to share ideas on a particular topic.
The disadvantage of forums is that it can be challenging to search for specific information when a
participant is looking for it. Wiki is an example of this type of collaboration.

6. External Collaboration

Do not forget about external collaboration while considering different types of collaboration. This
term refers to knowledge sharing that takes place outside of the organisation. The relationship
between a brand and its social media presence is an example of external collaboration. When it uses
quizzes or discussions to get opinions and feedback from social media users, the brand collaborates
with them.

RTO Code: 45680 | CRICOS Code: 03907K Learner’s Guide | Page 9 of 42

V 5: Jan 2024, Approved: Academic Manager, Next Review: Jan 2025
 BSBTEC404 - Use digital technologies to collaborate in a work environment

A blog is a way for your company to have a “face.” Customers may find it easier to ask questions and
make comments in that space than to contact the company’s head office directly. These questions
and comments are powerful. Make a note of what people are saying and apply the messages when
you can. Customers share what they think, what they want, and how your company can keep their
business.

How to assess the performance of current collaborative ways of working

There are four aspects used to assess the performance of the current collaborative ways in the
organisation.

Growth and Sharing and

Accountability Service
learning listening

Accountability

Is it true that your employees finish projects on time? Are they well-prepared when it comes to
meetings? Are they accepting responsibility for their mistakes? Are they prioritising the team’s and
company’s needs over their own successes and failures? Members of a successful team set and
maintain high-performance expectations for themselves and their colleagues and put the group’s
wellness first.

Service

Is it true that your employees “show up” for the task? Do they go above and beyond to ensure that a
task is done successfully? Do they make themselves available to other team members when they
require assistance? A personal sense of service to the team, organisation and client can help build a
mutual aid culture among coworkers and employees. It demonstrates a true commitment to group
success over individual success.

Growth and learning

Do your employees show a willingness to learn and grow? Desire to improve? Are they open to
receiving feedback, guidance, or instruction? Do they take criticism seriously and use it as an
opportunity to learn and improve?

Sharing and listening

Do your employees speak up in meetings while also enabling their colleagues to share their ideas?
When an idea they have is rejected, improved, or adjusted, do they show flexibility? The most
effective teams avoid group thinking and understand that collective intelligence and teamwork
comes from the best thoughts and actions.

RTO Code: 45680 | CRICOS Code: 03907K Learner’s Guide | Page 10 of 42

V 5: Jan 2024, Approved: Academic Manager, Next Review: Jan 2025
 BSBTEC404 - Use digital technologies to collaborate in a work environment

Tools for measuring workplace collaboration

Collaboration
PARTNER survey

Strategic Alliance
Formative
Assessment
Rubric (SAFAR)

Collaboration Survey

The Collaboration Survey measures how people feel about working collaboratively. The
Collaboration Survey can give organisations information into where employees perceive things are
going and where more attention is needed on 21 different topics related to collaboration
effectiveness and operations.

Strategic Alliance Formative Assessment Rubric (SAFAR)

SAFAR is a collaboration assessment tool that captures key collaboration principles. SAFAR
represents different levels of integration as well as its various goals, such as strategies/tasks,
leadership/decision-making, and interpersonal and communication characteristics.

PARTNER

PARTNER is a social network analysis tool that measures and tracks collaboration between
individuals and organisations. It is intended for collaboratives/coalitions to use to show how
members are connected, how resources are leveraged and exchanged trust levels, and how
outcomes are linked to the collaborative process.

1.3 Collate information collected through review and provide to relevant

personnel as required
Once you review the current or existing digital technology in the workplace, you must collate all the
gathered information in one place to create a plan for new technology implementation. It consists of
all the detailed information of current technology used in the workplace along with the specification.
A responsible person needs to create a document and collate all the reviewed information in one
place that will help when implementing new digital technology. A review report needs to be
generated after the successful review of the existing digital technology in the organisation. A review
report should involve the following information-

RTO Code: 45680 | CRICOS Code: 03907K Learner’s Guide | Page 11 of 42

V 5: Jan 2024, Approved: Academic Manager, Next Review: Jan 2025
 BSBTEC404 - Use digital technologies to collaborate in a work environment

A detailed review description

Name of current digital technologies

Description of each technology

The current way of collaboration

Issues in current technology

Recommendation

These elements need to be added in the review report when planning to implement new digital
technology in the workplace. Once you collate all the required information in one report, you will be
required to share this information with relevant personnel in the organisation. It is important to seek
feedback on your review in order to make improvements in the current process.

You can present and share information with relevant personnel in the organisation when needed. It
is recommended to follow the organisation's policies and procedures when sharing any
documentation with another individual. Every organisation has its own policies and procedure for
documentation.

RTO Code: 45680 | CRICOS Code: 03907K Learner’s Guide | Page 12 of 42

V 5: Jan 2024, Approved: Academic Manager, Next Review: Jan 2025
 BSBTEC404 - Use digital technologies to collaborate in a work environment

Self – Assessment
Question 1: What is a digital workplace?
Answer:
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
Question 2: What is collaboration in the workplace?
Answer:
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
Question 3: Explain how to measure collaboration in the workplace.
Answer:
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________

RTO Code: 45680 | CRICOS Code: 03907K Learner’s Guide | Page 13 of 42

V 5: Jan 2024, Approved: Academic Manager, Next Review: Jan 2025
 BSBTEC404 - Use digital technologies to collaborate in a work environment

Chapter 2: Identify opportunities to implement digital technologies for

workplace collaboration
This chapter is going to discuss the following points in detail:

Identify available digital technologies by accessing relevant

sources of information

Seek assistance from specialist advisors, where required

Assess existing collaborative work against available and

existing digital technologies

Identify opportunities and priorities for digital technology in

collaborative work

Prepare a business case for implementing new digital

solutions to support collaboration and seek approval, where
required

2.1 Identify available digital technologies by accessing relevant sources of

information
What is Digital technology?

