Managing modern teams exam questions

11 Pearson BTEC Digital Information Technology Component 3 exam-style questions on Managing modern teams (A2 Impact of modern technologies), 31 marks in all. Answer them on paper or print them, then open the mark schemes and example answers to see how each is marked.

1State / Give two2 marks

Nettleworth Vets is a veterinary practice with surgeries in three towns. The practice manager uses a shared calendar to arrange the monthly team meeting that all the vets and nurses attend.

Give two ways the manager can use the shared calendar to arrange the team meeting.

[2 marks]

Mark scheme

Award one mark for each correct way, up to a maximum of two marks from:

Check when staff are free/available
Send invitations/invites to the staff
Staff can accept or decline the invitation
Staff can propose a new time/alternative time
Set a reminder/notification for the meeting
Set the meeting to repeat/recur every month
Share the calendar with the staff so they can see the meeting

Do not accept: working on a shared document/seeing the latest version of a file – this is not a way of arranging a meeting

Accept any other appropriate response.

Example answers and how they were marked

Full marks2/2

The manager can check when all the staff are free, and set a reminder so that nobody forgets the meeting.

Why: Checks when staff are free/available (1) and sets a reminder for the meeting (1).

Some marks1/2

The manager can send an invitation to each member of staff, and staff can share documents about the meeting on the calendar.

Why: Sending invitations is credited (1); sharing documents is a collaboration tool, not a way of arranging a meeting, so is not credited (0).

No marks0/2

All the staff can see the latest version of the meeting notes and edit them at the same time.

Why: Describes a shared document rather than a way of arranging a meeting on a shared calendar, so no creditworthy point.

2State / Give two2 marks

Nethercombe Pet Grooming is a pet grooming salon with two branches. It employs 14 staff who work shifts at both branches. The manager has started using a shared calendar to organise the staff.

Give two ways the manager can use the shared calendar to organise the staff.

[2 marks]

Mark scheme

Award one mark for each correct way, up to a maximum of two marks from:

Arrange/set up meetings/appointments with staff
Add staff shifts/rotas to the calendar
Allocate/assign staff to shifts at each branch
Check when staff are free/busy/available
Set reminders/notifications for shifts or deadlines
Set recurring/repeating events for regular shifts
Share the calendar with staff/other managers
Block out staff holiday/leave

Do not accept: activities that are not uses of the calendar to organise staff, e.g. checking stock levels, or uses of other tools such as video conferencing

Accept any other appropriate response.

Example answers and how they were marked

Full marks2/2

The manager can check when staff are free and set reminders for their shifts.

Why: Checking when staff are free/busy (1) and setting reminders for shifts (1) are both listed uses of a shared calendar.

Some marks1/2

The manager can add staff shifts to the calendar and use video conferencing to talk to staff.

Why: Adding staff shifts is credited (1); video conferencing is a communication tool, not a use of the shared calendar, so is not accepted (0).

No marks0/2

The manager can check the stock levels of shampoo and email customers about special offers.

Why: Neither point is a use of a shared calendar to organise staff; stock control and emailing customers are outside this area (0).

3State / Give two2 marks

Nettlecombe Cheese Makers is a company that makes cheese. The company is holding an open day.

Give two benefits of using a Gantt chart to plan the open day.

[2 marks]

Mark scheme

Award one mark for each correct benefit, up to a maximum of two marks from:

Shows the order/sequence that tasks need to be done in
Shows the start and finish dates/timeline of the event
Shows how long each task will take/its duration
Shows which tasks depend on each other so delays can be spotted
Allows tasks to be allocated to staff/volunteers
Makes it easy to track/monitor progress
Shows all the tasks in one place/at a glance

Accept any other appropriate response.

Example answers and how they were marked

Full marks2/2

It shows the order the tasks need to be done in and it shows which tasks depend on each other, so the manager can see if anything is delayed.

Why: Order/sequence of tasks (1) and task dependencies so delays can be spotted (1) are both credited.

Some marks1/2

It shows all the tasks on a timeline, and it is easier than writing everything down.

Why: Start and finish dates/timeline is credited (1); 'easier than writing everything down' is too vague to be a named benefit (0).

No marks0/2

The manager can use it to send reminders to the volunteers and to book the open day in their calendars.

Why: Reminders and booking meetings are features of a shared calendar, not a Gantt chart, so neither point is credited.

4Explain one2 marks

Lowther Furniture Restorers is a company that repairs and restores old furniture. Two members of staff usually work on the same quote and condition report for each piece of furniture, and these are kept as shared documents.

Explain one drawback to the staff of working on a shared document.

