Lesson video

Hello, my name's Mrs. Jones, and I'm really pleased you decided to join this lesson today.

In this lesson, we're going to look at collaboration using cloud-based tools.

A lot of people today use cloud-based tools to allow them to work together when they're not in the same room.

It helps different teams collaborate across different locations.

And there are benefits and challenges to using collaboration across cloud-based tools.

And in this lesson, you're gonna explore both.

So let's get started.

Welcome to today's lesson.

Today's lesson is called: Collaboration using cloud-based tools from the Unit: Digital guidebook.

And by the end of this lesson, you'll be able to describe the benefits and challenges of online collaboration.

There are three keywords to today's lesson: Collaboration: Collaboration is working together on a task or project.

Cloud-based tool: A cloud-based tool is an application or a service accessed over the internet, rather than installed locally.

Real-time editing: Real-time editing is when multiple people can simultaneously work on and edit the same digital file with all changes appearing almost instantly.

There are two sections to today's lesson.

The first is describe the benefits of online collaboration.

And the second is describe the challenges of online collaboration.

So let's start with describe the benefits of online collaboration.

Collaboration is when a group of people work together on a task or project.

Online collaboration is the process of working with others digitally across the internet.

You will have worked with other people within your classroom or with friends or family on a task or a project.

But have you worked across the internet with somebody?

Cloud-based tools are applications or services that are accessed over the internet rather than installed locally on a device, and that means when you've downloaded onto the computer.

These tools allow for online collaboration.

Tools such as shared workspaces, cloud storage, and online communication platforms allow people to work together even if they are miles apart.

Online collaboration tools perform different tasks.

So we have document and content sharing for storing and sharing files.

We have online software tools such as word processing, spreadsheet, and presentation software.

We have communication tools for instant messaging and email.

And we have video conferencing tools for face-to-face communication online.

Some common online collaboration tools include: Google Workspace, Zoom, Miro, Roblox, Microsoft 365, Teams, Scratch, GitHub.

There might be lots more that you can think of.

There might be some there that you know, and some that you've not heard of as well.

There are lots of online collaboration tools available.

Let's have a quick check.

What are online collaboration tools?

Is it A, programs that are stored locally and so work without an internet connection?

B, devices only used for communication?

C, tools that allow people to work together online by sharing files, messages, or tasks?

Or D, video conferencing tools?

Pause the video to consider your answer.

Which one is the answer, A, B, C, or D, to what are online collaboration tools?

And then we'll go through the answer.

Let's check your answer.

The answer was C.

Tools that allow people to work together online by sharing files, messages, or tasks.

Well done if you got that correct.

There are lots of benefits of online collaboration, and these include cloud-based tools, which allow multiple people to work on the same document at the same time.

And this means you do not need multiple copies or versions of the same document.

Changes in a shared document can be seen instantly by others using the document, and this is called real-time editing.

However, there's a caution here.

Changes made in a shared document may overwrite or change the work of others.

So you still have to have that communication level of what's happening, but it's a lot easier when you're all working on the same document at the same time.

Comments and suggestions can be used in shared documents to communicate ideas and feedback.

And again, there's a caution here.

Online communication can be easily misunderstood, so make sure your comments are clear, easy to understand, and helpful.

People can easily share documents online.

For example, students can easily share work with their teachers.

Documents can also be shared more widely with an audience through access controls and permissions.

Cloud-based tools allow individuals and teams to work together across multiple locations.

And lots of companies are doing this now so that you don't have to be in the same office to work with lots of different people because you could be working with lots of people across the world.

Cloud-based tools can improve communication.

For example, video conferencing allows people to meet and discuss work online.

Let's have a quick check.

Which of these is an example of an online collaboration tool?

Is it A, a document stored on the hard drive of a laptop?

B, a digital camera.

Or C, a shared online document.

Pause the video to consider your answer, and then we'll go through it.

Let's check your answer.

The answer was C, a shared online document.

Well done if you got that correct.

Let's do the activity.

Jun is working on a project with Izzy and Laura to promote positive mental health at school.

They plan to use online collaboration tools to work together on the project.

Explain the benefits of using online collaboration tools for the project.

Pause the video, and have a go at explaining the benefits of using online collaboration tools for this project.

And then we'll go through an answer.

Let's check your answer.

Using online collaboration tools will help Jun, Izzy, and Laura, because they can all work on the project at the same time, even if they are not in the same place.

Real-time editing means they can share their ideas in a shared document and see each other's work straight away.

It also makes it easier to talk to each other and give helpful comments so the project can be improved.

If one person is busy, they can still add their work later.

This helps everyone take part and feel valued in the team.

Once their work is completed, they can also share it with teachers and the rest of the school easily.

Well done if you got that correct.

Let's do the other half of this activity.

Try this.

