BSBITU213: Using Digital Technologies for Remote Communication Tasks

This document presents a comprehensive solution to the BSBITU213 assessment, which focuses on utilizing digital technologies for remote communication. The assignment involves three main tasks: completing online Moodle quizzes to demonstrate knowledge of unit requirements, undertaking a scenario-based project at BizOps Enterprises, and participating in a workplace simulation observed by an assessor. The project requires managing responsibilities related to the annual BizOps awards dinner, including organizing invitations, managing RSVPs, and communicating with the conference center and staff. The solution details email folder structures, the use of distribution lists, and methods for storing and archiving emails, along with strategies for making recordings available to staff. Additionally, it references relevant BizOps policies and procedures, such as electronic communication guidelines and the code of conduct policy, to ensure the appropriate use of digital tools in a professional context.

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BSBITU213 Use digital technologies to communicate remotely
ASSESSMENT COVER SHEET
Student ID Student Name
First Name:
Last Name:
Student’s declaration:
By submitting this assessment, you are acknowledging and agreeing to the following conditions:
Please check each item in the box, if you agree.
I have read and understood the details of the assessment.
I have been informed of the conditions of the assessment and the appeals process and understand I
may appeal if I believe the assessment is not equitable, fair or just.
I agree to participate in this assessment, and I am ready to be assessed.
I declare that the attached is my own work or in collaboration with other members of a group as
required.
I have acknowledged all sources where appropriate in accordance with ILSC’s Academic Integrity
Policy, and I believe other group members have done the same.
Submitting your assessment: Complete all assessment tasks, save, and upload in Moodle for
grading. Please view the videos on submitting work through Moodle in the FAQ section of your VET
Orientation course. Check Moodle grades and feedback on your submission. You will receive an email
notification when your assessment has been graded.
Assessor’s acknowledgement:
Please verify each of the following principles of assessment by placing a tick in each box. Refer to
the assessor's handbook for further information if required.
Authentic: The assessor is assured that the evidence presented for assessment is the learner’s own
work.
Valid: The assessor is assured that the learner has the skills, knowledge and attributes as described in
the module or unit of competency and associated assessment requirements.
Current: The assessor is assured that the assessment evidence demonstrates current
competency. This requires the assessment evidence to be from the present or the very recent
past.

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Sufficient: The assessor is assured that the quality, quantity and relevance of the assessment
evidence enable a judgement to be made of a learner’s competency.

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How to work through your assessment
Your assessment is designed to assess your performance of competency for the unit BSBITU213
Use digital technologies remotely, Release 1. Your assessor will help you fully
understand assessment requirements for this unit.
The features of this assessment are detailed in the following table.
Feature of the
assessment
resource
Explanation
Assessment
information and
scope
This unit describes the skills and knowledge required to
send, receive and manage electronic mail (email), as well as
collaborate online using chat rooms, intranets and instant
messaging.
It applies to individuals who use business technology to perform
a range of routine tasks to communicate with co-workers,
customers or others. The individual will use a limited range of
practical skills and fundamental knowledge in a defined
context under direct supervision or with limited individual
responsibility.
The key outcomes are:
 Implement procedures to send and receive electronic
mail
 Manage electronic mail
 Collaborate online
Assessment
overview
To demonstrate competency, you must successfully complete
all assessment tasks.
Task 1: Online Moodle Quizzes
Task 2: Project: Communicating electronically at BizOps
Enterprises
Task 3: Workplace simulation & Observation
Complete
the
following
tasks
 Task 1: Online Moodle Quizzes
Complete your Moodle quizzes online for each topic. You
will demonstrate a knowledge of the unit requirements in
your responses. These quizzes are self-marking.
 Task 2: Project: Communicating electronically at BizOps
Enterprises
You will demonstrate your skills and knowledge by completing
a scenario-based project.
 Task 3: Workplace simulation & Observation
Your work performance will be documented while being observed
by an assessor.

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TASK 1 – Online Quizzes
Complete the following quizzes on Moodle:
o Topic 1 Online Quiz
o Topic 2 Online Quiz
o Topic 3 Online Quiz
TASK 2 – Project: Communicating
electronically at BizOps Enterprises
Purpose You will demonstrate your skills and knowledge by completing
a scenario-based project.
Task overview
and context
You receive an email from Gina Harris, Human Resources Manager.
Subject: Organising the awards dinner
Hello,
As you know, the human resources team is organising the
annual BizOps Enterprises awards dinner at the local conference
centre. As my administrative assistant, I would like you to be
responsible for the following:
 Sending the invitation for the awards dinner to staff in
each department.
 Emailing staff members a few days before the RSVP
deadline to remind them to respond if they have not yet
done so.
 Sending a map and program for the dinner closer to the
date.
 Sending regular emails to the events manager at the
conference centre (remember to send both Sayo
Yoshida and myself copies of any emails to the
conference centre).
Please refer to ‘BizOps tasks’ in the section that follows for the
tasks that I require you to complete.
Thank you,
Gina Harris
Human Resources Manager
Instructions You must complete all project activity tasks
below. Activity 4 must be assessed by direct
observation.
You may need to access and read the following BizOps policies
and procedures:
 BSBITU213 Electronic-communications-guidelines.pdf
 BSBITU213 Code- of conduct- policy.pdf
You can find these documents in Moodle Assessment tab for this