Digital technology is a type of data transfer in which a message or other form of communication
between two devices is broken down into binary code. Binary code is made up of ones and zeros and
can be reassembled using digital technology after being read by other computers.
Digital technology is a two-step process. The scanned data is saved as binary code, made up of 0 and
1 digit combinations representing words and images. Huge amounts of data may be compressed into
compact storage devices that can be easily stored and moved.
Communication, collaboration, content management, access to analytics data, social networking,
team members, and customer experience can all benefit from digital technology.

RTO Code: 45680 | CRICOS Code: 03907K Learner’s Guide | Page 14 of 42

V 5: Jan 2024, Approved: Academic Manager, Next Review: Jan 2025
 BSBTEC404 - Use digital technologies to collaborate in a work environment

What is collaborative technology?

Collaborative technology refers to tools and systems that make group work easier, both in the office
and remotely. These pieces of technology, often known as groupware, reduce the expenses and time
associated with facilitating group work.

Collaborative methodologies and techniques in the workplace

Two-way
telecommunication

Premise based
software

Software-as-a-Service

Two-way telecommunication

Telecommunication allows a group to work collaboratively when they are not present via video,
voice and data-based technology. This is one of the technology-based communication that connects
two or more people over the phone and can share their work verbally.

Premise based software

Individual computers on a company’s network are purchased and installed with premise-based
collaboration software. These tools allow team members to track and organise project tasks as well
as discover important network files, make informational updates, and communicate with anyone
with access to the on-site software using shared project management functions and capacities.

RTO Code: 45680 | CRICOS Code: 03907K Learner’s Guide | Page 15 of 42

V 5: Jan 2024, Approved: Academic Manager, Next Review: Jan 2025
 BSBTEC404 - Use digital technologies to collaborate in a work environment

Software-as-a-Service

The next version of on-premise software is software-as-a-service (SaaS). Instead of installing

software on individual computers, an organisation purchases a software subscription, allowing
everyone to access the software regardless of location as long as permission is provided via your
virtual private server (VPN). SaaS combines standard proximity and two-way voice, video, and data
collaboration technologies with proprietary software project management features to unlock true
collaborative technology for the office.

Types of digital technologies for work collaboration

Communication technology

Conferencing technology

Co-ordination technology

Cloud computing

Communication technology

Communication software tools consist of messages, conversations and chat groups conducted
between two parties over the internet. Communication tools do not require any prior scheduling to
be effective. The examples of communication technology include-

Digital Instant
E-mail. Chat forum. voicemail VoIP calls. messaging
application. apps.

RTO Code: 45680 | CRICOS Code: 03907K Learner’s Guide | Page 16 of 42

V 5: Jan 2024, Approved: Academic Manager, Next Review: Jan 2025
 BSBTEC404 - Use digital technologies to collaborate in a work environment

Conferencing technology

Conferencing software allows two or more individuals to have a conversation with each other in
real-time using cloud-based and internet-based platforms. Depending on the conferencing software,
it allows everyone to access, work and make changes in the document from the different screens all
at once and. The examples of conferencing tools for the workplace includes-

Video
Document
Shared digital conferencing Shared
sharing
whiteboards. with shared application.
software.
screen function.

Coordination technology

The main function of the coordination technology is to combine both task work and teamwork
functions. This technology also allows individuals and groups to connect and coordinate work
activities and tasks. The examples of the coordination technology include-

Employee
Employee and Employee
resource planning E-calendars.
client portals. scheduling system.
software.

Cloud computing

Cloud computing is one of the commonly used technology in the workplace to collaborate work
among team members. With this technology, employees can access any information remotely. The
employees can collaborate on the information, and other individuals will also allow making changes
to it.

Sources of information

There are different sources of information available to identify the current digital technologies in the
workplace. The information will be received from many different sources to help an organisation
understand the available digital technology in the workplace. Following are few examples of
information sources in the organisation-

RTO Code: 45680 | CRICOS Code: 03907K Learner’s Guide | Page 17 of 42

V 5: Jan 2024, Approved: Academic Manager, Next Review: Jan 2025
 BSBTEC404 - Use digital technologies to collaborate in a work environment

Monitor current workflow

Walkthrough

Talkthrough

Performance appraisals

Team meetings

Monitor current workflow

The information will be gathered from the current operation of the organisation. Relevant
personnel will gather information on how employees collaborate in the workplace and what
technology they are using to collaborate. The current workflow monitoring of the organisation can
help an organisation to know the current ways of collaborating.

Walkthrough

A manager or supervisor walks through a section and observes work processes to see whether there
are any obvious aspects of the job (such as how work is done, the pace of work, or the working
environment) that may produce excessive pressure. In this way, they collect the information and
store it in the document.

Talk through

These include someone discussing what happens during the execution of a task. It can be used to get
employees to consider tasks in terms of their potential to cause stress at work.

Performance appraisals

This could be a good time to have a one-on-one conversation about work in order to know the
current ways of collaborative work in the organisation.

