Impact of Digital Technology Flashcards
1
Q
What is a cellular layout?
A
Individual offices where people work on their own.
2
Q
What is an open-plan layout?
A
Individuals working in a large open space. Partitions and screens can be used to create separate areas within the space.
3
Q
Advantages of cellular layout?
A
- Gives individual privacy.
- No distractions and allow individuals to concentrate on their work.
- Ability to personalise the working space and regulate heating/lighting.
- Status - allows people to feel important.
4
Q
Disadvantages of cellular layout?
A
- Wastes space.
- Difficult to share resources such as printers.
- Employees may feel isolated and does not promote team spirit.
- Difficult to supervise with everyone in individual offices.
5
Q
Advantages of open-plan layout?
A
- Easier to supervise.
- Promotes teamwork and team spirit.
- Resources can be shared, which saves money.
- Less space is wasted.
6
Q
Disadvantages of open-plan layout?
A
- Lack of privacy, so meeting rooms may have to be used.
- Can be noisy and lots of distractions.
- Difficult to suit personal requirements such as lighting/heating.
- Does not give an individual status.
7
Q
What is ergonomics?
A
The study of the working environment and ways to prevent health problems for employees.
8
Q
What are the problems developed with no ergonomics?
A
- eye strain
- headaches
- backache
- RSI
- neck pain
9
Q
How does ergonomics benefit the organisation?
A
increases morale and motivation and has an increase in productivity.
10
Q
Wall colours?
A
Colours should be used which are relaxing and will minimise glare to screens.
11
Q
Lighting?
A
This should be non-glare and desk lamps should be used if appropriate.
12
Q
Noise?
A
Consideration should be given to floor coverings and noisy equipment should be placed in a separate room.
13
Q
Heating?
A
Good circulation should be provided, with opportunities to adjust heating temperature to suit individual needs.
14
Q
Equipment/furniture?
A
Desks and chairs should be provided that adjust to suit individual requirements and are suitable to carry out the work required.
15
Q
Ventilation?
A
Ventilation allows fresh air to enter the rooms to prevent it getting too hot or feel crowded.
16
Q
Spacious work environment?
A
Poorly designed environments can make employees feel demotivated or decrease job satisfaction.
17
Q
What is homeworking?
A
When employees carry out the duties of the job from home.
18
Q
What is teleworking?
A
When employees carry out the duties of the job away from the organisation and use ICT to keep in contact.
19
Q
What is hybrid working?
A
Where employees can work in the office and at home.
20
Q
What are the different terms of contract?
A
Permanent, temporary or fixed-term.
21
Q
What are the different working hours?
A
Full-time, part-time, flexi-time or job-share.
22
Q
What are the different modes of work?
A
office-based, home-based, teleworking, hybrid, hot-desking
23
Q
What is full-time employment?
A
Employees are required to work a set number of hours per day, (commonly 9am-5pm), five days per week.
The average full-time week in the UK is 41 hours.
24
Q
What is part-time employment?
A
Part-time working refers to weekly basic hours that are less than full-time. The number of hours worked will depend on the nature of the job and will be agreed by the employer and employee.
Part-time employees are entitled to the same wage rates, working conditions and benefits received by full-time employees. However, part-time employees receive these benefits on a pro-rate basis, in relation to the number of hours worked.
25
What is flexi-time employment?
Employees may vary their starting and finishing times so long as they complete a minimum amount of hours per month. The only restriction is that employees must be present at busy or important times of the day, known as core times. Core times vary from organisation to organisation but are likely to be 10am-12pm and 2pm-4pm.
Flexi-time allows increased personal freedom for employees and improves personal and domestic arrangements, as well as helping to avoid travelling in peak periods.
26
What is job-share employment?
Job-sharing is a voluntary arrangement in which one full-time job is shared between two or more employees, each working on a part-time basis. The pay and benefits will be shared between each employee in proportion to the hours each works.
27
What is hot-desking?
This is a bookable desk for those who don't always work in the office.
When employees are working in the office, they set up at any available desk. When they have finished working they have to clear away files and leave the area free for whoever uses the workstation next.
Employees dislike the fact they cannot have their own defined space, and cannot have personal touches on the desks. However, employers feel that hot-desking not only saves space and money, but it encourages employees to be organised and tidy.
