The purpose of this area is to provide an overview on how to manage and communicate when implementing a project with remote workers (whether the online work is to organise a group working in presence but sharing files on the drive, or a group working from different parts of the world). We suggest starting this module with an Ice-break and Introduction to the topic. Then you can choose any of the three tools presented, Case study, Good Practice and Interview. We recommend concluding the module with Activity and Assessment.
Ice-break
Source:https://shorturl.at/imCFG
Where in the world/ country are you?
Purpose
The aim of this ice-break exercise is to help participants become comfortable with each other and the environment in which they are working or learning. It creates an atmosphere of trust and collaboration by helping participants get to know each other better, reducing anxiety and encouraging participation. It can also motivate and energise the group, foster creativity, and get everyone’s attention.
Number of participants and duration
Ideally, work with 3 to 30 participants. If you have more participants, add more time, approximately 1 minute for each additional person. If you do not have participants from different states or cities, use the same patterns to present. If the participants are from the same city, ask them to describe their favourite locations.
This exercise takes approximately 15 – 20 minutes. It depends on the size of the group. Give some time to the participants to prepare their answer (2 – 3 minutes) to present the place from which they are working.
Description for the participants
“Good Morning everyone! we’re kicking off our first virtual meeting with a new team, probably you are not all located in the same city or region (or even country). So to know each other briefly, let’s describe the city or town where you live, and name something you find iconic about theyour place, a particular cultural event or even a particular habit developed by local people. The important thing is that this iconic practice or place must be descriptive of an aspect of your personality. In this way, we will have the opportunity to get to know each other through the narrative of the place where we live. So I will start.” (Coach starts with his place, as an example, then asks participants to continue with theirs).
Recommended training methods
Coach can use the following questions:
• How comfortable were you with the icebreaker exercise?
• Did the exercise help you feel more at ease in the group?
• Were there any aspects of the exercise that you found difficult or uncomfortable?
Learning outcomes
• Participants will be able to introduce themselves to others in a group setting.
• Participants will have the opportunity to practise active listening skills.
• Participants will be able to identify commonalities among group members.
• Participants will gain confidence in expressing themselves in front of a group.
• Participants will be able to assess their comfort level in a group setting.
• Participants will gain an understanding of the importance of building relationships with others.
Introduction
Source:https://shorturl.at/tvPSY
Communication in the virtual environment
Purpose
The purpose of the Introduction to the topic of digital communication is to develop a comprehensive understanding of how digital media is used to communicate in recent years and what is the so-called digital humanities. The google drive set up will be performed during this activity. Participants will learn how the digital technologies and new ways of communication create different space and cultural possibilities for human beings. They will find out how effective digital communication tools work and how they can connect all the files needed for the work group and the workflow.
Number of participants and duration
You can work with 1 to 20 participants. If there are more participants, between 30 and 50, it is advisable to divide the group into smaller teams of 15 to 25. This will make it easier to initiate discussions and comparisons among participants.
The Introduction can take approximately 2 hours and 30 minutes, regardless of the number of participants or the methods you want to use. The introduction serves as an opening for the concepts to be presented.
Description for the participants
Part 1: Research and presentations
(Tell participants the instructions.)
“You have 20 minutes to search for scientific papers or newspaper articles on the thematic of digital humanities and digital environment. Choose 1 or 2 and read them.”
(You can divide participants into smaller teams or let them work individually.)
(After giving participants the instructions, set up the google drive. Keep the time.)
(After 20 minutes tell participants the next instructions.)
“Now, you will have 15 minutes to prepare a short presentation about your research findings, maximum of 5 slides. Create a new Google Slides file on the Google Drive. You will have 1 minute to present to the rest of the participants.”
(Let participants present, keep the time.)
Part 2: Theory
“In the module we will talk about the following key concepts :
• Communication
• Digital work environment
• Cloud project management
• Group work communication
We will also go over the fundamentals of the topic such as the benefits produced by utilising digital systems for organising work remotely.”
Recommended training methods
Coach can use the following questions:
• How can virtual communication be used to increase collaboration and productivity in a remote work environment?