Team meeting

This is one of the platforms where all the employees and management team can discuss the various
aspects of team collaboration in the workplace. It helps them to understand the current digital
technology in the workplace. Responsible personnel can discuss with the team their current way of
working and recommend improvisation.

RTO Code: 45680 | CRICOS Code: 03907K Learner’s Guide | Page 18 of 42

V 5: Jan 2024, Approved: Academic Manager, Next Review: Jan 2025
 BSBTEC404 - Use digital technologies to collaborate in a work environment

Cloud computing

Cloud computing is one of the commonly used technology in the workplace to collaborate work
among team members. With this technology, employees can access any information remotely. The
employees can collaborate on the information, and other individuals will also allow making changes
to it.

2.2 Seek assistance from specialist advisors, where required

An individual can take expert advice when planning to implement the new digital technology in the
workplace.

The implementation planning of digital technologies in the workplace requires knowledge and
expertise. It is important to take specialist advice before implementing any technology in the
workplace. The foremost thing is to identify the expert in the field of digital technology and gather
essential information on the best technology for work collaboration.
Specialist advisers, who can be found through company directories, phone books, advertising, or a
web search, are the next source of expert assistance. These advisors will provide professional
guidance, but it will not be based on a recommendation from anyone you trust. Most service
providers have experts on board who can provide guidance, but this advice is usually limited to the
products and services they represent. Again, a trusted source’s recommendation counts a lot, and
some organisations would rather go straight to a suggested service provider than seek independent
guidance from an unknown expert.
It is worth mentioning that certain industry or employer associations collaborate with cloud service
providers, so it is a good idea to double-check before taking advice. It is critical to follow business
procedures while speaking with outside advisors. Each organisation will have its own protocols that
regulate how interactions will take place, which will be agreed upon with the external party.
How to find a specialist in the development of when planning to implement digital technologies for
work collaboration.

RTO Code: 45680 | CRICOS Code: 03907K Learner’s Guide | Page 19 of 42

V 5: Jan 2024, Approved: Academic Manager, Next Review: Jan 2025
 BSBTEC404 - Use digital technologies to collaborate in a work environment

Leverage your
nework

Consultant
marketplaces

Consulting firms
and individuals

Leverage your networks

It is always beneficial for you to leverage your network when planning to implement digital
technologies for work collaboration. There are several ways where you can build your network and
efficiently achieve the objectives. Seeking professional advice from an industry specialist will in
planning to implement digital technologies for work collaboration. You can find many individuals in
that way and can make a strong relationship with them. You can also hire an expert in the field and
consult him when planning to implement digital technologies for work collaboration.

Consultant marketplaces

There are various platforms available in the market where you can get a chance to meet consultants
and receive advice. Several websites have built marketplaces where you can find any specialist by
location, budget, and topic—for example, Talmix, Sparehire and Expert 360. You can find an expert
on these websites depends on your exact needs. You can also take advice when planning to
implement digital technologies for work collaboration.

Consider consulting firms and individuals

You can also find a specific consulting organisation to specialise in your pain point. There are many
consulting companies where you can get specialist advice when planning to implement digital
technologies for work collaboration. It is very important to do research before choosing a specialist
for your business processes.

2.3 Assess existing collaborative work against available and existing digital
technologies
What is existing collaborative work?

Existing collaborative work is the method follows by the organisation and all the people associated
with the organisation for work collaboration. Digital technology use by every organisation and
industry in this modern era. It always depends on every organisation and their work needs. The
increase in the global economy and distributed team members means every organisation must
ensure that the team can work together remotely.

RTO Code: 45680 | CRICOS Code: 03907K Learner’s Guide | Page 20 of 42

V 5: Jan 2024, Approved: Academic Manager, Next Review: Jan 2025
 BSBTEC404 - Use digital technologies to collaborate in a work environment

It is important to assess existing collaborative work and existing technology for improvisation by
identifying gaps. The use of digital technology includes chat, document sharing, presentation, web
conferencing, automation apps, interactive whiteboard and mobile apps used by the organisation
for work collaboration.

How to measure the performance of current work collaboration against available

technology

Every organisation contains a team responsible for measuring team collaboration and progress by
monitoring and reviewing the workplace collaboration and existing digital technology. Following are
the metrics used by the relevant personnel in order to monitor and assess the existing collaborative
work against current digital technologies-

Monitor collaboration activities in the workplace

Assess collaboration workloads and gaps

Assess the user experience through standardisation

and integration

Measure business outcomes

Monitor collaboration activities in the workplace

It includes the activities related to monitoring workplace collaboration against current digital
technology. Monitoring work collaboration can help an organisation to understand the collaboration

RTO Code: 45680 | CRICOS Code: 03907K Learner’s Guide | Page 21 of 42

V 5: Jan 2024, Approved: Academic Manager, Next Review: Jan 2025
 BSBTEC404 - Use digital technologies to collaborate in a work environment

needs of the workforce. Monitoring activities will improve the current ways of work collaboration
and increase the work efficiency among employees.

Assess collaboration workloads and gaps

Assessing collaboration workloads can help an organisation choose the right technology for the work
to improve work efficiency and business performance. Every organisation uses a different digital
platform for their work processes. Employees have access to technologies that includes e-mail and
messaging, real-time collaboration and social interaction. Work collaboration includes new cloud-
enabled, real-time and collaboration workload, which includes file sharing and file synchronisation. It
is essential to identify collaboration workloads and gaps for better improvement.

