How do emerging technologies change the way organisations communicate and collaborate?
Using emerging technologies for communication and collaboration (video conferencing, cloud and online collaboration tools, instant messaging, intranets and the internet, social media), with their benefits, drawbacks and security implications for the organisation.
An SQA Higher Administration and IT answer on using emerging technologies for communication and collaboration, covering video conferencing, cloud and online collaboration tools, instant messaging, intranets, the internet and social media, with their benefits, drawbacks and security implications.
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What this key area is asking
Communication technology keeps changing, and the SQA expects you to understand emerging technologies for communication and collaboration: video conferencing, cloud and online collaboration tools, instant messaging, intranets and the internet, and social media, with their benefits, drawbacks and security implications. Because this is often a "discuss" topic, strong answers give a balanced view and always mention security, which links to the workplace-legislation topic.
Emerging technologies for communication and collaboration
- Video conferencing: meetings across sites without travel; supports remote teams.
- Cloud / online collaboration: real-time co-editing, one version, automatic backup, easy sharing.
- Instant messaging: fast, informal team communication.
- Intranet and internet: share internal information; access external information and services.
- Social media: promote the organisation and engage customers.
Benefits and drawbacks
For example, video conferencing saves travel but fails without a good connection; cloud collaboration keeps one shared version but depends on internet access and raises security questions; social media reaches customers but can damage reputation if managed poorly.
Security implications
Because so much communication and data now passes online, security is central:
- Unauthorised access: cloud data and online meetings can be hacked or joined by uninvited people if not protected.
- Data protection: personal data held or shared online must be kept secure and used lawfully, meeting data-protection duties.
- Protection measures: strong passwords, encryption, password-protected meetings, access controls, backups, anti-virus/firewalls, and training staff to use the tools safely.
Organisations must weigh the clear benefits of these technologies against the need to protect their data and meet the law.
Examples in context
Example 1. A distributed project team. A team in three offices uses video conferencing for meetings and a cloud document for their plan, co-editing it live with one version and automatic backup. They save travel and stay coordinated, but rely on good internet and secure, password-protected access, illustrating the benefits and security needs.
Example 2. Customer engagement and its risks. An organisation uses social media and its website to reach customers and an intranet to share staff information. This widens reach and speeds internal communication, but the organisation must manage its reputation and protect data, showing both the benefit and the care required.
Try this
Q1. Describe one benefit and one drawback of video conferencing for an organisation. [2 marks]
- Cue. Benefit: people in different locations can meet face to face without travelling, saving time and travel cost and supporting remote working. Drawback: it depends on reliable internet and equipment and fails if these go down, and some matters still suit face-to-face contact.
Q2. Describe two ways an organisation can keep online communication and data secure. [4 marks]
- Cue. Strong passwords; encryption; password-protected (secure) online meetings; access controls; regular backups; anti-virus and firewalls; training staff to use the tools safely (any two, developed).
Exam-style practice questions
Practice questions written in the style of SQA exam questions on this dot point, with worked answer explainers. The year tag is the paper they imitate, not the source.
SQA Higher style6 marksDiscuss the use of video conferencing and cloud collaboration tools in an organisation.Show worked answer →
Worth 6 marks. Give benefits and drawbacks for a balanced "discuss".
Benefits (about 4 marks). Video conferencing lets people in different locations meet face to face without travelling, saving time and travel cost and supporting remote working. Cloud and online collaboration tools let several people work on the same document at once, from anywhere, with one up-to-date version and automatic backup, improving teamwork.
Drawbacks (about 2 marks). Both depend on reliable internet and equipment, and fail if these go down; there are security and data-protection risks in holding data in the cloud and in online meetings; and some tasks still suit face-to-face contact. Costs and training are also needed.
SQA Higher style4 marksDescribe the security implications an organisation must consider when using emerging communication technologies.Show worked answer →
Worth 4 marks. Describe security issues and responses, one mark each.
Risk of unauthorised access (about 1 mark). Cloud data and online meetings can be hacked or joined by unauthorised people if not protected, risking data loss or breaches.
Data protection (about 1 mark). Personal data held or shared online must be kept secure and used lawfully, meeting data-protection duties.
Protection measures (about 2 marks). Strong passwords, encryption, secure (password-protected) meetings, access controls, backups, anti-virus, and training staff to use the tools safely.
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