• What strategies can be employed to ensure effective communication in a virtual setting?
• How can virtual communication be used to bridge cultural and linguistic divides?
Learning outcomes
• Identify and use appropriate digital tools for various tasks.
• Develop an understanding of digital workflow and processes.
• Understand how to use Google Drive to store, access and share files.
• Learn how to organise files in Google Drive.
Case Study
Source:https://shorturl.at/jxDMO
Google Drive Students Story
Purpose
The purpose of this Case Study is to show participants what Google Drive is and how it can be used. It is to help them understand the basics, how the files are created, shared, synchronised and stored. Participants will set up their own Google Drive account and practise the different functions it offers.
Number of participants and duration
You can work with 1 to 20 participants. If the size of the group is more than 25-30 participants, the recommendation is dividing the group into smaller teams for group discussions.
This exercise can take approximately from 1 to 2 hours, regardless of the size of the group and chosen training method.
Description for the participants
Part 1: Story
(Read the Case study to the participants, or ask someone to read it for the whole group or distribute handouts with the description.)
“Once upon a time, there was a busy student who was already struggling to keep up with all of her assignments. She was constantly struggling to find the time to finish her work and keep her grades up. That’s when she heard about Google Drive. Google Drive promised to be the perfect solution to her problem. With it, she would be able to store all of her documents, spreadsheets, and presentations in the cloud and access them anywhere, anytime. She was able to upload all of her documents and save them with ease. The student quickly realised how much time she was saving by utilising Google Drive. She was able to work on projects at her own pace and still have access to her documents when she needed them. She no longer had to worry about forgetting her flash drive or having to keep multiple copies of documents in different places. The student was so impressed with Google Drive that she began to share her experiences with her friends. They too were amazed by the convenience and reliability of the service, and soon everyone was using Google Drive. Today, Google Drive continues to provide a safe and secure place to store all of the student’s documents. She will never have to worry about losing her important files again. Google Drive has been a life.”
(Tell the participants to write simultaneously in a single file of Google Doc their story about their personal level up in digital work and digital communication with the discovery of a new program or website or application and create a common first experience of online shared writing.)
Part 2: Theory
(Take the participants through the Google Drive Case Study .
Show them what Google Drive is and how it can be used. Explain to them the basics, such as how it is a file storage and synchronisation service, that you can access files from any device, and how it offers collaboration features. Next, provide an overview of the different features of Google Drive, such as the ability to create and store documents, spreadsheets, and presentations. Explain how to use the share and comment features to collaborate with other users. Finally, provide a step-by-step guide on how to create, upload, and share files on Google Drive.
Demonstrate how to set up folders and organise files, as well as how to share and link files with other users. At the end of your presentation, give the team an opportunity to practise creating and sharing files on Google Drive. Ask them to use their own accounts and work together to create a shared document. Once everyone is comfortable with using Google Drive, wrap up the presentation by summarising the key points and explaining how Google Drive can help the team increase productivity.)
Recommended training methods
Coach can use the following questions:
• Have you ever accessed a file at the same time as another colleague? What for?
• What kind of platform or software do you use for remote working? Is it functional?
• How do you communicate and give feedback to your team members at work?
• Imagine you are a team leader. How would you support your team to improve their digital communication and remote working skills?
Learning outcomes
• Understanding the fundamentals of Google Drive and how to use the application.
• Identifying the key features of Google Drive and how to utilise them to collaborate on projects.
• Knowing the benefits and limitations of using Google Drive for document storage, sharing, and collaboration.
• Creating and organising documents, spreadsheets, and presentations within Google Drive.
• Utilising Google Drive’s advanced collaboration tools to work with others on the same document.
• Publishing and sharing Google Drive documents with ease.
Good Practice
Source:https://shorturl.at/zCFLU
Digital Workflow Rules
Purpose
The purpose of Good Practice in Digital Workflow is to ensure that digital processes are efficient. It is to make sure that processes are automated to save time, data is backed up to prevent data loss, good communication among the team members is present and that individual productivity is secured.
