A3 Part 2 – Individual Reflective Task 15%
Option 1: Reflection on a virtual communication experience
1: 200-250 words explanation of the scenario
In my previous internship, I operated in a busy company that had its offices across the globe. Sometimes, we could be assigned tasks for other branches in Australia. Second, my immediate supervisor managed several production departments across the Australia continent; therefore, he could travel often. First, I encountered virtual communication when I was assigned to track the production in one of the branches located at Oceana. In reaching my colleagues in Oceana, I frequently used Zoom for meetings. Besides, my immediate supervisor used zoom for meetings and information sharing. At first, I had a negative attitude about the application since it comprises several features that were confusing, therefore, discouraging my attraction to the Zoom application. Although I never liked my first encounter with Zoom, I later liked its ability to share information and hold virtual meetings. Through Zoom, I was able to know and understand the physical reactions of my colleagues in Oceana as well as getting immediate feedback. Every Friday, we could hold a meeting with my supervisor, together with other individuals holding a similar position for reporting and strategizing. This aspect made me like the application as it was convenient for us and the management since we were able to coordinate and reach each other irrespective of geographical location. From these interactions with the Zoom application, I can consider it crucial and best for companies and businesses operating in different geographical locations.
2: Which are 800 words answering the following
For individuals to effectively hold video conferencing using Zoom, they must download the application in advance. The application provides a virtual office, and it requires one to sign in using to their account. Like physical meetings, the video conferencing still requires a conducive environment. In ensuring a quiet environment, one is supposed to mute their microphone upon their entry in the meeting; therefore, reducing the noise from other participants. This move helps in facilitating the host to ensure an effective meeting. During our meeting with my immediate supervisor (host), he only shared a link for the meeting, and we joined the video conferencing through the link. Using zoom for communication, it leads to negative and complicated experience, especially for beginners, since it involves serious coordination and mindful timing. Before holding a meeting with the supervisor, we could prior send our report using OneNote. The software allowed the supervisor to preview the reports before the initial meeting. On meeting day, was the most preferred communication application since it helped in carrying out a controlled meeting. Our supervisor always remained the host, therefore, indicating that he had the right to determine the members present for the meeting. I liked the feature of zoom whereby the host has control over the participants since it ensures effective control over the meeting. During the meeting, the zoom application was crucial since it allowed the participants to share the additional file as the meeting continues as well as the ability to view the attached file. Generally, the Zoom application has clearly replaced the physical meeting since it provides almost the same experience with the physical meeting, but it is more convenient since one can access and meet anywhere.
Situations analysis
My experience in using the Zoom application is characterized by both a positive and negative perspective. For instance, it was my first time ever to use Zoom for a virtual meeting, and I had a hard moment in determining the correct step on joining the meeting as well as communicating. At first, I considered zoom as complicated software that requires special skills for operation. These difficulties and several features associated with Zoom discouraged me from using the application, but since it was company policy to use Zoom for communication, I had no option that learns how to use it. After learning the guideline on how to use Zoom, I started developing a positive perspective on the whole application, especially for sharing information and immediate feedback. Initially, I could not contribute to any meeting since my timing was poor, but after learning, I have significantly improved. In the Zoom application, there is a tab on the screen, which allows the meeting participants to share documents and files while in the middle of the meeting.
Zoom host is able to control the participants, and the application has the ability to hold more members for a meeting. These features make the host of meeting exercise his rights. For instance, in a scenario whereby the participant is not cooperative in the meeting, the host can remove him/her in the meeting. I just remember my first meeting with my supervisor. I was removed from the meeting since I was green in using the application; therefore, I made several mistakes in a meeting. I just like interaction with colleagues physically since it provides one with the ability to learn more about their behaviors and reactions. Besides, physical meeting makes the participants contribute more, therefore, making it effective. Similarly, the Zoom application provides a virtual platform whereby colleagues have virtual interactions. I just like its ability of video conferencing since it provides me with a chance to view body reactions during debates. I like the application because it made interacting with my colleagues irrespective of geographical location. In other words, it has replaced the physical meetings. Therefore, increasing convenience. From these features of Zoom, I can state that the clearly led to my positive experience about the Zoom at my internship.
Impacts of Zoom of communication
In my opinion, Zoom is changing communication in a different scenario. For instance, in business, the management prefers the use of technology in holding the meeting. Zoom leads to effective communication since it leads to increased effectiveness in communication through ensuring high-quality video and audio. The Cloud video communication solution provided by Zoom has made it effective for businesses to operate and hold meetings irrespective of the location. Through the use of Zoom video conferencing, I have learned it always possible for individuals to always keep in touch irrespective of the geographical area. In my opinion, communication tools such as Zoom facilitates effective communication, especially in the workplace, since it leads to effective culture. The communication tools help in providing and encouraging immediate feedback, therefore, making it easy for decision making. Also, it helps in carrying out video conferencing, which in return helps in understanding the body language and response. Other significant communication tool is that it leads to an increased contribution of ideas from the participants. From the above discussion, I support the concept which states that communication tools that have positively impacted the communication. Even though they facilitate effective communication, it is essential to consider other communication mediums such as phones and laptops since they interact well with the set communication tools.