[2 marks]

Mark scheme

Award one mark for a correct drawback and one mark for a justification for that drawback, up to a maximum of two marks.

The document is stored online so needs an internet connection (1) so staff cannot open or save it if the connection drops (1)
Two staff can work on the document at the same time (1) so one person's changes can overwrite/undo what the other person has written (1)
Changes are saved automatically (1) so mistakes/accidental deletions are kept without staff realising (1)
There may be more than one version of the document (1) so staff could add their work to an out-of-date copy (1)
Everyone who has access can edit or delete the document (1) so parts of a report could be changed or removed by mistake (1)
Staff need training to use the shared document (1) which takes time away from their usual work (1)

Allow mix and match if it makes sense

Do not accept: hacking/viruses/security risks as these are not drawbacks of working on a shared document

Accept any other appropriate wording/phrasing

Example answers and how they were marked

Full marks2/2

If two members of staff edit the same report at the same time, one person's changes can overwrite what the other person has written.

Why: Drawback named, two staff editing at once (1), justified by the overwriting of the other person's work (1).

Some marks1/2

The staff need a good internet connection to open the shared document.

Why: A correct drawback is named (1) but there is no justification of why it is a drawback.

No marks0/2

A shared document could be hacked by someone outside the company and the reports could be stolen.

Why: This is a security risk, not a drawback of working on a shared document, and the mark scheme does not accept it, so no mark is earned.

5Explain one2 marks

Forthside First Aid Training is a company that runs first-aid courses for local businesses. Three of its trainers work together to update the course handbook using a shared document.

Explain one benefit of the trainers using a shared document to update the handbook.

[2 marks]

Mark scheme

Award one mark for a correct benefit and one mark for a justification for that benefit, up to a maximum of two marks.

Several trainers can edit the same document at the same time (1) so no one has to email their section to be added in later (1)
Everyone always works on the latest version of the handbook (1) because all the trainers' changes are saved to the same file (1)
Trainers can add comments to a section (1) so the others can review the wording before it is used (1)
Changes are tracked (1) so it is clear which trainer changed each part of the handbook (1)
The document can be opened from any location with an internet connection (1) so trainers working at different venues can all contribute (1)

Allow mix and match if it makes sense

Do not accept: benefits of cloud storage/backup (e.g. the handbook will not be lost if a laptop breaks) or of other tools (e.g. video conferencing), as these are not benefits of working together on a shared document

Accept any other appropriate wording/phrasing

Example answers and how they were marked

Full marks2/2

All three trainers can type in the same handbook at once so nobody has to email their sections in to be added together.

Why: Benefit named (1) and justified by the effect on how the trainers update the handbook (1).

Some marks1/2

Everyone always works on the latest version of the handbook.

Why: A correct benefit is named (1) but it is not justified.

No marks0/2

The trainers can use video conferencing to talk through their changes to the handbook.

Why: Names a benefit of a communication tool, not of working on a shared document, so nothing is creditworthy; the mark scheme excludes benefits of other tools.

6Explain one3 marks

Redcliffe Tuition Centre is a tuition centre that runs after-school lessons. It employs 20 part-time tutors who teach in its classrooms and at students' homes. The centre uses a shared online calendar.

Explain one benefit of using a shared calendar to manage the tutors.

[3 marks]

Mark scheme

Award one mark for a correct benefit, one mark for a justification for that benefit and one mark for an expansion of the justification, up to a maximum of three marks.

All tutors can see the timetable (1) so they know when they are booked to teach (1) which means lessons are not missed (1)
Tutors can see when each other is free (1) so the manager can find a time that suits everyone (1) which avoids clashes when arranging meetings (1)
Reminders can be set (1) so tutors are notified before a lesson is due (1) which reduces the chance of staff forgetting or being late (1)
Changes appear straight away (1) so every tutor sees the latest version (1) which means no one works from an out-of-date timetable (1)
It can be opened on a phone with an internet connection (1) so tutors can check where they need to be while travelling (1) which means they arrive at the right place on time (1)

Do not accept 'quicker'/'easier' on its own; any point about keeping data secure

Accept any other appropriate wording/phrasing

Example answers and how they were marked

Full marks3/3

Reminders can be set for each lesson so tutors are notified before they are due to teach which means they are less likely to forget a lesson

Why: Names the benefit (reminders) (1), justifies it (tutors notified before a lesson) (1) and expands it (less likely to forget) (1).

Some marks2/3

All the tutors can see the same calendar so they know when they are booked to teach

Why: Benefit (1) and a linked justification (1), but no expansion of the justification, so the third mark is not earned.

