Different Communication and Collaboration Tools for Effective Work

This document discusses the importance of communication and collaboration tools in organizations, especially during the pandemic. It explores various tools such as web conferencing, social media, private messaging, and direct mail. It also covers the concept of cloud storage and computing, including its advantages, disadvantages, and applicability. Additionally, it highlights the difference between online and offline products or services.

Report

Table of Contents
INTRODUCTION...........................................................................................................................3
MAIN BODY..................................................................................................................................3
Different communication and collaboration tools.......................................................................3
Cloud storage and computing......................................................................................................5
Difference between online and offline products..........................................................................7
CONCLUSION..............................................................................................................................10
REFRENCES.................................................................................................................................11

INTRODUCTION
Information and communication technology is nowadays play a crucial role in everyone’s
life because all the work is done online with help of internet. It refers to communication
technology such as, wireless networks, video conferencing, internet, media applications and
many other (Ratheeswari, 2018). In this digital world, communication is essential sector in every
company because without interaction work cannot be done. Different communication and
collaboration tools that can be used by an organization are, web conferencing, social media,
private, group messaging, direct mail and many other is described. Cloud storage and computing
is discussed, its advantages, disadvantages, suitability is described. Further, difference between
online and offline products will be discussed.
MAIN BODY
Different communication and collaboration tools
Information and communication technology (ICT) plays an important role in every
organization and during pandemic it becomes more essential for every company to
communicate with each other. In this digital world, competition is increasing and
technology is also changing very fast so it is difficult for managers to make plans or
strategies. During pandemic all companies were closed and employees were doing work
from home, so at that time it was difficult to interact with each other and focus on
achieving goals of the organization. But managers arrange ways like, use of smartphones,
organise web conferencing, internet, emails, etc. These are some ways by which employees
were able to communicate with each other properly and they can do their work (Agung,
and Darma, 2019). There are some communication and collaboration tools that are used by
an organization during covid-19 so that employees can work efficiently and it also helps
companies in surviving because this was the only way by which they can do their work.
 Web conferencing - It is one of the communication tool that is used by companies so
that employees can interact with each other. During pandemic workers were not able to
interact with each other and this creates confusion or misunderstanding among workers.
So, to solve this issue managers find solution i.e., to arrange web conferencing. In this
digital world all employees are having laptops and good internet connection so a web
conference can be arranged by managers weekly so that workers can share their views

and discussion can be done about what are goals and objective of company. This
communication tool is useful for every company because it helps in conducting meetings
online and all employees can do their work smoothly. During covid -19 people were
working from home and it is not easy to do work without interacting with seniors. So,
web conferencing is best way to communicate with each other and solve issues that arise
while working from home.
 Social media – It is another tool which is used by most of the companies during
pandemic. It helps in identifying market situation and needs of consumers. Managers
make plans or strategies according to need of consumers so that more revenue can be
generated. With the help of social networking sites employees can interact with each
other using different apps such as, Facebook, Instagram, telegram etc. Managers can
make groups on WhatsApp and communicate all the relevant information or details in
that group, all employees will get details and they have to work according to that
(Becker, 2018). This tool helps business in surviving because many companies make
products according of consumers.
When work is given in teams then team leader make different groups in which all
relevant information will be discussed and encourage employees to give suggestions for
survival of business because during pandemic business was not earning money and it is
difficult to sell products.
 Private, group messaging and chat – This communication tool helps employees in
interacting and they can discuss their problems and issues related to work. All people
were working from home during pandemic so managers decide to use technology and
they make groups so that it is easy for employees to share their ideas, give suggestions
and everyone swill stay active. Work will be given by managers to employees through
this group and they have to complete their work within given time period. If task will be
given in groups then it is the responsibility of team leaders to communicate with all
employees and motivate them to work efficiently. This help companies in surviving
because by making strategies goals can be achieved.
 Direct mail – Direct mail means that employees after completing their work should mail
to their senior so that they can check whether work is done properly or not. This is best
way which helps workers in completing their work on time and they have to make