Assess the user experience through standardisation and integration

It is important to assess the user experience with digital technologies. The inappropriate use of
digital technologies can result in poor network connectivity and poor user experience. The
collaboration leader will assess the user experience and make progress in the current digital
technology in order to standardise the user experience.

Measure business outcomes

A collaboration analyst's responsibility is to measure the business outcomes by assessing the current
collaboration method. This measurement will help increase user experience and improve work
collaboration.

Measure the impact of digital collaboration

Define te key
Understand
performance
the problem
indicators

Look for technology

faigue

Understand the problem

An individual can see the clear impact of the digital collaboration method if it can solve some
problems and improve work processes. When you are using digital technologies for workplace
collaboration, you need to understand the current issues and resolve the issues.

RTO Code: 45680 | CRICOS Code: 03907K Learner’s Guide | Page 22 of 42

V 5: Jan 2024, Approved: Academic Manager, Next Review: Jan 2025
 BSBTEC404 - Use digital technologies to collaborate in a work environment

Look for technology fatigue

It is important to ask your employees about the digital tools that they are using for the collaboration.
If there are many tools that the employees need to use, it may cause technology fatigue. It is
recommended to keep the fewer digital tools for work collaboration to reduce confusion. It will help
them focus on their actual work rather than spend more time learning other tools.

Define the Key Performance Indicators (KPI’s)

You will need to understand the actual collaboration in the workplace; otherwise, you cannot
measure the success of digital collaboration appropriately. It is important to decide on the main
KPI’s for digital collaboration.

2.4 Identify opportunities and priorities for digital technology in collaborative

work
Opportunities and priorities for digital technology in collaborative work

Great teamwork is built on a foundation of well-organised systems, collaborative sharing, and timely
feedback. Businesses may find it difficult to achieve the ideal situation of teamwork. Whether it is
disagreements over ideas, unclear objectives, or unclear task progress, collaboration may be a
source of conflict among employees and a barrier to a project’s success.
Digital technology may give you the tools and platforms you need to promote more efficient work
patterns and better teamwork.
Here are four ways that digital technology will help in the transformation of poor teamwork into
successful teamwork.

Project management

The cloud operation

File sharing

Video conferencing

Project management

Project management software can provide an excellent overall platform for teams to monitor a
project’s progress. A project management tool will give the team a complete overview to help

RTO Code: 45680 | CRICOS Code: 03907K Learner’s Guide | Page 23 of 42

V 5: Jan 2024, Approved: Academic Manager, Next Review: Jan 2025
 BSBTEC404 - Use digital technologies to collaborate in a work environment

organise all of the activities going place within a project, rather than causing uncertainty about
where information is stored, who has completed what, and what remains to be completed.

The cloud operations

Managing your company’s operations on the cloud can be a great approach to encourage flexible
and agile working. If you have employees working from several locations, the cloud could make it
easier for them to access team files and project management software updates. By providing
consistent and up-to-date access to information to your team, you may avoid any delays in project
work or problems with access for those team members who are not located in the office.

File sharing

The process of sharing files and information between team members can be made easier with the
use of digital technologies. File sharing software can let employees transfer large files and ensure
that everyone on the team has the most up-to-date copies. Along with increasing the collaboration
process, file-sharing can help individuals improve their online workplaces by removing many
documents from their e-mail inboxes.

Video conferencing

If your teams are really not all in the same place or cannot commit to face-to-face meetings, video
conferencing could be a low-cost alternative. By ensuring that information is shared, enabling space
for innovative discussions, and reducing barriers generated by written communication or the need
to travel to meetings, video conferencing can help teams communicate more effectively.
The plethora of software available can help staff become better connected, create greater visibility
on project progress, and ensure communication and cooperation are top priorities. Digital
technology delivers various benefits to teams.

Identifying the opportunities and priorities for digital technology

The tools and platforms used will vary depending on your digital workplace's business, job
responsibilities, business strategy, and goals. Every organisation has its own digital toolbox.
The toolbox can be broadly classified into areas in most organisations to support how you
communicate, connect, cooperate, and deliver daily services.
New technology may or may not be required by your company to support your digital workplace.
The following are some crucial questions to consider:

RTO Code: 45680 | CRICOS Code: 03907K Learner’s Guide | Page 24 of 42

V 5: Jan 2024, Approved: Academic Manager, Next Review: Jan 2025
 BSBTEC404 - Use digital technologies to collaborate in a work environment

What are the tools that your employees will require?

What are the locations from which it will need to be accessed?

What devices will be required to access it?

What is the best tool for the job?

Are staff aware of how to use these tools and when to use them?

What role do these tools have in achieving the company’s objectives?

What role do they play in the connection, verification, and overall user experience?

Does it provide a user-friendly, efficient, and employee-centred experience?

Is your digital workspace suitable for getting things done quickly and easily?

2.5 Prepare a business case for implementing new digital solutions to support
collaboration and seek approval, where required
Business case

Business cases are important pieces of documentation that define a business problem and offer
solutions. A business case aims to convince decision-makers that a certain course of action would
produce the best results for a business. Business cases should be generated daily within the
organisation. They have consequences for the individual who delivers the presentation, the
department, and the company as a whole—as a result, knowing how to build and show them
successfully is important.

