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Anthony’s College
San Jose, Antique
BUSINESS EDUCATION DEPARTMENT

AEC 214 – IT Application Tools in Business

WEEK 7-8
Collaboration and Communication Tools

Email Systems and Etiquette

Understanding Email Systems:
 Servers: Email servers are responsible for sending, receiving, and storing emails. Examples include Gmail, Outlook,
Yahoo Mail, etc.
 Clients: Email clients are applications used to access email. Examples include Outlook, Thunderbird, Apple Mail,
etc.
 Protocols: SMTP (Simple Mail Transfer Protocol) is used for sending emails, while IMAP (Internet Message Access
Protocol) and POP3 (Post Office Protocol version 3) are used for receiving emails.

Email Etiquette:
 Professional Tone: Maintain a professional tone in all emails, regardless of recipient or context.
 Subject Line: Use clear and concise subject lines that summarize the email's content.
 Salutation and Closing: Begin emails with a proper salutation (e.g., "Dear [Recipient's Name]") and end with an
appropriate closing (e.g., "Best regards," "Sincerely,").
 Grammar and Spelling: Double-check emails for grammar and spelling errors before sending.
 Be Concise: Keep emails brief and to the point, avoiding unnecessary details.
 Attachments: Clearly indicate if there are attachments and ensure they are relevant to the email's content.
 Response Time: Respond to emails promptly, ideally within 24 hours, unless circumstances prevent it.
 Use of CC and BCC: Only CC (carbon copy) or BCC (blind carbon copy) individuals who truly need to be included in
the conversation.
 Avoid All Caps: Using all caps can be interpreted as shouting and should be avoided.
 Reply vs. Reply All: Use "Reply All" sparingly to avoid spamming unnecessary recipients.
 Consider Privacy: Be cautious with sensitive information and avoid sharing it via email unless absolutely necessary.
 Avoid Chain Emails: Refrain from forwarding chain emails, as they are often considered unprofessional and can
clutter inboxes.

Netiquette (Online Communication Etiquette):

 Be Respectful: Treat others with respect and courtesy in all online interactions.
 Think Before Sending: Pause and consider the tone and content of your message before hitting send.
 Avoid Flaming: Refrain from engaging in heated arguments or personal attacks online.
 Use Emojis Wisely: Emojis can help convey tone but should be used sparingly and in appropriate contexts.
 Be Mindful of Tone: Without facial expressions and vocal inflections, messages can be easily misinterpreted. Use
clear language to convey your meaning.
 Keep it Professional: Maintain professionalism in all online interactions, whether personal or professional.
 Respect Privacy: Avoid sharing personal information or private conversations without consent.
 Acknowledge Responses: Acknowledge and respond to messages promptly, even if it's just to confirm receipt.

Security Measures:
 Beware of Phishing: Be cautious of suspicious emails requesting personal information or containing unfamiliar
links.
 Use Strong Passwords: Ensure passwords are unique and complex to prevent unauthorized access.
 Enable Two-Factor Authentication: Add an extra layer of security to your email accounts.
 Regularly Update Software: Keep email clients and security software up to date to protect against vulnerabilities.
 Encrypt Sensitive Information: Use encryption when sending sensitive data via email to prevent unauthorized
access.

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Legal Considerations:
 Compliance: Ensure emails comply with relevant laws and regulations, such as GDPR (General Data Protection
Regulation) or HIPAA (Health Insurance Portability and Accountability Act), depending on the industry and
jurisdiction.
 Retention Policies: Understand and adhere to company policies regarding the retention and deletion of emails.
 Confidentiality: Respect confidentiality agreements and avoid disclosing sensitive information without proper
authorization.

Cultural Sensitivity:
 Be Aware of Cultural Differences: Understand that email etiquette may vary across cultures. Research cultural
norms if communicating with individuals from different backgrounds.
 Adapt Communication Style: Adapt your communication style to be respectful and considerate of cultural
differences.

Online Collaboration Platforms

Microsoft Teams:
 Features:
 Integration with Microsoft Office suite for seamless document sharing and editing.
 Chat functionality for instant messaging and group discussions.
 Video conferencing capabilities for virtual meetings and collaboration.
 Channels for organizing discussions and files by topic or project.
 Integration with third-party apps and services for enhanced productivity.
 Benefits:
 Centralized platform for communication, collaboration, and project management.
 Streamlined collaboration on documents in real-time.
 Efficient scheduling and conducting of virtual meetings.
 Integration with other Microsoft services for a seamless workflow.
 Best Practices:
 Organize teams and channels logically to streamline communication.
 Utilize video conferencing for face-to-face interactions, even in remote settings.
 Leverage integrations with other tools to enhance productivity.
 Encourage team members to utilize features like file sharing and co-authoring for efficient collaboration.

