Effective Communication Technology in Business Report

This report provides an in-depth analysis of Information and Communication Technology (ICT) and its application within a business context. The introduction establishes the broad scope of ICT, encompassing various digital communication tools and their role in facilitating information storage, retrieval, and dissemination. The report then delves into specific communication technologies, including Zoom and Microsoft Teams, examining their features, suitability, advantages, and disadvantages for business use. The second part of the report focuses on cloud storage and computing, defining its functionality and benefits, such as cost savings, security, and mobility. It also addresses the disadvantages, including network dependency and privacy concerns. The report concludes by discussing the challenges associated with online services and proposes methods to overcome them, offering a comprehensive overview of ICT's impact on modern business operations. Finally, the report also highlights the applications of Microsoft Teams and cloud storage in various sectors like education, business meetings, e-commerce and data storage.

Individual Report

Table of Contents
INTRODUCTION ..........................................................................................................................3
TASK1 ............................................................................................................................................3
Informal communication technology- .............................................................................................3
TASK 2............................................................................................................................................6
Cloud storage and computing- .................................................................................................6
TASK3 ............................................................................................................................................8
Challenges of online services and methods to overcome them...................................................8
CONCLUSION .............................................................................................................................10
REFERENCES..............................................................................................................................11

INTRODUCTION
Information and communication technology is referred as a broad area of information
technology that includes communication with using internet,computers, video conferencing,
social media networking and various other application that facilitate user to store, convey,
recover and access information at digital platform. ITC basically facilitate communication
process within and outside organisation by using telecommunication, audiovisual processing and
network- based monitoring and technology. Various communications technologies are use to
communicate, these are zoom application, Microsoft trams and go to meeting. Cloud services
plays important role to maintain infrastructure of organization and proving various online
services. In this report effective communication technologies are discussed that are extremely
use in the COVID-19 situation. Various challenges of these technology regarding the security
and privacy purpose are being mentioned. Services provided by cloud storage, its advantages and
disadvantages are being covered in this project report.
TASK1
Informal communication technology-
Business use various communication technologies that are facilitates it to connect with
their employees and other members. Zoom and Microsoft team are some technologies that are
used by business for effective communication that are discussed below:
Zoom application-
It is basically the application that use to conduct videoconferencing and communication
within as well as the the other members of organisation.
Features of Zoom application- Zoom application is important for the business to
communicate with their employees and other businesses(Bashay, 2020). It contains various
features that make more effective . Respective application have capacity to collaborate with 300
UR and external non- UR users, including white boarding and chat. There is a facility to
presenters to share their whole screen with connector. Zoom application can be used in the
mobile device that made it reachable to everyone(Choi, Cristol and Gimbert, 2018). It can detect
voice and able to record the whole meeting.
Suitability of zoom application- This application is quite suitable for the small as well
as large organisations because it is very easy to set up, exercise and manage the application. As

the meeting on this application is starts by one click and there is no need of IT team to start and
manage whole functions of zoom. It connects with the mobile device, desktop of respective
clients. It also provides the HD videos and better quality audio at single platform of meeting.
Many organisation use zoom to connect and collaborate with their employees.
Advantages of Zoom
Connecting employees- Organisation conduct virtual meetings on the zoom app at the
serious pandemic of COVID-19. By this employees and managers can connect and discussed
about the process and organisational activities(Fernandes, Rodrigues, and Ferreira, 2020).. It
saves times as well as efforts of employees to gather at one place. It is quite effective to keep in
touch with employees and guide them to complete their assign task with more efficiency.
East to use and affordable plan- It is quite easy to set up and maintain. There are no
requirement of IT support to manage it. By one click any one can create and join the meeting. It
is quite affordable for the business because it remove heavy cost of IT employees appointment
within organisation, it only needs internet connection to get connected with employees.
Connect via desktop, bowsers and mobile device- Zoom app can be used in the every
device such as mobile, desktop, various browsers and many others. It removes any obligations to
have specific device to use the zoom. In the covid- 19 situation it helps businesses to conduct
their meeting with their employees and other ones and facilitates to take proper decisions.
Disadvantages of zoom-
• There are a serious concern regarding the security on zoom app. Various hackers hake
user Id and passwords and took over the several virtual meeting, that resulted theft of
confidential informations and related data or organization.
• Delayed and bad customer services are also the disadvantage of zoom. They take too
much time to solve customers problems(Johnston, MacNeill, and Smyth, 2019).
• Various cyber attacks also affect the reliability on the app to conduct important
meetings on it. It also needs internet connection to connect in the meetings.
Microsoft team-
Microsoft team is referred as a communication platform for the business that is developed
by the Microsoft. It is the part of Microsoft 365 family.
Features of Microsoft team