How to prepare a business case

Business cases are important documents that can guide strategic decision-making in organisations.
As a result, knowing how to create a business case systematically and professionally is important.
Following are the basic components of a business case-

RTO Code: 45680 | CRICOS Code: 03907K Learner’s Guide | Page 25 of 42

V 5: Jan 2024, Approved: Academic Manager, Next Review: Jan 2025
 BSBTEC404 - Use digital technologies to collaborate in a work environment

Option
Executive Background Business
Project definition presentation and
summary information Requirements
evaluation

Project
Presentation of Strategic
Benefits Risks implementation
preferred option alignment
plan

Resources
Financial Analysis Authorisations Appendices
required

1. Executive summary

Business cases can quickly grow into more than a hundred-page document, and it is important to
start with an executive summary. The executive summary should include a brief discussion of the
business problem, the options presented, and the preferred option.

2. Background information

Many individuals will be engaged in your business case, and many of them will be unfamiliar with
the idea. As a result, you’ll need to give some background about the plan. Background material could
include why the project is needed, previous projects that have been completed and leading up to
the development of the business case.

3. Project definition

Outline all of the important details of your project in this section. Provide details about the business
problem that your project will solve.

4. Business requirements

There will be a number of business requirements for each particular project. Did the company, for
example, have a list of preferred vendors? Was there a budget in place? Was it necessary for them
to see a return in a certain length of time? Describe how your project will meet these needs.

5. Option presentation and evaluation

This section aims to demonstrate to stakeholders that you researched different options and selected
the right one for your organisation.
Some business cases may include conducting research, presenting a long list of options, and then
reducing the list (and making a final decision) depending on specific criteria. All you will need to do
for other business cases is write a brief summary of your options. What is appropriate will be
decided by the project’s scale.
Show that you evaluated options based on the criteria you were given, regardless of how you
present them. For example, you might consider the pricing of software or the price and features of a

RTO Code: 45680 | CRICOS Code: 03907K Learner’s Guide | Page 26 of 42

V 5: Jan 2024, Approved: Academic Manager, Next Review: Jan 2025
 BSBTEC404 - Use digital technologies to collaborate in a work environment

product. If you are using criteria, make sure you apply them equally to all possibilities to
demonstrate that you have come to a rational conclusion.

6. Presentation of a preferred option

Select which option you prefer. You will need to explain why you selected it and why it meets the
evaluation criteria the best. Demonstrate how it satisfies the needs of the employees.

7. Strategic alignment

It may be obvious how a project aligns with a business’s strategic objectives for projects within
smaller organisations. The strategic alignment area is where you can show how your project fits into
your company’s overall business and strategy plans.

8. Benefits

In a business case, the benefits section is important. Outline the significant advantages of your
preferred option. The advantages you list should be two-fold. They should discuss why the project
should go forwards in general. Second, they should highlight the advantages of what you are
suggesting in order to convince stakeholders that it is the best option.

9. Risks

People are frequently concerned that decision-makers will refuse to proceed with the initiative if
they present a project’s risks in too much detail. All projects have risks, and you must disclose them
honestly and fairly as part of your due diligence in writing your business case. Present the risks in
this section, along with the possibility that they will occur.

10. Project implementation plan

Stakeholders require a clear picture of how a project will be implemented before they approve it.
This plan should be described in detail here. Give stakeholders a high-level overview of the project’s
progress, including who needs to be involved, what resources are needed, and a timeline.

11. Financial analysis

The financial analysis section of your business plan is essential for demonstrating that the project is
cost-effective for the organisation, that it can be financed, and that it will provide financial value in
the short and long term.
A simple analysis may be required, depending on the scope of your project, or you may need to go
into detail and present forecasts and other financial reports.

12. Resources required

Include any resources, such as physical assets, intellectual assets, human resources, and financial
resources, that your project will require in this section.

13. Authorisation

The section on authorisation explains who needs to sign off on what stage of the implementation
and when.

RTO Code: 45680 | CRICOS Code: 03907K Learner’s Guide | Page 27 of 42

V 5: Jan 2024, Approved: Academic Manager, Next Review: Jan 2025
 BSBTEC404 - Use digital technologies to collaborate in a work environment

14. Appendices

Appendices contain important material that does not belong in the main body of your business
cases, such as more in-depth research on the options you have presented, more risk and benefits
analyses, or more thorough financial models or project plans.
Business cases are key business documents that require a detailed structure in order to perform
properly. You will have the best chance of writing a successful business case if you include the above
areas.

How to present and seek approval on a business case

Following is the best way to present your business case-

An individual can seek approval from the management or relevant personnel on the basis of the
business case. After presenting the business case, you will need to ask questions and give feedback
to relevant personnel in the organisation. The relevant personnel will give you any
recommendations after reviewing your proposed business case for digital transformation.

RTO Code: 45680 | CRICOS Code: 03907K Learner’s Guide | Page 28 of 42

V 5: Jan 2024, Approved: Academic Manager, Next Review: Jan 2025
 BSBTEC404 - Use digital technologies to collaborate in a work environment

Another way to seek approval is using e-mail communication with the relevant personnel. You can
write an e-mail to get approval on the digital transformation project.

RTO Code: 45680 | CRICOS Code: 03907K Learner’s Guide | Page 29 of 42

V 5: Jan 2024, Approved: Academic Manager, Next Review: Jan 2025
 BSBTEC404 - Use digital technologies to collaborate in a work environment

Self – Assessment
Question 1: Explain how to measure existing collaborative work.
Answer:
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
Question 2: What is cloud computing?
Answer:
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
Question 3: List the components of a business case.
Answer:
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________

RTO Code: 45680 | CRICOS Code: 03907K Learner’s Guide | Page 30 of 42

V 5: Jan 2024, Approved: Academic Manager, Next Review: Jan 2025
 BSBTEC404 - Use digital technologies to collaborate in a work environment

Chapter 3: Implement and use digital technologies to collaborate in the

workplace
This chapter is going to discuss the following points in detail:

Assess business goals and objectives and develop a plan

to introduce new collaborative technologies.