Slack:
 Features:
 Channels for organizing conversations and files based on topics, projects, or teams.
 Direct messaging for one-on-one communication between team members.
 Integration with a wide range of third-party apps and services.
 File sharing and collaboration features for sharing documents and files.
 Customizable notifications and alerts to stay updated on relevant conversations.
 Benefits:
 Flexible and customizable platform adaptable to various team structures and workflows.
 Enhanced communication through channels, direct messaging, and notifications.
 Seamless integration with numerous tools and services, reducing the need to switch between
applications.
 Extensive search functionality for quickly finding past conversations and files.
 Best Practices:
 Establish clear channel naming conventions to keep discussions organized.
 Encourage the use of threads within channels to keep conversations focused.
 Utilize integrations with other tools to automate tasks and streamline workflows.
 Regularly review and archive old channels to maintain clarity and organization.

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Zoom:
 Features:
 Video conferencing for virtual meetings, webinars, and online collaboration.
 Screen sharing and annotation capabilities for interactive presentations and discussions.
 Recording functionality to capture meetings for future reference or sharing.
 Breakout rooms for smaller group discussions within larger meetings.
 Integration with calendars and scheduling tools for easy meeting planning.
 Benefits:
 High-quality video and audio for clear communication during virtual meetings.
 Versatile platform suitable for various types of online collaboration, from small team meetings to large
webinars.
 User-friendly interface with intuitive controls for hosting and participating in meetings.
 Recording feature allows participants to revisit meetings or catch up on missed sessions.
 Best Practices:
 Test audio and video settings before meetings to ensure a smooth experience.
 Establish meeting agendas and objectives to keep discussions focused and productive.
 Utilize breakout rooms for group activities or discussions requiring smaller groups.
 Encourage active participation and engagement from all meeting participants.

Google Workspace (formerly G Suite):

 Features:
 Gmail for email communication with customizable email addresses and filters.
 Google Drive for cloud storage and collaboration on documents, spreadsheets, and presentations.
 Google Meet for video conferencing and virtual meetings.
 Google Calendar for scheduling and organizing meetings and events.
 Collaboration features like real-time editing and commenting on documents.
 Benefits:
 Seamless integration between email, calendar, and productivity tools for efficient workflow management.
 Real-time collaboration on documents, spreadsheets, and presentations.
 High-quality video conferencing with Google Meet.
 Accessible from any device with an internet connection, promoting remote collaboration.
 Best Practices:
 Utilize shared folders and permissions settings in Google Drive to manage access to files.
 Schedule meetings directly from Google Calendar and include relevant documents or agenda items.
 Leverage real-time collaboration features in Google Docs, Sheets, and Slides for simultaneous editing and
feedback.
 Encourage the use of Google Meet for virtual meetings and screen sharing.

Video Conferencing Tools and Virtual Meetings

Zoom:
 Features:
 High-quality video and audio conferencing.
 Screen sharing and annotation for interactive presentations.
 Breakout rooms for smaller group discussions.
 Recording functionality to capture meetings for future reference.
 Integration with calendars for easy scheduling.
 Benefits:
 User-friendly interface suitable for various types of meetings.
 Versatile platform accommodating small team meetings to large webinars.
 Reliable performance with stable connections and minimal latency.
 Cross-platform compatibility, accessible from desktop and mobile devices.
 Best Practices:
 Test audio and video settings beforehand to ensure a smooth meeting experience.
 Establish meeting agendas and objectives to keep discussions focused.
 Utilize breakout rooms for group activities or discussions requiring smaller groups.
 Encourage active participation and engagement from all participants.

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Microsoft Teams:
 Features:
 Video conferencing with screen sharing and real-time collaboration.
 Integration with Microsoft Office suite for document sharing and editing.
 Chat functionality for instant messaging and group discussions.
 Channels for organizing discussions and files by topic or project.
 Integration with third-party apps for enhanced productivity.
 Benefits:
 Centralized platform for communication, collaboration, and project management.
 Seamless integration with other Microsoft services for a unified workflow.
 Efficient scheduling and conducting of virtual meetings.
 Secure environment with compliance and privacy features.
 Best Practices:
 Organize teams and channels logically to streamline communication.
 Utilize video conferencing for face-to-face interactions, even in remote settings.
 Leverage integrations with other tools to enhance productivity.
 Encourage active participation and utilize features like screen sharing and co-authoring for efficient
collaboration.