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unit.
Resource
s
required
The following materials are required for this project to be
completed:
o Access to the internet

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o Computer/office equipment
Access documents in Moodleunit Resources Tab for this unit cluster.
Assessment
conditions
Assessment will be conducted in a safe environment where
evidence gathered demonstrates consistent performance of
typical work activities experienced by individuals using
interpersonal communication skills in a simulated workplace
environment and includes access to:
 Computer/office equipment and resources
 relevant workplace documentation and resources
 interaction with others
Reasona
ble
adjustme
nt
If you are unable to undertake the assessment task as
designed, please speak to your trainer/assessor.
Your BizOps tasks:
You have been asked to manage the responsibilities regarding the annual BizOps awards dinner:
 Organise the printing of invitations and the awards program.
 Send the invitations. Register RSVPs (note whether people are able to attend).
 Forward emails to the conference centre (where the dinner will be held) on
behalf of your manager.
Complete the work activities (below) in relation to your responsibilities.
Activity 1
1. Describe the folders you would create in your email program to store the emails
and their attachments related to the awards dinner.
The email programme folders have been created according to the celebrity and the guest list. There is five
premium folder divided according to the guest list. The board of Directors, Chief executive officer and the
managing directors are in the first guest list, and the necessary attachments are included in the “Folder 1”.
The companies’ accountant and the other manager are included in the “Folder 2”. The third and the essential
payroll team, account team, IT co-ordinators and project list has been included in the “Folder 3”. The forth
folders are included with the HR specialist advisor, HR administration team and product specialist. The last one
is included with the design team, editorial team, production team, advertising sales team and support team. Thus

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2. Explain how you could use distribution lists or group emails to effectively maintain
contact with staff members and the events manager at the conference centre as you
assist with coordination of the awards dinner.
all the attachments will be included in a specific folder.
There are five individual folders have been created for the emails to complete the task. Now the
event managers should maintain the first three folders, which contain the Chief executive officers,
CEO of the company, managers. The staff members should control the other folder containing the
employee and the Team leads attachment. According to the priority, the distribution of the award
dinner location should be distributed. The central focus should be combined with the higher post
holder and the Directors. Then the managers sitting arrangement should be done. Rest invited guest
will be placed after them.

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3. Describe the method you would use to store an email you receive from the printer
containing a mock-up of the awards program. The awards program has been sent as a large
attachment. It contains many images and graphics.
There are several type of photography has been sent by the email. The distribution of the email should
be done through the priority and the award winner’s aspect. The first group or the folder in included
with the Celebrity and Directors collage and individuals photo. After that second folder should be
arranged with the photo of the award giving ceremony. After that one folder should be arranged with
the performance of the employees’ photo. If the first folder has been overloaded then it should be
divided into two parts according to the requirement.

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Activity 2
1. Here is a list of the emails that you receive during the time you are helping to
coordinate the awards dinner.
a. Choose whether you would archive or delete these emails a few weeks after the
night of the awards dinner by placing an  in the checkbox for those emails you
will delete.
✓ Unsolicited advertising material
✓ Seating arrangements for the awards dinner Reminder to staff that RSVPs are required by Monday
✓ Quote for catering from the venue
✓ Invitation to a morning tea last week for a manager’s birthday
✓ Quote received from printer for awards program RSVPs received from staff members Reminder for staff to attend a workplace safety meeting Last month’s stationery order

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b. Identify a mail folder structure that will logically sort the emails that are to be
archived.
Admin
Folder1
Folder2
Folder N

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2. You have been asked to organise a recording of the guest speaker at the annual
awards dinner and send to staff members the day after the dinner. Describe the method
you would use to make this recording available to staff via email.
First of all, a group mail should be created with all staff members’ access. Otherwise, the
all mail address should be attached with the sending mail. If the recording size is large
then, it should be converted into a smaller size. After that, the recording audio should be
uploaded and send to the staff members. For this operation, all emails address should be
correctly included. Otherwise disputed emailed staff will not get the audio. A database can
be created for the email address collection. The audio clarity is dependent on the source
file.

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Activity 3
Your Manager has asked you to organise a video meeting a week before the annual awards with 10
internal staff members across Australia.
1) What are some of the advantages and disadvantages of holding a video meeting?
Advantages:
1. The video calling conference is less time consuming.
2. It does not matter where the staff are staying, video calling is possible from
everywhere.
3. Better training and execution is possible.
4. Travel cost has been reduced.
5. Improved communication with the structured meeting.
Disadvantages:
1. The internet connection is required.
2. The technology is unreliable.
3. Buffering can be challenge.
4. Time zone difference will create a problem.
5. Little bit expensive for the equipment and technology.