Communicate and promote key features of the plan to

relevant stakeholders.

Implement digital technologies according to plan and

organisational requirements, policies and procedures.

Organise training in digital technologies for

collaboration for relevant stakeholders.

3.1 Assess business goals and objectives and develop a plan to introduce new
collaborative technologies
Business goals and objectives

Business goals are a broader overview of what any business wants to achieve. Business objectives
are the actions and tasks that will take toward achieving the business’s goals. Business goals and
objectives are essential for business growth and performance. Every organisation set the short-term
and long-term goal to improve the performance of the organisation.

Planning to introduce new collaborative technology

Digital technology planning is the process to create a plan by taking time and resources to
understand the need of employees and the organisation. The organisation’s management team will
conduct the planning process to implement new technology in the organisation by understanding
the key aspect of the technology.
By thorough planning, an organisation can achieve significant gain. Implementing new digital
technology in the organisation leads to greater productivity, better collaboration and teamwork,
which is beneficial for the organisation’s mission.
The planning process contains the following elements-

RTO Code: 45680 | CRICOS Code: 03907K Learner’s Guide | Page 31 of 42

V 5: Jan 2024, Approved: Academic Manager, Next Review: Jan 2025
 BSBTEC404 - Use digital technologies to collaborate in a work environment

Establish leadership and support

Assess your current resources

Define the needs

Explore the solution

Write the detailed plan

Get funding and implement

Establish leadership and support

It is important to establish the proper leadership and support.

As a leader or manager in charge of implementing new technology in an organisation, determining
the specific needs for undertaking a new technology can ensure that the team benefits from its
absolute potential.
To further develop your need for new technology, consider:
• What is working in the organisation? What aspects are seeing profit or progress?
• What isn’t working at your organisation?
• Where is there room for improvement? What pain points are team members experiencing?
• What exactly is going to change with the introduction of new technology?
• How does your organisation plan to measure progress with the software or machinery?
• How will leaders and managers in the organisation rank priorities of what features or phases
are to be introduced first?

Assess your current resources

The first stage in the planning process is to evaluate your current technologies. What kind of plans
do you have in place? How well does it function?
The first step in making a plan is to examine your current situation. Does this sound philosophical to
you? The idea is to take some time to reflect on what is working and what could be improved. What
kind of technologies do you have in place at your company? How technologically savvy is your team?
In terms of IT assistance, who does your company rely on?
Taking a basic inventory of your organisation’s computers and software is one aspect of the
assessment. A hardware inventory worksheet can help you get an idea of your organisation’s overall
capacity and range of workstations. A software inventory worksheet can help you keep track of your
software assets and how they’re spread across several computers.
You can avoid buying redundant or incompatible technologies by taking this step, and you can
analyse whether any of your current technology is obsolete.

RTO Code: 45680 | CRICOS Code: 03907K Learner’s Guide | Page 32 of 42

V 5: Jan 2024, Approved: Academic Manager, Next Review: Jan 2025
 BSBTEC404 - Use digital technologies to collaborate in a work environment

You will need to write down the following items for each computer in the hardware inventory
worksheet-

Define the needs

What is the purpose of technology? What will new technology enable you to accomplish that you
cannot before? By defining your requirements, you will be able to select the most effective
solutions.
The key to defining your requirements is to explain what you want to do with technology rather than
what you think you require. Consider the issues you may face in your organisation, such as new
policies to implement, procedures to follow in order to secure new funding, and new staff members
to integrate into your organisation’s structure. Then think about all of the possible tools, including
technology, that you could employ to fix these issues.

Explore the solution

The next stage is to look at existing technological possibilities and choose ones that will meet your
needs for the least cost.
The next step is to establish a clear plan for meeting those needs after analysing your resources and
defining your needs. This part of the technology planning process necessitates the most technical
expertise.
Make sure you have a strong understanding of the many possibilities before deciding on a solution
or referring to a consultant.

RTO Code: 45680 | CRICOS Code: 03907K Learner’s Guide | Page 33 of 42

V 5: Jan 2024, Approved: Academic Manager, Next Review: Jan 2025
 BSBTEC404 - Use digital technologies to collaborate in a work environment

What kind of network are you looking for?

What hardware changes or purchases do you need to make?

What type of software should you use?

What is the most efficient method of connecting to the internet?

How should you go about establishing an online presence for your company?

How will you manage your database requirements?

What is the most effective technique to train your employees?

How will you handle your system administration needs on a regular basis?

Write the detailed plan

Your budget, as well as your resources, needs, and solutions, should all be included in your written
plan.
The technology projects you will undertake are described in the body of your technology plan. You
will need to submit the following information for each project.

Description

Benefit

Tasks

Budget

Timeline

Get funding and implement

Arrange the funding in order to implement the plan for implementing digital technology for work
collaboration. Once the fund has been approved for the project, you can start implementing the
select digital technology for workplace collaboration.

