Which methods of electronic communication does an organisation use, and how does an administrator choose the most suitable one?
The main methods of electronic communication used in administration (email, intranet, internet, video conferencing, instant messaging and shared documents), their advantages and disadvantages, and how to choose the most suitable method for a given purpose and audience.
A focused answer to the SQA National 5 Administration and IT content on methods of electronic communication, covering email, intranet, internet, video conferencing and shared documents, their advantages and disadvantages, and how to choose the most suitable method for a purpose and audience.
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What this dot point is asking
The SQA wants you to name and describe the main methods of electronic communication an organisation uses, to weigh their advantages and disadvantages, and to choose the most suitable method for a given purpose and audience. Questions often give a scenario (telling all staff about a policy, holding a meeting across sites) and ask which method fits best.
The main methods
You should be able to describe each method and what it is best used for. Notice that some methods are one-way (a notice posted on the intranet is read by many but does not invite a reply), while others are two-way (an instant-message chat or a video call lets people respond at once). Thinking about whether a message needs a reply, and how quickly, helps you pick the right tool.
Advantages and disadvantages
Each method has trade-offs, and the exam often asks for both sides.
Choosing the most suitable method
The exam rewards matching the method to the purpose and audience in the scenario.
Try this
Q1. State what an intranet is used for. [1 mark]
- Cue. A private internal website for staff to read notices, policies, forms and shared information.
Q2. Describe one advantage and one disadvantage of email. [2 marks]
- Cue. Advantage: fast and keeps a written record; disadvantage: messages can be missed in a busy inbox or depend on the system working.
Q3. Explain why video conferencing might be chosen for a meeting across different offices. [2 marks]
- Cue. Staff can meet face to face online without the time and cost of travelling, so meetings are quicker to arrange.
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-style Describe4 marksDescribe methods of electronic communication an organisation could use to share information with staff.Show worked answer →
Award 1 mark for each method described, up to 4. Email to send written messages and attachments to individuals or groups quickly (1). An intranet, a private internal website, to post notices, policies and forms that all staff can read (1). Video conferencing for online meetings with staff in different locations (1). Instant messaging for quick, informal questions and answers during the working day (1). Shared documents or a shared drive so several staff can view or edit the same file (1). Markers reward a described method, not a one-word list.
SQA-style Explain4 marksExplain the advantages and disadvantages of using video conferencing for a meeting.Show worked answer →
Award marks for explained advantages and disadvantages, up to 4. Advantage: staff in different locations can meet without the time and cost of travel (1), so meetings can be arranged at short notice (1). Disadvantage: it depends on a reliable internet connection, and a poor connection can interrupt the meeting (1), and it is harder to read body language or hold informal conversations than in person (1). Markers reward an advantage or disadvantage with its reason, and credit both sides.
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Sources & how we know this
- National 5 Administration and IT Course Specification — SQA (2024)
- National 5 Administration and IT - Course overview — SQA (2024)