Story

Video 2.5
Source: eCampus Ontario
Length 0:31

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As a learner, and in your future workplace, you will need to use various digital productivity tools to help you complete your work in an organized and efficient way. Digital productivity tools can help you streamline your workflow, organize your digital information, and manage your time. It is important to understand how these different tools are connected, recognize the benefits and limitations for implementation, and productivity outcomes.

The following sections will help you and Jai develop Digital Productivity skills that will help you be successful as a post-secondary learner and professional in the workplace. You will learn about:

• cloud computing;
• word processing;
• digital file management; and
• digital time management.

Cloud Computing

Cloud computing allows you to store and access your applications or data on any device connected to the internet. Cloud computing essentially outsources software, storage, and processing power to “the cloud,” or the internet. With increased online learning and remote work, cloud computing has expanded rapidly in recent years.

Check out this video to learn more about how the cloud works!

Video 2.6
Source: eCampusOntario
Length: 1:12

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Benefits of cloud computing include:

• remote access to your applications and data
• cost savings through free or use-based plans
• enhanced collaboration with classmates and colleagues
• advanced security through innovative solutions and routine maintenance
• data loss prevention through backup and recovery features

Many cloud computing services are free, and some are provided through your post-secondary institution or workplace.

Google, Microsoft, and Apple are popular cloud computing providers that you may already be familiar with. These providers offer similar types of applications but with different names. The following table highlights various types of applications you may need as a post-secondary learner or professional and what each service provider calls them.

Image 2.14
Source: eCampus Ontario
Description: A table of the different cloud computing applications offered by Google, Microsoft 365, and Apple. The first column lists the application type, and then the subsequent columns list the names of the Google, Microsoft, and Apple products. An accessible version of this list is provided below for learners using screen readers.

Accessible Version

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Google and Microsoft 365 are common cloud computing providers in post-secondary and workplace contexts. Take a minute to explore the cloud computing service that is most relevant to you as a learner.

Google Workspace	Microsoft 365
Apps and account features (The Learning Portal, n.d.)	Apps and account features (The Learning Portal, n.d.)

Activity

Instructions

Let’s help our learners decide which Google and Microsoft 365 applications they could use to complete various course tasks.

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Word Processing 

Word processing is the act of using a computer to create, edit, format, save, and print documents. Word processing applications (or “apps”) are the technology tools that allow you to engage in word processing. You can engage in word processing through apps downloaded to your digital device or through cloud-based word processing apps.

The most common word processing apps are Google Docs and Microsoft Word. Both of these apps allow you to do similar things, including:

• insert, cut and paste, and copy text in a digital document;
• change the text fonts for style and emphasis;
• change the layout of the document;
• add simple tables, graphs, and figures;
• perform basic spelling and grammar checks; and
• collaborate with others using comments and tracked changes.

Using word processing apps enhances your digital productivity because you can:

• create, edit, and format documents easily and quickly;
• save your documents and work on them in stages; and
• save your documents in the cloud to access from multiple devices (e.g., computer, laptop, smartphone).

Watch the following video to learn more about using Microsoft 365 Word, a commonly used word processing app in post-secondary and workplace contexts.

Video 2.7
Source: GCFLearnFree. (2016, February 8). Word: Getting Started [Video]. YouTube. https://www.youtube.com/watch?v=j-ZAVHk5SaU 
Length: 4:41

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Activity

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Digital File Management

Managing your digital files in an organized, logical way – whether on your computer, laptop, or in the cloud – is critical to your productivity and success as a learner and a professional.

A digital file is a chunk of information in a document, video, audio, image, or other form. Each digital file has two parts: a name and an extension. The name tells you what is in the file, and the extension tells your computer what kind of file it is and how to open it.

Common extensions for different file types are:

• Document (.docx, .pdf, .pptx, .xlsx)
• Audio (.mp3, .mp4, .wav, .wma)
• Video (.mp4, .mov, .avi, .mpg)
• Image (.jpg, .png, .gif, .bmp)
• Other (.zip, .exe, .html, .rar)

Image 2.15
Source: eCampus Ontario
Description: An infographic categorizing different file type extensions, as follows: Document (.docx, .pdf, .pptx, .xlsx); Audio (.mp3, .mp4, .wav, .wma); Video (.mp4, .mov, .avi, .mpg); Image (.jpg, .png, .gif, .bmp); and Other (.zip, .exe, .html, .rar).

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A file naming convention can help you name your digital files in a logical and consistent way. Here are some guidelines for developing a file naming convention (Zakharov, n.d.).

Image 2.16
Source: Zakharov, W. (n.d.). Data Management for Undergraduate Researchers. Purdue University. https://guides.lib.purdue.edu/c.php?g=353013&p=2378293 
Description: Guidelines for developing a file naming convention are shown in a webpage screenshot. The guidelines are as follows: Establishing an effective file naming convention is an investment of time and effort. It should be based on your articulated needs as well as your team. There are no perfect file naming conventions, but there are some basic rules that can help guide you.” Find the right balance of components for your F.N.C. Too few components create ambiguity; too many limit discovery and understanding. Use meaningful abbreviations. File names that contain too many characters can be unwieldy and cause problems in transferring files. Document your decisions including: what components you will use (the "project name" for example), what are the appropriate entries ("DOEProject"), what acronyms mean (D.O.E. stands for the Department of Energy), etc. Your files will be grouped together based on the first few components so start your F.N.C. with the more general components and move to the more specific ones later on. Dates should always be yyyy-mm-dd to organize files chronologically. A file naming convention breaks down if not followed consistently. Be sure that everyone who needs to use the F.N.C. is aware of it and knows how to apply it.

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Let’s look at some of the files our learners have created!

