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Increase agility and collaboration by allowing a variety of cloud-based tools

When choosing tools for your organisation, have an approach that allows using a wide range of commonly used cloud-based tools.

Configure the tools you do provide to allow interoperability with other organisations.

This will enable your organisation to:

  • remain agile and adaptive
  • respond rapidly in a changing environment
  • keep up with advances in technology
  • work together cohesively with other government organisations
  • interact with organisations outside government.

Note

This advice is aimed at decision makers and designers of Information and Communications Technology (ICT) services in government organisations.

Keep the following 3 principles in mind:

Provide a choice of tools

Enable different and changing user needs to be met by providing a range of similar tools that have may have different strengths. Do not enforce the use of just one tool for a particular purpose.

Cloud-based technology makes it sustainable to adopt a wider range of tools than in the past because less effort is needed to manage them.

Allow your staff to connect to collaborative tools used by other organisations

Enable collaboration with other organisations by allowing your staff to use additional tools that you do not provide which are commonly used by other organisations, within and outside government. You may need to:

  • install new applications on your staff's work devices
  • move browser settings to more permissive levels.

This is particularly important with video conferencing, document management and secure file-sharing software.

For a list of tools that are being used by government organisations, see:

Tools that government organisations are using for working remotely

Train your people to follow best practices

Equip your people to make wise decisions about how to use tools by teaching them the ground rules.

For example, in the case of organising an online meeting, don’t prevent them from using their judgement by turning off features that enable interoperability with other organisations.

Instead, empower your people and equip them to decide when to:

  • allow guests, or to lock down the meeting to internal staff because it may contain sensitive information
  • send out a link that allows anyone to join the meeting, or a link that asks for a logon and password to prevent unknown participants from joining.

Note

This advice does not apply to information classified above RESTRICTED.

For activities involving RESTRICTED information, provide tools that are configured appropriately for that level of security.

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