Number of participants and duration
You can work with 1 to 100 participants. If the size of the group is more than 25 – 30 participants the recommendation is dividing the group into smaller teams for group discussions.
This exercise can take approximately 1 hour, regardless of the size of the group and chosen training method.
Description for the participants
Part 1: Theory
Take the participants through the Digital Workflow Rules or you can use more interactive approach such as dividing participants into smaller teams and giving them questions for discussion:
“What do you think are the Digital Workflow Rules?”
(If necessary, add your answer at the end of the discussion.)
“Set of principles that help ensure a consistent and efficient workflow across an organisation. They are designed to ensure that all digital assets are used in the most effective way possible, and that processes are streamlined and optimised.”
“What do you think is the goal of Digital Workflow Rules?”
“The goal of Digital Workflow Rules is to reduce time and costs associated with digital assets and processes, while also improving the quality of the products and services provided.”
“What could be the Good practices for Digital Workflow Rules?”
“Good practices for Digital Workflow Rules include:
• setting clear objectives for each process
• developing a standardised process for each task
• establishing a timeline for each task, and creating a feedback loop to ensure that tasks are completed on time and with quality
• creating a system for tracking performance, implementing approval processes, and offering training and support to ensure that all parties are following the Digital Workflow Rules correctly.
By taking these steps, organisations can ensure that the Digital Workflow is optimised, efficient, and secure.”
Part 2: Digital Workflow Process Gone Wrong
(Read the Case study to the participants or ask someone to read it for the whole group or distribute handouts with the description. You can also record it in advance and play it for the participants or just simply let the participants read it themselves on the PowerPoint slide)
“The marketing team of a company was tasked with creating a new digital marketing campaign to promote a new product launch. The team consisted of five members, including a project manager, a graphic designer, a content writer, a social media specialist, and a web developer.
The project manager created a timeline for the project, which included the following milestones:
• Content creation (5 days)
• Graphic design (3 days)
• Web development (5 days)
• Social media promotion (3 days)
• Campaign launch (1 day)
The team started the project and everything seemed to be going well. However, as the project progressed, they encountered several issues that led to delays, miscommunication, and mistakes.
Issue 1: Lack of communication
The project manager assumed that everyone knew their role and responsibilities, and did not provide clear instructions or feedback. The team members were unsure of what was expected of them, and there was no regular communication or check-ins.
Issue 2: Misaligned priorities
The team members had different priorities, and there was no clear alignment on what needed to be done first. The graphic designer and content writer were waiting for the web developer to finish their work before they could proceed, while the social media specialist was waiting for the graphic designer to create the promotional materials.
Issue 3: Unforeseen technical issues
The web developer encountered technical issues that delayed the web development process, causing a delay in the entire project timeline.”
(Ask the participants to come up with the solutions for the three issues.)
(Wrap up by telling or presenting the solution)
“To address these issues, the team needs to apply the digital workflow rules, such as the following:
- Communication: Establish regular check-ins, provide clear instructions, and encourage open communication to ensure everyone is on the same page.
- Prioritisation: Establish a clear order of tasks and ensure everyone understands the priorities. This will help avoid delays and confusion.
- Contingency planning: Anticipate potential issues and have a plan in place to address them. In this case, the team could have allocated extra time in the timeline for unforeseen technical issues.
By applying these digital workflow rules, the team can improve their productivity, efficiency, and accuracy in digital work processes, leading to a successful marketing campaign launch.”
Recommended training methods
Coach can use the following questions:
• What are the steps involved in setting up a digital workflow?
• How do I ensure that my digital workflow is secure?
• What processes can be automated in a digital workflow?
• How can I monitor the performance of my digital workflow?
• What are the best practices for organising digital workflows?
Learning outcomes
• Identifying the key elements of a successful digital workflow and the importance of planning.
• Understanding the importance of communication and collaboration in digital workflow.
• Understanding the benefits of automation in digital workflow.
• Developing strategies for ensuring data integrity, security, and accuracy when working with digital workflow.
• Implementing best practices for digital workflow management and continuous improvement.