28
What are the advantages of homeworking and teleworking?
- Allows a better work-life balance for employees, which can increase morale and motivation, and thus increase productivity.
- Reduction in travel, which reduces stress among staff.
- Organisations can save money on smaller premises as they wont need to accommodate everyone in the office.
- Allow for the organisation to retain employees whose personal circumstances have changed.
29
What are the disadvantages of homeworking and teleworking?
- Staff may feel isolated and it is difficult to promote team spirit.
- Staff may find it difficult to discipline themselves to get the work done as there may be more distractions at home.
- It is difficult to ensure that staff are complying with health and safety requirements when they are working at home.
- It is difficult to supervise staff who are working from home.
30
What are the advantages of technology advances?
- Meetings can take place around the world without people having to travel, which saves time and money.
- Using skype or facetime is more personal then telephone calls and allows people to see each other, see peoples body language and therefore help clarify points.
- Allow for demonstrations to be given and files to be exchanged.
31
What are the disadvantages of technology advances?
- Some people may feel awkward in front of the camera and still prefer a face-to-face meeting.
- If there is a network fault or the system crashes then the meeting will have to be postponed.
32
What is 'mobile phones' as methods of communication?
As well as allowing verbal communication, mobile phones allow administrators to use the latest computing technology while on the move. The latest generation of phones offer face-to-face communication, web browsing and download, media capture and use, access to internal and external networks, email capability, document creating and editing, and access to social media. Texting can allow multiple messages to be sent to group users.
33
What is 'email' as methods of communication?
Email is an extremely quick way to communicate and most email accounts can also be used through mobile phones. The benefits of using email are that the same message can be sent to a number of people by setting up a group, files can be sent as attachments and it can be used anywhere in the world.
34
What is 'instant messaging' as methods of communication?
This allows you to have a private chat or discussion with another user. You can exchange messages in real time, which is just like a telephone conversation but using text.
35
What is 'wikis' as methods of communication?
This is a collection of articles on the internet that users can add to and edit freely.
36
What is 'blogs' as methods of communication?
This is an online diary where thoughts and opinions can be displayed.
37
What is 'video conferencing' as methods of communication?
This refers to hardware and software which allows for meetings to take place with participants across various locations. Video-conferencing equipment is common to most organisations these days and can range from static equipment used for large-scale meetings to mobile, desktop equipment for smaller meetings. Using a video conferencing system eliminates the need for people to actually be in a specific location whist still allowing full participation, as users can see each other and simultaneously work on the same document. This is now widely used in organisations, although the slight time lapse and the effect of bad weather on video links have some impact on the quality of this system and many people still prefer to be physically present at meetings if possible.
38
What is 'web conferencing' as methods of communication?
This works in a similar way to video conferencing, and has the same benefits. However, web conferencing does not require expensive equipment to be bought and can be facilitated through the use of built in cameras and microphones on laptops. Many organisations would use software such as skype to facilitate web conferencing.
39
What is 'audio conferencing' as methods of communication?
This is carried out using telephones on a loud speaker, where a group of people gather around a telephone, communicating with other people in another location. It can be difficult to control a meeting through this method as it is not possible to see who is talking or their facial expressions.
40
What is 'intranet' as methods of communication?
This is where computers are linked together - usually within a small geographical area. Computers share a single processer or server. The server stores applications and data which can be shared by multiple users.
41
What is 'cloud based software' as methods of communication?
Cloud based software and storage means that individual users can access essential software applications and their documents from any computer that is linked to the internet. All software and documents produced using the software is stored by the cloud computing service provider on remote servers which are accessed via the internet. This saves organisations time and effort downloading, installing and keeping software up-to-date. It also increases convenience with users being able to access cloud resources from any device that can be connected to the internet.
42
What is 'online chat facility' as methods of communication?
These allow two-way communication. An operative can hold multiple conversations. Typed records can be permanently stores and customers can get a transcript. Can stay open for longer hours. Can reduce waiting times for customers.
43
What is 'ediary' as methods of communication?
This is an electronic diary which allows regular appointments to be scheduled automatically.