If you have access to an online collaboration tool, take a screenshot of the tool and add notes to the screenshot to explain some of the features and the benefits of the tool.

Go back through the slides and look at that list of possible collaboration tools, or have a think of ones that you've used.

Do a screenshot and then add notes to it to describe the benefits of those features.

And then we'll go through a possible example answer.

Let's have a look at an answer.

So here we've got the online collaboration tool that was selected with Google Docs.

So we have the screenshot there, and you can see I can store this document in the cloud, so I can access it from my device that is connected to the internet.

So we can see that arrow pointed up to the cloud, little tick up in the top.

We've also got the Comments icon highlighted.

I can add comments to give feedback to my group.

I've also got the Share button icon at the top right, highlighted.

I can share this document with my group, and we can all work on the document at the same time.

Well done if you completed that activity.

Let's move on to the second part of today's lesson.

Describe the challenges of online collaboration.

Jun says, "There are lots of advantages of online collaboration, but are there any disadvantages I should know about?

" It's a really good question.

So let's have a look.

Not everyone has access to the internet or the tools needed for online collaboration.

Access to technology is an important issue when using online collaboration tools.

Even if someone has access to technology, it may not guarantee access.

Technical problems such as slow or intermittent internet access, or problems with software can cause frustration.

Cloud-based tools and online storage have security and privacy risks.

If systems are not protected by strong passwords or appropriate access controls, unauthorized access can occur.

Online systems can be attacked by hackers who could access private information or disrupt services.

Communication difficulties can also cause problems when collaborating online.

Messages or comments sent online can easily be misunderstood or misinterpreted, and it's important to ensure online communication is clear and easy to understand, and that comments or suggestions are helpful.

I think you have to think about how they read the message.

Sometimes we read a message and we misunderstand or misinterpret it, and that's where those confusions can happen.

Let's have a quick check, true or false?

Online collaboration tools allow everyone to contribute equally.

Is that true or false?

Pause the video to consider if that is true or false, and then we'll go through an answer.

Let's check your answer.

The answer was false, and that's because not everyone has equal access to technology, so using online collaboration tools can mean not everyone can contribute equally.

Well done if you got that correct.

Online collaboration and communication can happen either synchronously or asynchronously.

In synchronous communication, responses happen in real time.

For example, on an online call, you may ask someone a question and you get an instant reply.

In asynchronous communication, you may have to wait for a response.

For example, sending someone an email and waiting for them to reply.

Delays in communication could slow a project down or lead to frustration if someone wants to complete a task.

Real-time editing means that lots of people can work and see changes to the same document at the same time.

Although this is helpful, it can sometimes cause issues.

For example, someone may overwrite someone else's work by accident or delete a document that was needed.

Let's have a quick check.

What is asynchronous communication?

Is it A, communication where everyone must be online at the same time?

B, communication where messages are sent and replied to at different times?

Or C, communication that only happens in person?

Pause the video to consider which one of those, A, B, or C, describes asynchronous communication.

And then we'll go through the answer.

Let's check your answer.

The answer was B.

Communication where messages are sent and replied to at different times.

Well done if you got that correct.

Let's do the activity.

Jun is working on a project with Izzy and Laura to promote positive mental health at school.

They plan to use online collaboration tools to work together on the project.

Explain the challenges this time of them using online collaboration tools for the project.

And there's a little bit at the bottom there.

If you can, consider some solutions that could help reduce those challenges.

Pause the video, and then we'll go through a possible answer.

Let's have a look at an answer.

Using online collaboration tools could be tricky for Jun, Izzy, and Laura, because sometimes the internet might not work properly, which could prevent them from talking or sharing their work.

They might not all have access to devices or the internet at home.

If messages or comments are sent online, it could also be misunderstood because you can't always tell how someone feels from just words.

It might also be hard if one person replies much later than the others, as this could slow the project down.

Sometimes it is also difficult to make sure everyone is doing the same amount of work when they're not all together in the same room.

Well done if you got that correct.

The second part was looking at, could we reduce those challenges?

So, here we have an example.

To reduce some of these challenges, Jun, Izzy, and Laura could agree to work together in person for some periods of time.

For example, they could arrange to meet in the library at school and work on the project together there.

This would also help if anyone in the team does not have access to a device or the internet at home.

The team could also agree some ground rules for communication on what they should do if they are upset about any communication.

This would hopefully stop messages being misunderstood and mean the team works well together.

Well done if you got that correct.

In summary, cloud-based tools store documents online so they can be accessed from a range of digital devices that are connected to the internet.

Cloud-based tools allow multiple people to work on the same document at the same time.

Comments and suggestions can be used to communicate ideas and feedback, but online collaboration requires clear communication.

Not everyone has access to the internet or the tools required for online collaboration, so this needs to be considered.

Well done for completing this lesson: Collaboration using cloud-based tools.