• Utilising tools for optimising digital workflow processes.
Interview
Source:https://shorturl.at/AJPZ5
Clea Zurlo, Communication Manager @ Regione Molise, Italy
Purpose
The purpose is to introduce a real person’s experiences, challenges and recommendations connected to the communication in a virtual environment.
Number of participants and duration
You can work with 1 to 40 participants. If the size of the group is more than 25 – 30 participants, the recommendation is dividing the group into smaller teams for group discussions.
This exercise can take approximately 30 minutes.
Description for the participants
“Remote work has become increasingly popular in recent years and has become a great way to increase both productivity and employee satisfaction. We will discuss the benefits and challenges associated with remote work and how it can be used to create a positive work environment. We will also talk about strategies to ensure that remote work is successful and how to effectively manage remote workers.
We will go through an interview with Clea Zurlo, Communication Manager @ Regione Molise, Italy, who was willing to share her experience with leading people remotely. It will be an opportunity for you to share your experience and insight about remote work, as a manager or as an employee.”
(Divide the participants into smaller teams (app. 4 participants in 1 team). Ask them to go over the interview and discuss the different questions from their perspective – if they are not leading a team, ask them to discuss how their managers were able to handle the different situations).
Recommended training methods
Coach can use the following questions:
•How does a manager ensure effective digital communication among team members?
• What tactics do the managers use to motivate your team and encourage collaboration?
• How do you handle conflicts between team members?
• What strategies managers use to measure team performance?
• How does the manager ensure that each team member is playing an appropriate role and working to their full potential?
Learning outcomes
• Understanding the importance of effective communication for organisational
• Identifying the key communication strategies used to achieve organisational
• Developing effective communication plans and metrics to measure success.
• Identifying and analysing different communication channels and techniques.
• Understanding the basics of customer relationship management and how to build relationships with the team.
• Developing an understanding of how to use digital media to support communication strategies.
Activity
Source:https://shorturl.at/osDI3
Pivot Table, Google Sheet
Purpose
The purpose of this activity is to help participants set up Google Drive account, create folders and explore the possibilities given by Google Sheet (excel).
Number of participants and duration
You can work with 1 to 100 participants. If the size of the group is more than 25 – 30 participants, the recommendation is dividing the group into smaller teams for group discussions.
This exercise can take approximately 1 hour and 30 minutes, regardless of the size of the group and chosen training method.
Description for the participants
“We will go step by step through creating a Google Drive account, generating new folders in it, and finally creating a Google Sheet file. And there, we will learn how to work with Pivot tables.”
(Ask participants to go over the Activity.
(If there are participants who already have a Google Drive account, you can ask them to help out those who do not have it.)
Next, ask participants to create a Folder named Work4Future. Once in the folder, ask them to open a Google Sheet file.)
(Provide them with enough time, about 15 minutes.)
(Next, tell them about the advantages of the Pivot tables.)
“A pivot table is a powerful tool in Excel that allows you to summarise and analyse large amounts of data quickly and easily. Essentially, a pivot table is a dynamic summary report that can be created from any data set with labelled columns and rows. The pivot table is used to aggregate and display data in a way that makes it easier to analyse trends, patterns, and relationships.”
“To create a pivot table, you first need to have a data set that has labelled columns and rows. This data set can be a table or a range of cells in an Excel worksheet.
(Ask participants to populate their excel with data from Eurostat. Give them enough time. Challenge them to help each other.)
“Once you have your data set, you can create a pivot table by selecting any cell within the data set and clicking the “PivotTable” button in the “Insert” tab of the Excel ribbon.”
After you create the pivot table, you can start to customise it by dragging and dropping fields from your data set into the “Rows”, “Columns”, and “Values” areas of the pivot table field list. The “Rows” area allows you to group and organise data by one or more columns, while the “Columns” area allows you to create subtotals and groupings by columns. The “Values” area allows you to perform calculations on the data, such as sum, count, average, and others.”
“Once you’ve set up the pivot table, you can easily analyse and explore the data by using various features of the pivot table, such as sorting, filtering, and drilling down to view more detailed data. You can also create pivot charts based on the pivot table to visualise the data in a more graphical format.”