3.2 Communicate and promote key features of the plan to relevant

stakeholders

RTO Code: 45680 | CRICOS Code: 03907K Learner’s Guide | Page 34 of 42

V 5: Jan 2024, Approved: Academic Manager, Next Review: Jan 2025
 BSBTEC404 - Use digital technologies to collaborate in a work environment

Who are the stakeholders?

Stakeholders are all the individuals who are associated with the organisation internally and
externally. They can be anybody who can affect or affected by an organisation, and they can be a
junior or senior level.

The typical three-step procedure for stakeholder consultation and engagement is notification,
consultation, and participation. Meaningful consultation with a project representative that includes
continual two-way communication improves understanding, clarifies the group’s preferences and
values, and allows the proponent to understand how the majority’s views can and should guide
policy decisions. Organisations, on the other hand, frequently have difficulty communicating with
their stakeholder groups.

Effective communication strategy for stakeholder engagement

1. Make sure that all information about your project is provided clearly and understandably.
Stakeholders are more likely to understand your goals, their role, and how it may affect them if you
give more information in an honest, factual, and easy-to-understand way.
2. Communicate with stakeholders in a way that suits them best. Understand that each individual or
community is unique and choose the best communication method for them — e-mail, online
platforms, social media, phone, or in-person group meetings. People should be given a range of ways
to communicate with you and provide feedback.
3. Instead of passing judgement on what your stakeholders value, try to figure out why. Maintaining
an open and questioning mindset can help your team understand your stakeholders’ history and
concerns. This open, questioning attitude will help both parties in finding innovative ideas to
overcome challenges.

RTO Code: 45680 | CRICOS Code: 03907K Learner’s Guide | Page 35 of 42

V 5: Jan 2024, Approved: Academic Manager, Next Review: Jan 2025
 BSBTEC404 - Use digital technologies to collaborate in a work environment

4. Provide stakeholders with feedback on how their issues and problems are addressed and
resolved. Keep track of their commitments and make sure project team members coordinate
consultation events, share information, and assign responsibilities and follow-up actions.
5. Keep detailed records of all stakeholder communications that take place throughout time.
Meetings, phone conversations, e-mails, and commitments are all included. Misunderstandings and
delays can be avoided if you can simply explain the history of all areas of communication with your
stakeholders – which is particularly difficult with multi-year projects with changing representatives.
A thorough consultation will show a community’s views of your project, as well as how that opinion
changes over time. It will enable you to predict problems and devise solutions to them. It will, in the
end, facilitate the development of trust and the generation of solutions with your stakeholders and
rights holders.

3.3 Implement digital technologies according to plan and organisational

requirements, policies and procedures
Technology is always changing. Technology can bring new ideas by producing new software or tools.
An organisation always needs a new idea, new software tools and strategies to implement in the
workplace. Your organisation needs to stay technologically relevant if it wants to gain or maintain a
competitive advantage in the market.
Technology can improve a company’s profit, productivity, security, work culture, internal
communication among team members, and external communication with clients with constant
advancement and appropriate implementation strategies.

Steps to implement new digital technology in the workplace

RTO Code: 45680 | CRICOS Code: 03907K Learner’s Guide | Page 36 of 42

V 5: Jan 2024, Approved: Academic Manager, Next Review: Jan 2025
 BSBTEC404 - Use digital technologies to collaborate in a work environment

Step 1: Initial evaluation of needs and requirements

Step 2: Create a schedule for implementing your new technology.

Step 3: Assist employees with the implementation of new technology.

Step 4: Don’t tell the team about the technology unless you are sure it is
appropriate.

Step 5: Plan for roadblocks.

By increasing customer experience and efficiencies, successful digital transformation

implementation can help businesses achieve competitive advantages.

Step 1: Initial evaluation of needs and requirements

The first consideration in developing an implementation strategy is whether the new technology will
benefit your organisation. If your organisation has opted to adopt new technology, there was most
certainly a motivating factor, or a combination of factors, that made the decision.
Identify your implementation reasons; why is your company implementing new digital technology?
Is your business using this technology?

Reduce cost?

Do you want to keep track of your overall progress?

How can you boost your productivity and efficiency?

Is it time to replace technology?

Make it easier for team members to communicate?

Adapt to a business transformation that your present technology cannot handle?

RTO Code: 45680 | CRICOS Code: 03907K Learner’s Guide | Page 37 of 42

V 5: Jan 2024, Approved: Academic Manager, Next Review: Jan 2025
 BSBTEC404 - Use digital technologies to collaborate in a work environment

Determine the unique needs for undertaking a new technology as a leader or manager in charge of
implementing new technology in a company to guarantee that the team benefits from its maximum
potential.
Consider the following to help you develop your need for more technology:

What is working well in the organisation? What areas are benefiting or improving?

What is not working in your organisation?

Where can you make improvements? What are the issues that team members are having?

What exactly will be different as a result of the introduction of new technology?

How does your company intend to track the software?

How will the organisation’s executives and managers prioritise which features or phases will
be introduced first?

Step 2: Create a schedule for implementing your new technology.

A project management calendar is useful for keeping a company’s procedures structured, especially
while implementing new software or technology. Using a visual representation to provide
checkpoints and progress points can keep employees, leaders, and managers on the same page and
on the same schedule.
Consider dividing the implementation process into multiple parts with regular review meetings to
measure how comfortable employees and managers are with each step when deciding how to build
an implementation strategy. Set a start and end date for each phase to keep your team on schedule
and encourage accountability.

Step 3: Assist employees with the implementation of new technology.