Google Meet:
 Features:
 Video conferencing for virtual meetings and collaboration.
 Integration with Google Calendar for scheduling and organizing meetings.
 Screen sharing for presentations and document collaboration.
 Real-time captions for improved accessibility.
 Recording functionality for capturing meetings.
 Benefits:
 High-quality video and audio with reliable performance.
 Seamless integration with other Google Workspace apps like Gmail and Drive.
 Accessibility features such as real-time captions for inclusivity.
 Easy scheduling and joining of meetings directly from Google Calendar.
 Best Practices:
 Share meeting agendas and relevant documents in advance.
 Enable real-time captions for better accessibility.
 Utilize screen sharing for presentations or collaborative document editing.
 Encourage participants to mute their microphones when not speaking to minimize background noise.

Cisco Webex:
 Features:
 Video conferencing with HD video and high-quality audio.
 Screen sharing for presentations and document collaboration.
 Virtual backgrounds for privacy or professional appearance.
 Recording and playback for reviewing meetings.
 Interactive features like polling and Q&A.
 Benefits:
 Secure platform with encryption and privacy controls.
 Cross-platform compatibility, accessible from desktop and mobile devices.
 Collaboration tools like whiteboarding and file sharing.
 Integration with calendars for easy scheduling.
 Best Practices:
 Set up virtual backgrounds for privacy or professional appearance.
 Utilize interactive features like polling and Q&A to engage participants.
 Encourage active participation through video, audio, or chat.
 Record meetings for those unable to attend and for future reference.

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Notes on Project Management Tools for Team Coordination
Trello:
 Features:
 Kanban-style boards for organizing tasks into lists.
 Cards representing individual tasks with customizable details, labels, and due dates.
 Drag-and-drop functionality for easy task management.
 Collaboration features like comments, attachments, and mentions.
 Integration with various apps and services for enhanced functionality.
 Benefits:
 Visual representation of tasks and progress for easy tracking.
 Flexible and customizable to accommodate different workflows and project structures.
 Simple and intuitive interface suitable for teams of all sizes.
 Facilitates transparency and communication among team members.
 Best Practices:
 Create boards and lists that reflect the workflow and project milestones.
 Assign tasks to team members and set due dates for accountability.
 Utilize labels and filters to categorize and prioritize tasks.
 Regularly update and review boards to ensure alignment and progress.

Asana:
 Features:
 Task lists and boards for organizing and prioritizing work.
 Assignees, due dates, and dependencies to track task progress.
 Timeline view for visualizing project schedules and deadlines.
 Collaboration features like comments, attachments, and likes.
 Integration with other tools and apps for seamless workflow management.
 Benefits:
 Centralized platform for project planning, execution, and tracking.
 Clear visibility into project timelines, tasks, and responsibilities.
 Streamlined communication and collaboration among team members.
 Automation features to streamline repetitive tasks and workflows.
 Best Practices:
 Break down projects into smaller tasks and assign them to team members.
 Utilize timelines to plan and visualize project schedules and dependencies.
 Encourage regular updates and communication through comments and status updates.
 Leverage automation features to automate task assignments and notifications.

Jira:
 Features:
 Agile project management tools like Scrum and Kanban boards.
 Epics, stories, and tasks for organizing and prioritizing work.
 Customizable workflows to match team processes and requirements.
 Reporting and analytics for tracking progress and performance.
 Integration with development tools and version control systems.
 Benefits:
 Tailored for software development projects and agile methodologies.
 Granular control over project workflows, tasks, and user permissions.
 Comprehensive reporting and analytics for data-driven decision-making.
 Seamless integration with development tools for end-to-end workflow management.
 Best Practices:
 Set up boards and workflows that align with agile methodologies like Scrum or Kanban.
 Break down work into manageable tasks, stories, and epics.
 Regularly review and update boards to reflect progress and priorities.
 Utilize reporting and analytics to identify bottlenecks and optimize processes.

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Monday.com:
 Features:
 Customizable boards and views for different project management styles.
 Drag-and-drop interface for easy task and project management.
 Collaboration features like comments, mentions, and file sharing.
 Automation and integration with various tools and services.
 Time tracking and reporting for monitoring project progress and performance.
 Benefits:
 Versatile platform adaptable to various project management needs and workflows.
 User-friendly interface suitable for teams of all sizes and industries.
 Enhanced communication and collaboration through real-time updates and notifications.
 Integration with other tools and services for a seamless workflow.
 Best Practices:
 Customize boards and views to match the team's preferred project management style.
 Utilize automation features to streamline repetitive tasks and workflows.
 Encourage collaboration and communication through comments and mentions.
 Monitor project progress and performance through time tracking and reporting features.

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