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Digital folders help you organize your digital files. A digital folder is similar to a physical folder – it is used to separate and store digital files in groups based on topics. You should name each folder based on its topic to help you store and locate your digital files more easily. Folders can hold multiple types of files. So, one folder might contain a combination of document, audio, video, and image files. 

Image 2.20
Source: Lau, J. (2023, June 8). How to organize files and folders. Zapier. https://zapier.com/blog/organize-files-folders/ 
Description: An example of digital folder organization for “Active clients”. The folders are organized alphabetically, which is standard. There are two main folders with subfolders shown. The first main folder is titled “client documents” with the following subfolders: client comms, client files, and client invoices. The second main folder is titled “O.C. documents” with the following subfolders: O.C. comms and O.C. files.

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The following video explains digital files and folders in more detail.

Video 2.8
Source: Dane Hartman. (2016, May 13). Computer Skills Course: File Management, Part 1 [Video]. YouTube. https://www.youtube.com/watch?v=k-EID5_2D9U 
Length: 4:01

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Activity

Let's help Lise organize her digital files into folders! Drag the file name into the proper folder. The box will turn green when it is correct.

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Image 2.21
Source: The Learning Portal. (n.d.). File management [Screenshot]. College Libraries Ontario. https://tlp-lpa.ca/learning-online/file-management
Description: Tips for file management including using folding in a logical hierarchy; giving your files short logical names; backing up important files; displaying your files in a list to see details; and using external storage to access your files on multiple computers. You can read a full description of these tips from the source page.

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Digital Time Management

Time management is the process of dividing your time between various tasks and activities to ensure they are completed on schedule. Digital time management tools can help you be more organized, efficient, and effective in planning and prioritizing your time. Using digital time management tools helps you streamline tasks, achieve your goals, and be more successful as a learner and a professional.

Digital time management tools fall under the umbrella of productivity apps. Productivity apps aim to improve the efficiency of an individual or a team. Productivity apps are a fast-growing trend, especially since the rise of cloud computing and the increase in online learning and remote work. There are several different types of productivity apps available, including:

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Many of these productivity apps have free basic versions with paid plans that offer extra features. However, you don’t need all of these apps to be productive. In fact, using too many productivity apps for too many different tasks can make you less productive, more stressed, and more prone to procrastination (Rebollido, n.d.). One of the simplest and most effective productivity apps you can use to manage your time is a digital calendar (e.g., Google Calendar, Microsoft Outlook Calendar, Apple Calendar).

Digital calendar apps enhance your digital productivity by allowing you to:

• Plan your time daily, weekly, monthly, and annually.
• Schedule events and meetings.
• Set up recurring events.
• Set reminders for upcoming events.
• Use colours to distinguish different types of events.
• Create to-do lists.
• Coordinate events with others.
• Access your calendar from multiple devices (e.g., computer, laptop, smartphone).

As a post-secondary learner, you will need to create semester plans and weekly schedules to manage your time. A semester plan is a master t schedule of everything that you need to get done during a semester (typically four months) for each course, including assignment due dates and exams. A weekly schedule is a plan to keep track of your activities and tasks for the week, including time for coursework (e.g., class times, study times, due dates, tests) as well as other commitments (e.g., going to the gym, appointments, work shifts, volunteering, socializing with friends, family responsibilities). 

Creating weekly schedules and semester plans will help you:

• Prioritize your workflow
• Use your time efficiently
• Establish a routine
• Reduce procrastination
• Achieve your goals
• Set boundaries for a healthy school-work-life balance
• Leave space for unexpected events or spontaneous activities
• Alleviate stress
• Build confidence
• Be prepared for opportunities that arise.

Check out this video about how to create a weekly schedule.

Video 2.9
Source: The Learning Portal / Le Portail d’Apprentissage. (2020, February 27). Why Use a Weekly Schedule? [Video]. YouTube. https://www.youtube.com/watch?v=OJL1Z1QGWi8 
Length: 1:22

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Now watch this video about how to create a semester plan.

Video 2.10
Source: The Learning Portal / Le Portail d’Apprentissage. (2020, July 31). Why is the semester plan important? [Video]. YouTube. https://www.youtube.com/watch?v=A9T2CKye5-g 
Length: 1:59

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Activity

Let’s help Jai organize their week using a digital calendar/template. Fill in a calendar/template with all of Jai’s activities below. Here is one you can use but feel free to search for your own: 

Digital Calendar/Template

Jai is currently taking three courses that involve the following activities:

1. Online Anatomy course
   1. Complete Module 2 online (asynchronously, a total of 4 hours)
2. Hybrid Biology course
   1. Log into 2 synchronous online lectures on Monday (9 to 10:30am) and Wednesday (1 to 2:30pm)
   2. Attend an in-person field trip to the local conservation area on Friday (9am to 1pm)
   3. Study for an upcoming exam (total of 2 hours)
3. HyFlex Psychology course
   1. Complete Module 3 online (asynchronously, a total of 3 hours)
   2. Attend the optional in-person tutorial with their instructor on Thursday (1 to 3pm)

Jai also needs to schedule time for the following:

• Going to the gym (Monday to Thursday 7 to 8am and Saturday 10 to 11am)
• Online appointment with Student Counselling (Wednesday 9 to 9:30am)
• Working part-time at the university library (Tuesday and Thursday 5 to 9pm)
• Volunteering in their university’s STEM program for local youth (Saturday 1 to 4pm)
• Dinner and a movie with friends (Friday 6 to 11pm)

After you’ve filled in Jai’s schedule, think about the following questions…

How will this weekly schedule support Jai’s success as a post-secondary learner?

Do you think Jai has a healthy balance between school, work, and life?

Do you think Jai should add or delete any scheduled activities?

Do you think Jai should change the times of any activities?

Do you think Jai has enough free time for unexpected events or spontaneous activities? 

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