44
Data Handling - Word processing
This is used to create various business documents such as letters, reports, minutes etc. The main functions are creating tables, formatting text, creating electronic forms and mail merging. The advantages of word-processing systems are improved accuracy and quality of documents, easy to make changes to documents, integration with other software applications possible.
45
Data Handling - Spreadsheets
These are used to perform calculations and analyse numeric data. The main functions are calculations carried out using formulae, formatting of cells and producing charts. The advantages of spreadsheets are that calculations are more accurate, date is updated if inputs are changed, data can be analysed using IF and SUMIF etc., and charts can be used to help understand data.
46
Data Handling - Databases
These are used to store vast amounts of information (like an electronic filing system) about customers, suppliers, employees etc. The main functions are sorting data, performing queries and displaying data in reports. The advantages of databases are that information can be kept secure using access rights, information can be kept secure using access rights, information can be found quickly using criteria in queries, mail merge can be used to link information to other documents and data can be formatted and updated as appropriate.
47
Data Handling - Presentation software
This is used to present information using slides and hand-outs. The main functions are to add animation effects and use sound and graphics to present information in a more interesting way. The advantages of presentation software are that it can be used to gain the audience's attention, information can be integrated from other applications to support the presentation and presentations can be given a more professional look.
48
What are LAN?
Local area networks use servers to cnnect cmputers and peripherals within small geographical areas, eg within a building.
49
What are the advantages of LAN (Local Area Networks)?
- Easy to share peripherals such as printers and photocopiers, which can reduce costs.
- Make it easier to share files and information with employees. Networked software such as databases and electronic diaries allow users to access centrally stored information at their desks.
- Back-ups can be taken on a regular basis, which reduces the chance of losing files.
- Security can be set to restrict access to certain areas of the network (access rights).
- E-mail has allowed fast communication without staff leaving their desks - documents can be sent between departments and meetings can be arranged and even held online.
50
What are the disadvantages of LAN (Local Area Networks)?
- If the network goes down, then no-one can access files, which will slow down productivity.
- If the file server is damaged or stolen, then all files could be lost.
- A virus can spread very quickly over a lan.
51
What is WAN?
A wide area network is a network that connects computers on a world-wide scale. The best example of this is the internet, but a WAN can also be be used to connect different brances of an organisation anywhere in the world.
52
What are the advantages of WAN (Wide Area Network)?
- Data can be transmitted between branches very quickly.
- Gives easy access to the internet.
53
What are the disadvantages of WAN (Wide Area Network)?
- People outside the organisation could have access to your data so there needs to be tight security measures in place.
- There is no control over external websites - they can be removes or changed by the owner so some pages could become unavailable.
54
How can electronic information be protected by an organisation?
- Install anti-virus software.
- Password protect important information.
- Use read-only files where appropriate.
- Restrict access to certain areas of the network where confidential information is held.
55
File Management - File locations
Information should be given on where files should be stored, e.g. on the server, in which location and whether an external storage device is required.
56
File Management - File names/naming conventions
Files should be stored in named folders with appropriate file names that will make it easy to find files.
57
File Management - Routine maintenance/housekeeping
Information should be provided to staff about deleting unnecessary files as storage may need to be freed up on the server.
58
File Management - Back-up procedures
Back-up copies should be made on a regular basis and staff should know the procedure for this. Some servers may automatically backup data on a regular basis.
59
File Management - Version control
Organisations should have a policy on how to name new versions of an original document eg V1, V2 to ensure employees are working on the correct version. Policy should also cover whether the original document is deleted or not.
60
File Management - Restricted access
Procedures should be in place to ensure only those who are entitled to can access particular documents. This can include passwords, access levels, encryption, firewalls and company policies.
61
What are the benefits of good file management?
- Allows data to be shared by the various users within an organisation.
- Allows data to be retrieved easily and used by a variety of users.
- Protects data to ensure accuracy and reliability.
62
What are the consequences of poor file management?
- Time will be wasted looking for files, which can lead to stress for staff.
- Relationships with customers could deteriorate as they may complain if information cannot be found.
- Computer systems could slow down as the server is holding too many files.
- Wrong management decisions could be made if out-of-date information is used.
- There could be legal implications regarding data handling.