(Let participants explore their pivot tables on their own, encourage them to ask questions.)
(Summarise)
“Pivot table is a powerful tool in Excel that allows you to summarise and analyse large amounts of data quickly and easily. It can be customised to meet your specific analysis needs and provides a dynamic summary report that can be updated as your data changes. With the ability to analyse and explore data quickly and easily, a pivot table is a valuable tool for anyone who needs to analyse data in their work.”
Each participant will individually:
• Create and sign in to a Google Drive account
• Create a folder in Google Drive, name it Work4Future
• Create a Google Sheet File
• Populate the excel with data from Eurostat
• Create a pivot table
Recommended training methods
Coach can use the following questions to understand if the activity has reached the Learning outcomes:
• How do I organise my files in Google Drive?
• How do I share a file with someone on Google Drive?
• Is there a limit to the amount of data I can store on Google Drive?
• How do I access files stored on Google Drive from my mobile device?
• Can I access Google Drive from any computer?
Learning outcomes
• Participants will be able to create and sign in to a Google Drive account.
• Participants will be able to upload and download files from Google Drive.
• Participants will be able to share and collaborate on files with others on Google Drive.
• Participants will be able to create and organise folders in Google Drive.
Participants will be able to create and work on google Sheet.
Assessment
Source:https://shorturl.at/moAL4
Purpose
The purpose of the assessment is to get feedback on how the participants were able to grasp the basics of the topic Communication in a virtual environment and how well they are able to use the acquired skills in practice. They will prepare their own evaluation questionnaires, where they will have to think about the topic and formulate relevant questions. They will also have to find the correct answers to the questions asked about the topic by other participants. This exercise monitors not only the knowledge acquired but also the practical skills as well as ability to flexibly solve problems.
Number of participants and duration
You can work with 1 to 30 participants. If the size of the group is more than 25 – 30 participants the recommendation is dividing the group into smaller teams for group discussions.
This assessment can take approximately 60 minutes, regardless of the size of the group and chosen training method.
Description for the participants
“You will create a Google Form Questionnaire to assess and evaluate the level of learning about Communication in the virtual environment.”
(Follow by explaining to the participants how to create Google Forms from the base, show them how to insert new questions, how to change the question type, and how to change the layout. Also show them how to send questionnaires and analyse the results.)
“Now, you have 15 minutes to create a short questionnaire with no more than 8 questions about the topics discussed. The goal of the questionnaire is to monitor how were the other participants able to acquire basic knowledge and skills about the topic Communication in the virtual environment. The questions should be of at least two different scale types.”
(Pair up the participants (teams of 2) and ask them to send the questionnaires to each other, either by link or email, fill it out and then check the results. Give participants approximately 10 minutes for this. After that, ask them to share any problematic questions, discuss the correct answers.)
(At the end of the activity, go through the self-Assessment questionnaire with the participants to see if there are any other questions that were not asked.)
Recommended training methods
Coach can use the following questions:
• What was the most challenging about this activity?
• What were the most difficult questions for you?
• Where can you use the Google Form Questionnaire in your work?
• How can it make your work easier?
Learning outcomes
• Increasing understanding of effective communication techniques in a virtual environment.
• Developing the ability to respond to feedback and criticism in a virtual setting.
• Increasing understanding of collaborative tools in virtual communication.
Additional resources
Google sheet for Beginners
https://www.youtube.com/watch?v=FIkZ1sPmKNw&ab_channel=RailswareProductAcademy
What is a Workflow (series of 3 mini video)
https://www.youtube.com/watch?v=BT3blY-o42I&ab_channel=Asana
Install Google Chrome Extension
https://www.youtube.com/watch?v=kz3BfGrzF-w&ab_channel=dottotech
Google Slide Automatic Transition
https://www.youtube.com/watch?v=03xRJsM8bT4&ab_channel=StephenKwiecinski
Google Form Tutorial
https://www.youtube.com/watch?v=I4T-FGZo7zo&ab_channel=KevinStratvert