No marks0/3

It is quicker and easier because the calendar is kept online so it saves the centre time

Why: 'Quicker' and 'easier' on their own are not accepted, and no scheduling benefit is named, so no mark is earned.

7Explain one3 marks

Denholm Architects is an architecture practice. Its architects work on the same set of drawings for each building project. The practice uses shared documents stored online.

Explain one benefit to staff of working on shared documents.

[3 marks]

Mark scheme

Award one mark for a correct benefit, one mark for a justification for that benefit and one mark for an expansion of the justification, up to a maximum of three marks.

More than one architect can edit the same drawing at once (1) so they can see each other's changes as they are made (1) which means no one has to wait for the file to be free (1)
Everyone works from the same version (1) because the document saves/syncs automatically (1) so staff do not use out-of-date drawings (1)
Comments can be added to a section (1) so staff can discuss a change in one place (1) rather than sending lots of separate emails (1)
The version history is kept (1) so an earlier version can be restored (1) which means a mistake can be undone (1)
The document can be opened from anywhere with an internet connection (1) so staff can work on it from home or from site (1) which means work carries on outside the office (1)
Access can be set for each person (1) so only chosen staff can edit the drawings (1) which keeps unfinished designs confidential (1)

Do not accept 'quicker'/'easier'/'more efficient' on its own; any point about hardware such as the cost of computers

Accept any other appropriate wording/phrasing

Example answers and how they were marked

Full marks3/3

Everyone works from the same version because the document syncs automatically so the architects do not use out-of-date drawings

Why: Benefit (same version) (1), justification (syncs automatically) (1) and expansion (no out-of-date drawings) (1).

Some marks2/3

More than one architect can edit a drawing at the same time so they can see each other's changes as they are made

Why: Benefit (1) and linked justification (1); there is no expansion, so the third mark is not earned.

No marks0/3

It is more efficient because the drawings are stored in the cloud

Why: 'More efficient' on its own is not accepted and cloud storage is not a collaboration benefit, so no mark is earned.

8Describe3 marks

Larkvale Care Agency provides home visits for elderly clients. Its care staff work alone at clients' homes across the county. The manager uses a shared calendar to plan the visits.

Describe how the shared calendar helps the manager to organise the care staff.

[3 marks]

Mark scheme

A description of how a shared calendar is used to organise staff. To include three from

Visits/shifts/rotas can be added to the calendar (1)
Staff can be invited/assigned to a visit (1)
Staff can accept, decline or propose a new time for a visit (1)
Staff/the manager can see when each other are free or busy so visits are not double-booked (1)
Reminders/notifications can be set so staff do not miss a visit/shift (1)

Allow: adding a visit to the calendar on its own earns the first mark.

Do not accept: moving cards from 'to do' to 'done', as this is a Kanban board, not a shared calendar.

Accept any other appropriate response.

Example answers and how they were marked

Full marks3/3

Each carer's visits are added to the shared calendar. The manager can see who is free and who is busy so two carers are not sent to the same client at the same time. A reminder is sent to the carer before each visit so nobody forgets.

Why: Three separate creditworthy points: visits added to the calendar (1), seeing who is free or busy so visits are not double-booked (1) and reminders before a visit (1).

Some marks2/3

The manager can add the visits to the shared calendar and the carers get a reminder before each one.

Why: Visits added to the calendar (1) and reminders set (1); no third point given.

No marks0/3

The manager can move each carer's jobs across the calendar from 'to do' to 'done' when the visit is finished.

Why: Describes a Kanban board, which the mark scheme does not accept as it is a different planning tool from a shared calendar.

9Explain two4 marks

Pellowe Architects designs school buildings. A team of six staff work on the drawings for each building. The team use shared documents to work on the drawings together.

Explain two ways shared documents allow the team to work together.

[4 marks]

Mark scheme

Award one mark for each correct way and one mark for a justification of that way, up to a maximum of four marks.

More than one member of staff can edit the same document at the same time (1) so the whole team can add to the drawing without waiting for each other (1)
Staff can see other people's changes as they are made/live (1) so everyone can see the latest version of the drawing (1)
Everyone works on the same version of the document (1) so no-one is working from an out-of-date drawing (1)
The document can be opened anywhere with an internet connection (1) so staff can work on the drawing from home or from a site visit (1)
Staff can add comments to the document (1) so the team can discuss part of a drawing without needing a meeting (1)
Earlier versions are saved (1) so the team can go back to an older drawing if a change is wrong (1)
Permissions can be set on the document (1) so only the staff who need to change the drawing are able to edit it (1)

Do not accept 'quicker' or 'easier' on its own.

Accept any other appropriate wording/phrasing.

