Learning Critical Digital Tools

Discovering the Critical Digital Tools (CDTs)your organization utilizes, understanding the social norms associated with their use, and mastering their application may seem complex, but it all comes down to a straightforward approach: asking plenty of questions.

If you’re new to the organization

When you first join a new organization, they might brief you on CDTs without you having to inquire. However, there's a good chance that at least one CDT might slip through the cracks. Take something as familiar as phones, for instance. Phones have been part of our lives for so long, and their technical use is so widespread, that an organization's specific social norms around phone usage may go unmentioned when newcomers join the team. It's one of those things that often gets overlooked.

If you're not new to the organization 

Even if you've been with an organization for a while, you might still encounter unexpected CDTs. It could be a unique CDT that only comes into play every two years, and you've only been around for one. Alternatively, it could be a completely new CDT that wasn't well-publicized, or perhaps you missed the announcement somehow. This kind of situation can be especially common in larger organizations, where effective communication between departments can be a real challenge. But even in smaller organizations, it can happen if the individuals introducing a CDT don't do a good job of ensuring everyone understands its purpose and how it functions.

The questions you should ask to identify CDTs

Whether you're new to an organization or not, asking questions actively is crucial to understanding CDTs. Being active means not simply waiting for someone to inform you (they might not) or hoping to absorb knowledge magically (that's not a reliable method, is it?).

These questions don't necessarily have to be directed at others. Some answers can be found in written materials like course syllabi, welcome packets, or organization member handbooks. You can also gather insights by keenly observing your surroundings.

In very broad strokes, your inquiries should fall into the following categories:

• What app/tool is being used?

• Under what circumstances? (e.g. all the time? For special projects/situations?)

• Who should the tool be used with? (e.g. others like you (e.g. students)?  teachers/supervisors? customers?)

• Are their certain social norms/rules associated with the app/tool?  (e.g. emails for assignment or official document submission? Text messages ok, but only during certain hours?)

Five nuanced questions you should ask:

1. What are people using to communicate with each other?  

   1. When?  

   2. Which people?  How do you even find these people?

   3. Do they use formal or informal language on that “channel” when communicating?

   4. What kind of data is allowable to share?  (i.e. security-- can sensitive data be in this channel?

2. How are people arranging to meet with each other?  

   1. How do they keep track of those meetings?

   2. Are the meetings virtual or in-person?  Under what circumstances?

3. What do teachers, supervisors, or other organizational leaders expect when submitting or sharing work?  

   1. Specific app/platform?

   2. Specific document types? (e.g. must be a Word document)  

   3. Methods of submission? (e.g. stored on a server, emailed, etc.)

4. What apps/platforms do other students/co-workers/volunteers use to share and/or collaborate on documents or other data?

   1. Are these apps/platforms just for working drafts or for final versions too?

   2. What kind of data is allowable?  (i.e. security-- can sensitive data be there?)

   3. What is the protocol for accessing apps/platforms data?  Are there special rules about passwords?

5. What app/platform do I use to get information or submit data that’s personal to my involvement in the organization?  In a school, this can include things like grades/transcripts, tuition, and registration, etc. In a company, this can include things like payroll, vacation/sick time availability, agreements/benefits, etc.

Perhaps above all, don’t overlook using your power of observation. 

For example, what do you see people doing?  Does a certain app keep coming up in conversations?  Do others always seem to be giving presentations using a certain format or app?  Who seems to be “in the know” about the way things work?  These types of questions can lead you to ask the right questions of other people.

Who you should ask

Ask questions of every type of person you can think of, not just authority figures.  This will help give you a complete picture of the CDTs.  Types of people you can ask (not necessarily in the following order) include:

In schools:

• Admission officers (especially if you’re not part of the school or off-campus study program)

• Students

• Professors

• RAs

• SAs

• Academic or other advisors

• Registrar’s office staff

• Tutors

• Librarians

• Business office staff

• Technology (IT) staff, starting with the Help Desk

In internships, volunteer orgs, non-profits, and businesses:

• Your boss/supervisor

• Co-workers/other interns or volunteers

• Human Resources staff

• Communications and/or marketing staff

• Technology (IT) staff

• Project leaders

• Staff from other departments/units (e.g. marketing, accounting, support, etc)

In other groups:

• Club presidents

• Instructors

• Coaches

• Pastors/Spiritual leaders

• Assistants

… and literally, anyone who you think might know!