changes according to instructions given by leaders (Hagiu and Wright, 2020). During
pandemic it help employees in working from home easily because after completing their
work they can send directly to seniors for checking. This communication tool help
organizations during pandemic to run their business smoothly without any disturbance.
Collaboration tools are :
Project management
This is a collaboration tool which help workers in collaboration during covid-19, workers
have to manage their work and they have to complete their work on time. This collaboration tool
helps employees in understanding their work easily and manage day to day activity of business.
When employees learn how to work they give their best and it helps business in surviving
because in this employees are encouraged to give suggestions for growth of business.
Brainstorming or mind mapping
This is a tool which helps in generating new and innovative ideas in short span of time.
Employees have to give suggestions or new ideas for future growth of company. This is a tool
which is used by organizations for smooth running of company and managers can organise
meetings with the help of online apps (Huda and et.al., 2017). This helps employees in
collaborating during pandemic time. It is a way by which all workers get connected and they can
communicate with each other easily.
Cloud storage and computing
Cloud storage can be refer to as a tool which helps organization in saving their data,
information or relevant information in an off site location which can be accessed by using
internet. Nowadays, all information is being uploaded by organization on laptops and proper
steps are being taken for security of details.
Advantages of cloud storage
Advantages of cloud storage is that it is convenient in sharing files with others by giving
access to person, they can check all details. It is a useful technique which is used by
organizations to store their data an details. Advantage of cloud storage is that it is usable and
easily accessible, only good internet connection is required. The data which is stored is safe and
secure, it is cost efficient because it does not require much investment. Vendors can make

changes or improvements in file and they can find their mistake (Stewart and Shamdasani, 2017).
It is like hard disk because it stores all information and user can access it anytime and from any
location but internet connection should be proper. there can be many users of a single cloud
environment and they can collaborate same file. Most of the vendors provide cloud environment
in which information can be accessed by two users and they are sharing their data.
Disadvantages of cloud storage
Disadvantage of cloud storage is that all details are stored online so people are not able to
trust easily because saving data online is not safe and secure. Another negative point is that it can
be accessed by internet so it is depending upon good internet connection so that data can be
checked. There are many persons who are using single cloud environment which means that
there is no privacy and security of information. There are chances of getting details leaked
because all details are kept online so managers should take steps for betterment of organization.
Applicability of cloud storage
Applications of cloud storage is that this model helps organization in storing data with the
help of internet and help managers in operating day to day activities properly. It is being used by
most of the companies because it is easy to store information online and it reduces paper work
(Tarhini and et.al., 2018).
Suitability of cloud storage
Cloud storage is best suitable for all companies whether, small size, medium or large size
because it helps managers in clearly defining goals and objectives that employees have to
achieve. In this workers have to enter details and it is easy as compare to enter information in
registers. With change in technology organizations are also using latest software so that
information remain safe.
Cloud computing
Cloud computing means to deliver different services to customers with the help of
internet. It is one of the best option that can be used by managers because it requires less
investment, save time of employees and they can easily understand what work they have to do. It

includes tools and applications such as, software, networking, data storage, servers. There are
different types of cloud computing like, infrastructure as service, platform and software as
service. It helps companies in completing their work fast and they can generate more revenue by
attracting more customers.
Advantages
Advantages of cloud computing is that it helps managers in maintain their work properly
and all employees are able to do their work on time. It is easy to understand for workers and they
does not require training for this. This helps companies in saving cost as no training sessions are
required and saves time or employees. It helps in increasing productivity of workers as well as
company because all will give their and work efficiently to achieve goals and objectives of
company. Another benefit is that it is reliable, having unlimited storage capacity, easy to use by
employees, no special software is required (Vasić, Kilibarda and Kaurin, 2019). Cloud
computing helps in maintaining good environment in organization and provides competitive
advantage. It is also providing facility of restoring data, when information is stored on cloud then
users can restore details, when important details are deleted.
Disadvantages
Disadvantage of cloud computing is that all the work is done online so sometimes it may
face technical issues or problems. All employees are doing work on laptops and computers so
company has to take care that which laptop is not working and need to repair. Another
disadvantage of cloud computing is that it requires good internet connection to access file. It
provides less support to customers and users have to be careful while entering details.
Suitability of cloud computing
Cloud computing is suitable in all organizations because nowadays, all work is done with
help of internet and laptops. Generally, all IT companies are using cloud computing as it helps in
reducing cost of maintaining this system. It is suitable for all type of business such as, small,
large and medium and tis helps in continuity of firms.
Applicability of cloud computing
It’s applications are, data backup, disaster recovery, data analytics and many other which
will help organization in increasing efficiency of employees and encouraging them to take part in
activities of company. More employees are engaged so that work can be done efficiently and

