Distribution and Dissemination Flashcards
● What are the communication methods, formats and techniques used in your organisation?
● How have you applied these with a range of different roles, both internal and external?
Describes communication methods, formats and techniques commonly used and how these have been applied in a range of roles including customer, manager, client, peer, technical and nontechnical.
Teams: For instant messaging and quick updates.
Email: For formal communication and detailed information.
Video Chat: For face-to-face meetings, especially with remote teams.
In-Person Meetings: For discussions that require detailed collaboration.
I needed to communicate project updates to different stakeholders, including senior leaders and team members. My job was to ensure that each group received the information in a way suited tom their needs and preferences.
Senior Leaders: I sent detailed updates via email because they are often too busy for video calls.
Team Members: I used Teams for instant messaging to provide quick updates and coordinate tasks.
● Give an example of a time you communicated the results of your data analysis to different audiences.
● How did you ensure your communication was clear, appropriate and relevant for the recipient(s)?
Describes how they have communicated the results of data analysis to different audiences that assists understanding.
I was tasked with analysing sales data to identify trends and provide insights for our marketing strategy. I needed to communicate my findings to different audiences, including senior leaders, project colleagues, and external clients.
Senior Leaders: I sent a concise email summarizing the key trends and insights. I included a few charts to highlight the most important points, as they are often too busy for detailed reports.
Project Colleagues: I used Teams to share updates and discuss the findings in real-time. This allowed for quick feedback and collaboration.
By tailoring my communication methods to each audience, I ensured that everyone understood the analysis and its implications.
Clarity: I made sure to use simple language and clear visuals to explain the data. I avoided jargon and focused on the key points.
Appropriateness: I chose the right communication method for each audience. For example, emails for senior leaders, instant messaging for colleagues, and video chats for clients.
Relevance: I customized my slides and reports to highlight the information most relevant to each audience. I also checked if there were any additional needs, such as accessibility requirements, to ensure everyone could understand the information.
● Give an example of technical documentation you created for someone who might need to replicate your data process step by step.
● Why did you choose to document it in that way?
Explains how they have produced clear and consistent technical documentation.
I created a step-by-step guide in a Word document for generating a call data report for the sales team. This document included detailed instructions on how to run the workflow I created and extract the call data.
I chose to use a Word document because:
Standard Practice: It’s the standard format our organization uses for technical documentation.
Accessibility: Word documents are easy to share and access by all team members, regardless of their technical skills.
Clarity: The format allowed me to include screenshots and detailed explanations, making it easier for colleagues to follow the steps accurately.
● How do you make sure you are compliant with data security standards and legislation when storing, managing and distributing data? Give examples.
Explains how they have stored, managed and distributed data in line with data security standards and legislation.
I handle sensitive customer data as part of my role, and it’s crucial to comply with data security standards and legislation, especially GDPR.
Ensure that all data is stored, managed, and distributed in line with GDPR guidelines.
Storing Data: I store data in approved, secure locations such as encrypted databases. This ensures that only authorized personnel can access the data.
Distributing Data: When sending data, I use approved channels like secure email services. I make sure to send data only to authorized recipients.
Lawfulness, Fairness, and Transparency: We collect and use data in a lawful and transparent manner.
Purpose Limitation: We only use data for the specific purposes it was collected for.
Data Minimisation: We collect only the data that is necessary for our tasks.
Accuracy: We keep data accurate and up to date.
Storage Limitation: We do not keep data longer than necessary.
Integrity and Confidentiality (Security): We protect data against unauthorized access and breaches.
Accountability: We document our processes and ensure compliance with GDPR.
By adhering to these principles, we maintain high standards of data security and build trust with our customers and stakeholders.
● What are the main laws and requirements that relate to your role?
● How have you enacted these in your role?
Explains the legal requirements of using data and the importance of using data ethically.
The main laws and requirements that relate to my role are primarily based on the General Data Protection Regulation (GDPR). GDPR sets out principles for processing personal data to ensure it is handled ethically and legally.
Lawfulness, Fairness, and Transparency: I ensure that all data processing activities are lawful, fair, and transparent. For example, I always inform individuals about how their data will be used.
Purpose Limitation: I only process personal data for specific, legitimate purposes. For instance, I use customer data solely for improving our services.
Data Minimisation: I collect only the data that is necessary for our tasks. This means I avoid gathering excessive information.
Accuracy: I regularly update and correct data to maintain its accuracy.
Storage Limitation: I archive and delete data as appropriate, ensuring we do not keep data longer than necessary.
Integrity and Confidentiality (Security): I protect data by using secure storage solutions and access controls.
Accountability: I document all data processing activities and ensure compliance with GDPR.
Processing Personal Data: I handle personal data with care, ensuring I have a valid reason for processing it. For example, I process customer feedback to improve our products.
Distributing Data: I only distribute data through approved channels, ensuring it is shared securely and only with authorized personnel.
