Implementing Mobile Technologies to Enhance Communication

For my plan on implementing mobile technologies (see Appendix A), the problem I selected is increasing communication between various groups. This plan will detail how the workplace problem of inefficient communication can be solved with mobile technologies. By using mobile collaboration tools, team members will have the ability to engage in real-time communication, share updates, and collaborate effectively, despite working remotely. The plan also addresses potential challenges like data privacy and security, providing solutions through the integration of best practices in mobile technology usage.

Workplace Environment

The workplace environment is a small eLearning development company that specializes in creating online courses for corporate clients. The team includes instructional designers, subject matter experts (SME), and project managers. The team members work remotely, which makes communication and collaboration challenging.

Problem

The problem includes inefficient communication between team members during the development of instructional courses. There have been delays in feedback and missed updates on courses builds that have caused delayed project timelines and misunderstandings. Team members lack a communication method that is organized and centralized to communicate in real time.

Target Audience

The target audience includes instructional designers, SMEs, and project managers working together to build instructional courses. They are professionals with different levels of technological proficiency, and all need a user-friendly mobile communication tool to collaborate effectively.

Purpose

The purpose of this training is to enhance communication and collaboration between team members involved in instructional course development by implementing mobile technologies. The training will introduce tools like Microsoft Teams and Trello to enable real-time messaging, file sharing, and project updates. Team members will learn how to use these mobile platforms to enhance communication and improve collaboration. The training will also address ethical considerations such as data privacy and security to ensure team members use the tools effectively and responsibly.

Goals

• Enhance communication between team members by using a centralized mobile platform that allows for instant messaging, file sharing, and project updates.
• Enhance collaboration and feedback during course builds, reducing project delays and ensuring efficient workflows.

Mobile Technologies

The implementation plan will include the following mobile-friendly collaboration tools that can be accessed on smartphones and tablets:

Microsoft Teams: A mobile-based platform for real-time communication, file sharing, project updates, and team collaboration. This application allows users to create channels or teams dedicated to specific projects, share files, and communicate via text or video.

Trello: This project management tool integrates with Microsoft Teams and offers mobile apps for team members to track project progress, assign tasks, and set deadlines.

Ethical Dilemmas

One ethical dilemma that could challenge the implementation plan includes data privacy and security. “Data privacy and security is a current issue in education as more educators are using technology within the classroom. The problems and issues surrounding the mobile internet usage include information tracking, leaked, collected, and shared” (Powell et al., p. 2, 2021). Mobile communication tools must prioritize data privacy and security to protect confidential project information and intellectual property. Concerns may arise regarding how data is stored, shared, and who has access to it.

To address these concerns, best practices include implementing “strict access controls and encryption measures, ensuring that only authorized personnel can access sensitive information” (Borky & Bradley, par. 19, 2020). It’s also important to require team members to use company-approved devices and secure their accounts with multi-factor authentication (MFA). Regular security audits should be conducted to ensure compliance with privacy regulations and to maintain strong data protection.

Plan Implementation

To implement the mobile technologies plan in the workplace environment, I will start with careful planning and research. This includes identifying the best collaboration tools that fit the team’s needs by considering usability, security, and cost. The previously mentioned options, Microsoft Teams and Trello, will be evaluated based on user experience and their ability to integrate with the company's existing software infrastructure. The next step will be to run a pilot test with a small group of team members using the selected tools. During the pilot, “feedback will be gathered on the ease of use, efficiency of communication, and overall satisfaction’ Malmqvist et al., par. 21, 2019). I will also monitor improvements in project timelines and track any user-related issues or security risks that might occur.

If the pilot is successful, the mobile communication tools will be implemented across all teams involved in instructional course builds. Team members will receive comprehensive training through Articulate Rise on how to effectively use the apps for project updates, messaging, file sharing, and collaboration. The training will include interactive modules, demonstrations, and practical activities to ensure that users can confidently navigate the tools. In addition to the Articulate Rise training, supplementary guides and resources will be created to provide step-by-step instructions and best practices for optimizing communication and project management. These materials will serve as ongoing references for users and will be accessible at any time for quick troubleshooting or further learning.

Ongoing monitoring and review of the effect of the tools on team collaboration, project timelines, and overall satisfaction will be performed. Regular feedback will be requested from team members to identify areas for improvement, refine guidelines, and explore additional integrations with other software as needed. Periodic reviews will help ensure that data security and privacy measures continue to be effective.

Administration Approval

If administrative approval is required for implementation, I will develop a presentation explaining the benefits of using Microsoft Teams and Trello. The presentation will focus on how these tools can enhance communication and collaboration and reduce project delays and increase productivity. It will also include a cost-benefit analysis, detailing licensing fees, the time saved during course development, and the potential for enhanced client satisfaction. I will also collaborate with the company’s IT department to address data privacy concerns and ensure compliance with security regulations.

References

Borky, J. M., & Bradley, T. H. (2020). Protecting Information with Cybersecurity. Effective Model-Based Systems Engineering, 345–404. NCBI. https://doi.org/10.1007/978-3-319-95669-5_10

Malmqvist, J., Hellberg, K., M?ll?s, G., Rose, R., & Shevlin, M. (2019). Conducting the Pilot Study: a Neglected Part of the Research Process? Methodological Findings Supporting the Importance of Piloting in Qualitative Research Studies. International Journal of Qualitative Methods, 18(1), 1–11. https://doi.org/10.1177/1609406919878341

Powell, L., Swartz, J., & Hendon, M. (2021). Awareness of mobile device security and data privacy tools. Issues in Information Systems, 22(1), 1–9. https://doi.org/10.48009/1_iis_2021_1-9