Example answers and how they were marked

Full marks4/4

Two members of staff can edit the same drawing at the same time so they can both add their ideas without waiting for the other to finish. All the staff also see the changes as they are made so no-one is working from an old copy of the drawing.

Why: Two credited ways (simultaneous editing, changes seen live) each with a justification: 1+1 and 1+1.

Some marks2/4

Staff can see other people's changes straight away so they always have the most up-to-date drawing. It is also easier because six staff can use it.

Why: Credited way (1) and justification (1). 'Easier' on its own is not credited, so no further marks.

No marks0/4

Shared documents mean the drawings are stored online so the company does not have to buy extra hard drives to keep them on.

Why: This is about storage space rather than staff working together, so neither the point nor the expansion is creditworthy.

10Explain two4 marks

Porthcarrow Model Makers makes scale models for museums. It has workshops in two towns. Staff use video conferencing for their weekly project meetings.

Explain two benefits of using video conferencing for the weekly meetings.

[4 marks]

Mark scheme

Award one mark for each correct benefit and one mark for a justification of that benefit, up to a maximum of four marks.

Staff do not have to travel between the two workshops (1) so they do not lose working time driving to the other town (1)
Staff in both workshops can join the same meeting at the same time (1) so problems with a model can be sorted out there and then (1)
Staff can see each other (1) so it is easier to read body language / see facial expressions / tell whether someone agrees with a decision (1)
A member of staff can share their screen (1) so everyone can look at the same model design and comment on it (1)
Staff can send live chat messages during the meeting (1) so they can ask a question without interrupting whoever is speaking (1)
The meeting can be recorded (1) so staff who could not attend can watch it later (1)
Staff can join from another site or from home with an internet connection (1) so the meeting still goes ahead if someone cannot get to a workshop (1)

Allow: saving travel time or saving money on travel as a justification for staff not having to travel between the workshops

Allow mix and match if it makes sense

Do not accept 'quicker'/'cheaper' on their own; points about other tools, such as a shared calendar

Accept any other appropriate wording/phrasing.

Example answers and how they were marked

Full marks4/4

The staff in the two workshops can be in the same meeting without travelling so nobody spends half a day driving to the other town. A member of staff can share their screen so the whole team can look at the model design together and suggest changes.

Why: Credited benefit (no travel between the workshops) with its justification (1+1), and a second credited benefit (screen sharing) with its justification (1+1).

Some marks2/4

Staff in both workshops do not have to travel to the meeting which saves the company money on travel. It is also quicker.

Why: Credited benefit (1) and justification (1), as the scheme allows saving money on travel as a justification for not travelling. 'Quicker' on its own is not credited, so no further marks.

No marks0/4

Video conferencing lets the staff put the meeting in a shared calendar so they all know when the weekly meeting is.

Why: This is about a shared calendar, a scheduling tool, not video conferencing, so neither point is creditworthy.

11Explain two4 marks

Prudhoe Firework Displays puts on firework displays for towns and councils. It plans several displays at the same time. Staff use a Gantt chart to plan each display.

Explain two benefits of using a Gantt chart to plan the displays.

[4 marks]

Mark scheme

Award one mark for each correct benefit and one mark for a justification of that benefit, up to a maximum of four marks.

It shows which tasks must be finished before others can start (1) so staff know the order to do each job in (1)
It shows a start date and an end date for each task (1) so staff can see when each part of the display must be finished (1)
The whole display is shown on one chart (1) so the manager can see at a glance how the work is going (1)
Tasks can be shown against the staff who will do them (1) so each member of staff knows which jobs are theirs (1)
Progress can be marked on the chart (1) so the manager can see whether the display will be ready on time (1)
It shows which tasks run at the same time (1) so staff can plan so that two jobs do not need doing on the same night (1)
It can be shared with all the staff (1) so everyone works from the same plan (1)

Do not accept: 'it is more organised' on its own.

Accept any other appropriate wording/phrasing.

Example answers and how they were marked

Full marks4/4

It shows which tasks have to be finished before others can start so the staff know the order to do each job in. It also shows a start date and an end date for every task so the manager can see when each part of the display must be finished.

Why: Two credited benefits (order of tasks; start and end dates) each with a justification: 1+1 and 1+1.

Some marks2/4

The whole display is shown on one chart so the manager can see at a glance how the work is going. It also keeps the staff more organised.

Why: Credited benefit (1) and justification (1). 'More organised' on its own is not credited, so no further marks.

No marks0/4

A Gantt chart means each member of staff has their own calendar, so they can accept or decline meeting invitations.

Why: This describes a shared calendar, not a Gantt chart, so neither point is creditworthy.

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