• All conversations are take place under a defined channel and team members. To add
additional member different function is used.
• It is a chat function that is take place within the team members, groups and individuals.
All files and informations that is related to the chat automatically shared to all grouip
members.
• It facilitate business to enjoy seamless video as well as audio calls with the current
employees and other clients who are outside the organization.
Advantages of Microsoft team
Enhance productivity and enriched communication- Microsoft team facilitate the
respective organization to enhance their productivity by using various modes of online
meeting. It plays very important role in the COVID-19 period when it is not possible to
meet physically to their employees and partners. This medium enriches the effective
communication between all group members.
• Increase transparency- It is very important for every organisation to maintain
transparency at all hierarchical level to create mutual understanding between employees
and management. By using Microsoft team, it becomes easy to maintain transparency
regarding the working procedure and policies(Kirschner, and De Bruyckere, 2017)..
• Seamless move towards the digital workplace- In the situation of COVID-19, this cloud
facilitates every organisation moving their work place digitally. It is quite easy to access
all related information from any place and handle business activities and functions by the
online medium.
Disadvantages of Microsoft team-
• Some time structure of file may confused to users. They are not able to find file is
physically stored, this is the drawback of Microsoft team cloud.
• In some situations users have to take permission to access the data and some
information , that is not possible at that moment. In the selected channel, users are not
allowed to invite other guests.
Suitability of Microsoft team-
Microsoft team is quite suitable and appropriate medium for the organisation in the
COVID-19 situation to conduct online meeting. In that meeting all function are decides and

connection is maintained with their employees to complete all organisational activities in
effective as well as efficient manner.
Applications of Microsoft team-
Microsoft team is a cloud functioning that facilitates business to conduct their meetings
virtually on the internet. It is used in various application such as education department, business
meetings, process and e-commerce.
TASK 2
Cloud storage and computing-
Cloud storage is referred as a cloud computing model that facilitate user to store their
data and important informations on the internet. Cloud computing providers are people who are
able to manage and operate data that is stored on cloud storage. It is basically a model of data
storage in that digital informations are stored in the logical pool, that is termed as cloud. Cloud
storage providers are liable to keep data available and accessible for users and also protect that
data form any external affects(López-García, Rodríguez-Vázquez, and Pereira-Fariña, 2017).
Organisations should use cloud storage to store their confidential information and business files
online, so they are able to access that data form any location by the use of internet.
Advantages of cloud storage and computing-
Cost saving – Cloud storage save cost of organization to store information on internet. It
facilitates organisation to access their company's data through the internet that saves time as well
as money to start a project. If the business use this application to store data, then there is no need
to store data physically that is very expensive process. It is not using any hardware that make it
less expensive per GB. In the cloud storage clients is paid for only that space which is using by
them to store. All these factors make it cost effective.
Security- Cloud storage adds various security level in their procedure. As there are too
much people who stored their data and files on cloud, so the application assures their users that
their files will not access by another. Cloud storage use encryption to secure data from any theft
by external as well as internal user. Every organisation is concerned about the security of there
information. Various security levels are developed that are based on the requirement of users.
Mobility and automatic software updates- Cloud storage facilitates the business to
access data via smartphone and other devices. All files are available regarding the organisation to

employees on their phones, so there is no need to travel and it maintain work life style. Cloud
storage has a feature to automatic software update, which reduce the need of IT department to
update system manually. It saves time of IT staff and money as well.
Disadvantages of cloud storage and computing-
Dependency on network connection- To acquire cloud storage, it is necessary to
connect respective device with proper network connection. This system is entirely depends upon
the better network connection that means that cloud will not able to work without network
connection or even in slow network it creates problems. Organisation must consider that factor
that limits it usage.
Support- In some critical condition when technical issues are raised, then the only choice
is call the cloud service provider. There is a lake of support of providers when the organisation is
using free version of cloud storage(Mather, and Cummings 2019). They only instruct and guide
their clients to go through the online forums to get some technical advise against various issues.
Privacy and lack of control- There are various privacy and security issues regarding the
cloud storage. User have no control over the privacy of information. There are no assiduity that
stored data is properly secured from any external effect. It is considerable issue foe those
organisation where high level security is needed.
Suitability-
Cloud storage is sustainable in the environment because it is able to reduce all impacts of
cloud infrastructure on the relative environment. It is aim to start operations of clouding on clean
energy. Cloud use and follow various economic principles in their management process in
infrastructure. It reuse resources like re-manufacture hardware and reuse materials in multiple
times in order to save cost and reduce their effects. Cloud storage builds smart and efficient data
centres for their users. By self management of data centres, operational emissions is decreased at
zero level in the process of running that application. All decisions are being taken very carefully
that are related to business as well as planet. Cloud powers virtual services then the physical
products that is useful to cut the use of paper and save environment. All these factors make
cloud storage more sustainable in the environment.
Applications of cloud storage and computing-