using latest technology will be beneficial for managers to store data safely (Venkatesh and
Eastaff, 2018).
Difference between online and offline products
Online and offline products or services are different from each other and customers select
according to their convenience, taste and preference. Online and offline both are good but some
customers who are busy and they are not able to go to market, purchase goods online. Online
buying helps consumers in getting products at home and at reasonable prices. It is available all
the time so customers can place order anytime and they will get products.
Online products or services
In this digital world, all work is done with help of online mode so, customers can buy
products of their choice through online apps. Nowadays, there are many apps by which
consumers can buy or purchase goods from themselves. They do not have to go anywhere
because home delivery services are being provided by shopkeepers (Xu and et.al., 2017). This is
strategy that is used by companies to attract customers and they can attract more customers.
During pandemic people were not going out of their houses so, with the help of online apps they
order products they want.
Some positive points of online products or services are, it is easy and simple to use.
Anyone can place order from smartphones and goods will be delivered at home. Buying product
online helps customers to get products at discounts or offers are given like, buy one get one free.
If customers are buying good from online apps they get proper and detailed information about
each product and they have to select products according to their need and preference. Customers
can compare prices in online and offline products, comparison can be done of brands or models.
It requires less cost and covers wide area because people from any location place orders.
Drawbacks of online products or services is that sometimes confusion is arise because
customers are not able to understand brand or model. Wrong products are delivered to customers
and this is a drawback of online products or services. There is lack of communication between
customers and shopkeepers. Sometimes, consumers face difficulty in finding that which product
they should purchase because there are many brands available (Lin, Bruning and Swarna, 2018).
It may take time in delivery of goods because there are many orders and staff members are less.
Online shopping is done with the help of internet so it may possible that due to network issue

people are not able to place order. So, online products or services have positive points as well as
negative points. Nowadays, when people are not having time to purchase products from market,
they buy from online apps because it is simple.
Offline products or services
Customers have to go market for buying products according to their requirements. In
these products are not delivered at home, people have to take it from shops. Goods are available
at a particular shop and time is fixed for purchasing products. Positive points of offline products
or services are, in this consumer visit shop and they can select good quality product, check brand
properly so that they do not have to come to shop again for changing or returning products. It
helps in building good relationship between seller and buyer. If good quality products are given
by seller, then customer will visit its shop again. Customers can check prices; variety of products
are available. Some drawbacks of offline products or services is that time is fixed due to which
customers are preferring online buying. No discounts is given and offers are given for limited
time, advertisements are not given so consumers are not getting proper information about new
product. Home delivery facility is not provided to customers which is drawback and this is the
reason why customers are switching to offline purchasing of products (Kim Dang and et.al.,
2018).
Basis Online products Offline products
Area covered Customers are buying product
from different areas because it
is easy to buy online and home
delivery services is being
provided so consumers do not
have to go anywhere and they
can get products. It covers
wide area because it reaches
more customers as compare to
offline buying.
It does not cover wide area
because a shop is fixed and
customers are not having time
to go to market and purchase
goods. It reaches limited
audience as they can only give
advertisement but nowadays
people like to buy goods from
online apps.
Prices and offers When consumers buy goods When a customer buy

from online they get discounts
and offers are given to
customers. This is the strategy
that is used by shopkeepers to
attract customers (Rahman
and et.al., 2018).
products from shop they did
not get much offer. Some
shopkeepers give discounts to
attract consumers but is given
for limited time period and
rest of shopkeepers are not
giving any discount.
Time limit Customers can buy products
online anytime, there is no
time frame. People can buy
goods or products according to
their convenience, there is no
restriction.
Customers can buy within
time frame that is fixed. Shops
in market are open for
sometime so consumers have
to buy goods or products
within time period and they
cannot buy products according
to their convenience.
CONCLUSION
From the above discussion it can be concluded that, communication and collaboration is
essential for every organization. Some of the tools of communication and collaboration
which had been discussed are, social media, private, group messaging, direct mail, web
conferencing. Cloud storage and cloud computing are discussed in report. Its advantages,
disadvantages, suitability and applications. Furthermore, online and offline products are
discussed and difference between online and offline goods or services are described.
Communication and collaboration tools are helpful for businesses to survive.

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