It is critical to provide employees with a support structure while they make the transition to new
technologies. A team will not be able to realise the full potential or potential for improvement with
new software if they are not adequately trained.

Step 4: Don’t tell the team about the technology unless you are sure it is appropriate.

It’s difficult for organisations not to feel driven to adopt new technologies as they develop on a daily
basis, but it’s critical to avoid rushing into the choice to implement new, promising software or tool.
Suppose your company is seeing a drop in revenues, new client acquisition, or another measure. In
that case, leaders may be tempted to make a hasty choice when it comes to purchasing and
adopting new technology.
Technology can appear overwhelming and discouraging to employees and managers when a
business implements software. Before introducing new technology to the workforce, take the time

RTO Code: 45680 | CRICOS Code: 03907K Learner’s Guide | Page 38 of 42

V 5: Jan 2024, Approved: Academic Manager, Next Review: Jan 2025
 BSBTEC404 - Use digital technologies to collaborate in a work environment

to identify and work out the problems, challenges, and best training strategies. If the new
technology you offer turns out to be the wrong technology for your organisation, you have lost
significant time and resources that could have been spent deploying the correct technology.

Step 5: Plan for roadblocks.

Finally, identify potential barriers during the implementation process. To deal such obstacles, you’ll
probably need to make some adjustments to the project management schedule you generated in
Step 2. Schedule a few days of trial and error or additional training into the schedule ahead of time
to prepare for this. An employee communication software can keep employees engaged and active
during big efforts such as a new technology rollout by creating tailored, strategic communication
journeys.

3.4 Organise training in digital technologies for collaboration for relevant

stakeholders
New technologies are always complicated to use when it is newly implemented in the workplace. It
depends on the technology because not all the technologies are user friendly. It is recommended to
organise proper training sessions for the employees. Providing appropriate training sessions are key
to the successful implementation of digital technology.
Always keep in mind the various aspects of the effective training session:
• Each individual has different learning needs and learning styles. You are required to tailor
your training sessions for all types of learners by providing different options and materials.
• You will need to give training in person
• Seek feedback from the users in each stage of digital technology implementation.

Employees can grasp the newly introduced procedures and operations associated with the
technology with the help of an implementation training programme that includes a mentoring
system. Consider providing extensive training to a select group of leaders and managers so that they

RTO Code: 45680 | CRICOS Code: 03907K Learner’s Guide | Page 39 of 42

V 5: Jan 2024, Approved: Academic Manager, Next Review: Jan 2025
 BSBTEC404 - Use digital technologies to collaborate in a work environment

can pass on their knowledge to their colleagues. Once the designated mentors have completed
comprehensive training with the new technology or software, they will have a genuine, first-hand
grasp of properly communicating that information to other employees.
For creating an effective and efficient training process, new training implementation technology is
ideal. Instead of using boring lectures or paper manuals to train employees, utilise a programme or
software to keep them involved and focused. Choose engaging training packages that encourage
employees.
Software training programmes are ideal for giving real-time solutions and assistance to employees at
all stages of development. While learning the characteristics of new technology, employees may
have queries or run into difficulties. Employees can be guided through the training process using
programmes like communication journeys, which train them on strategic initiatives through
personalised communication campaigns.es to participate in their sessions.
Software training programmes are ideal for giving real-time solutions and assistance to employees at
all stages of development. While learning the characteristics of new technology, employees may
have queries or run into difficulties. Employees can be guided through the training process using
programmes like communication journeys, which train them on strategic initiatives through
personalised communication campaigns.
The amount of training required will be proportional to the degree of change. If the same software is
to be used, training will focus on the new data access processes and procedures. If new apps are to
be used, the training procedure will inevitably become considerably more involved. On-the-job or
off-the-job training is possible; it can be formal or informal. On-the-job coaching and mentoring are
informal activities provided one-on-one or in small groups. Coaching and mentoring are both
effective ways to share information and develop abilities.

RTO Code: 45680 | CRICOS Code: 03907K Learner’s Guide | Page 40 of 42

V 5: Jan 2024, Approved: Academic Manager, Next Review: Jan 2025
 BSBTEC404 - Use digital technologies to collaborate in a work environment

Self – Assessment
Question 1: What is a communication plan?
Answer:
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
Question 2: List the key steps in implementing the new digital technology.
Answer:
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
Question 3: Explain the importance of training after the implementation of new digital
technology in the workplace.
Answer:
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________

RTO Code: 45680 | CRICOS Code: 03907K Learner’s Guide | Page 41 of 42

V 5: Jan 2024, Approved: Academic Manager, Next Review: Jan 2025
 BSBTEC404 - Use digital technologies to collaborate in a work environment

Bibliography
• https://www.guidespark.com/blog/step-by-step-technology-implementation-guide-for-
your-business/
• https://eclkc.ohs.acf.hhs.gov/organizational-leadership/article/whats-involved-technology-
planning
• https://karbonhq.com/resources/7-steps-for-planning-and-executing-a-digital-
transformation/
• https://www.checkster.com/blog/employee-assessments-to-measure-teamwork-and-
collaboration
• https://broadleafconsulting.ca/uploads/3/5/3/5/35353475/tools_for_measuring_collaborati
on.pdf
• https://www.elcom.com.au/resources/blog/digital-workplace-framework

RTO Code: 45680 | CRICOS Code: 03907K Learner’s Guide | Page 42 of 42

V 5: Jan 2024, Approved: Academic Manager, Next Review: Jan 2025