Cloud storage and computing is able to run all software and programs. It provides a
number of application that are available free of cost on cloud application. These applications are
discussed below:
E-commerce application- E-commerce application of cloud storage and computing
facilitate user as well as e-business to respond quickly to the opportunities that are raising in the
market. All business and companies used cloud e-commerce application to asses all market
opportunities ans challenges quickly and use them favourably in the management process to
achieve organisational goals and objectives.
Video marketing and software editing- Various applications are available that are
accessed with the help of cloud that are helpful to build and able to make changes in the videos.
All these latest video that are originally created or modified can stored on the cloud storage and
can be accessed every time at any location.
Business process and backup- All management process of business is based on the
providers of cloud services(Rozkrut and Rozkrut, 2019). Business use cloud storage and
computing to store data, files and necessary information that are related to the customers,
evaluated records and many more. All data that is stored online is protected by the service
providers on order to secure it from any threat.
TASK3
Challenges of online services and methods to overcome them
Now every organisation is depends upon the internet to communication, payment and for
the data access but there are various misconducts and frauds are take place that affect the
privacy and security of organisation and users. Some challenges and ways to overcome them are
discussed below:
Challenges -
Cybersecurity- All business that are conducting various activities through internet.
Cybersecurity is the biggest threat for business. Businesses that are dealing at small level us not
can not able to afford these challenges at their down period of sales and operations. It is
basically becoming a global risk for every organisation, they have to secure their organisation
against these cyber crimes. Confidential data can be theft and use by another organisation is
affect the privacy as well as profitability of the business.

Fraud and chargeback- Now these days various online frauds and misconducts are take
place. Online transactions are also termed as no card present transactions. In the process of
payment network data are theft. There are various fraud monitoring tools are available such as
validation services, purchase tracking and customer accounts. Management of business and users
have to analyse all these and try to remove them.
Financial data theft- Now a days various organisation theft the financial as well as
confidential data of their competitors and use that reliable information for the profitability of
their organisation. All these misconducts affect organisation closely. Business activities can not
properly performed and organisation is not able to retrieve their data from them.
Communication break down- In that situation when the organisation conduct their
business online via zoom meetings. There are some network issues are raised that are reason of
break of communication(Schradie, 2018).. Effective communication is very important for the
organisational activities. There should be clear communication between employees and
management.
security and privacy that should be follow at the time of using internet services
• It is ensures by the management of business and users that their email and network is
from any spam. These are regularly maintained by then to assure that no one can hake
their personal as well as professional confidential information.
• Proper training is given to the employees regarding the privacy and security purpose.
Those mails have attachments and there are something suspicious in that, so they have to
inform IT staff for that(Zabatiero,and et. al.,2018).
• Develop and maintain various device control strategies to get proper analysation of that.
It is helpful for the organization to prevent from various bed stuff, prevent loss of data
and stop information and intellectual property reveal out.
• Develop and implement disk protection and encrypt to share data with other partner. Use
various application to keep control and track software to remove unnecessary one that
enhance the risk of security.
• Develop several policies that guide their employees and uses to secure their personal data
and they have to set strong password of their email.

CONCLUSION
As per the report, it can be concluded that information and communication technology is
very important for every organisation to maintain all functions and activities virtually. It
facilitates business to store their data retrieve and access it at every digitally platform. There are
various communication technologies are used such as zoom, Microsoft team and go to meeting
that facilitate business to conduct online meetings, that are quite affordable. Cloud storage and
computing is also important to store informations digitally. There are various challenges that are
faced by business as well as other user at the time of taking online services, they have to
overcome then and manages privacy and security.

REFERENCES
Books and Journals
Bashay, M., 2020. Digital Skills for an Equitable Recovery: Policy Recommendations to Address
the Digital Skill Needs of Workers Most Vulnerable to Displacement. National Skills
Coalition.
Choi, M., Cristol, D. and Gimbert, B., 2018. Teachers as digital citizens: The influence of
individual backgrounds, internet use and psychological characteristics on teachers’
levels of digital citizenship. Computers & Education. 121. pp.143-161.
Fernandes, G. W. R., Rodrigues, A. M. and Ferreira, C. A., 2020. Professional development and
use of digital technologies by science teachers: A review of theoretical
frameworks. Research in Science Education. 50(2). pp.673-708.
Johnston, B., MacNeill, S. and Smyth, K., 2019. Conceptualising the digital university: The
intersection of policy, pedagogy and practice. Springer.
Kirschner, P. A. and De Bruyckere, P., 2017. The myths of the digital native and the
multitasker. Teaching and Teacher Education. 67.pp.135-142.
López-García, X., Rodríguez-Vázquez, A. I. and Pereira-Fariña, X., 2017. Technological skills
and new professional profiles: Present challenges for journalism. Comunicar. Media
Education Research Journal. 25(2).
Mather, C. A. and Cummings, E., 2019. Developing and sustaining digital professionalism: a
model for assessing readiness of healthcare environments and capability of nurses. BMJ
health & care informatics. 26(1).
Rozkrut, M. and Rozkrut, D., 2019. Towards Measurement Framework of Digital Skills in
Finance. In Effective Investments on Capital Markets (pp. 121-133). Springer, Cham.
Schradie, J., 2018. The digital activism gap: How class and costs shape online collective
action. Social Problems. 65(1). pp.51-74.
Zabatiero, J., and et. al.,2018. Young children and digital technology: Australian early childhood
education and care sector adults’ perspectives. Australasian journal of early
childhood. 43(2).pp.14-22.