Digital Competency Series: Understanding Digital Literacy
Developing a diverse set of digital skills is essential for both personal and professional development in today's technology-driven world. The Government of Canada has developed a framework of six key digital competencies (accessible only on the Government of Canada network) to guide team and personal development: digital literacy, continuous improvement, information and data stewardship, digital responsibility, cybersecurity vigilance, and inclusive interactions. This series of six articles will cover each of these competencies, offering valuable insights and practical strategies to help you develop these essential skills, enabling you to navigate the digital landscape with confidence and contribute effectively to an increasingly connected environment.
Introduction
The pace of technology adoption and change in our workplace can feel overwhelming. It can also feel scary when we're asked to use new technology or digital tools to do our work. It's natural to feel uncertain, especially if we worry about making a mistake or breaking something. In addition, this sense of feeling overwhelmed can be fuelled by the overuse of jargon and exclusive-sounding buzzwords by consultants and digital teams.
At the same time, it's likely that you've already learned a lot about applying technology and digital tools in your work. Most public servants engage with all sorts of technology every day while doing their jobs: We send emails instead of paper memos, we rely on spell check instead of a dictionary and we google answers instead of heading to the library. Most of us carry a powerful computer that's connected to the Internet in our pocket and use it to make purchases online and everywhere else in our lives. Many of us stream shows over the Internet or have smart devices in our homes. In addition to being a public servant, you are likely a digital citizen in a connected and digital world. It's important to build our understanding of how it all works so we can make sense of new things as they come along.
What is digital literacy?
Digital literacy is about being able to use technology and software to complete tasks and achieve outcomes while also safeguarding privacy and security—for both yourself and the Government of Canada. It's not just about being able to use a computer or smartphone; it's about choosing the right digital tools for the job, solving common technical problems, and staying updated on the latest digital standards and policies.
For instance, being digitally literate means you can find the best tool to streamline your work, whether it's a project management app or a new software that makes collaboration easier. It also involves tackling everyday technical issues like login problems and maintaining good cyber security practices.
Beyond just using tools, digital literacy encourages continuous learning. This means keeping up with new digital tools, methods and approaches that can make your work more efficient and innovative. Whether you're working on a team project or looking for ways to improve your workflow, being digitally literate ensures you're making the most of the technology available to you.
What does digital literacy look like?
Digital literacy means knowing how to effectively use and understand modern tools, technologies, and methods to boost productivity, teamwork, and creativity in the workplace:
- Understanding technology: Knowing the basics of technology (such as the notions in the list below about what a digitally literate person should be familiar with) helps you contextualize how different tools are likely to work and how you might think about privacy and security.
- Building proficiency with tools: Most public servants will use computers and digital tools daily. Many use office productivity tools—for example, in the Government of Canada this often means software such as Outlook, Word, Excel and PowerPoint—for multiple hours per day. There are many helpful features, tips and shortcuts that can save time, make documents easier to share, or improve readability. If you feel like a beginner with any of those tools, it's worth watching videos or reading guides; if you can find a shortcut that saves a few minutes every time you use Outlook, the time that you save adds up over a month.
- Improving productivity and collaboration: One of the most powerful features of a world of continuously updated, interconnected, and cloud-based software is how well public servants can work together and with partners. Public servants collaborate through Word documents by sharing them, commenting, and making suggestions in track changes. But teams can also dramatically improve their collaboration through tools like virtual whiteboards (for example, MS Whiteboard, Miro and Mural), planning and organization tools (for example, MS Planner, Padlet and Trello) and many more. Team meetings, when the topics are non-sensitive, are great spaces to learn new tools and make meetings both more effective and far more enjoyable.
- Making safety and security a priority: Digital literacy includes making safety and security a priority in all digital interactions. This means protecting your own privacy, the privacy of the people and organizations you work with, and that of the Government of Canada overall. This means being vigilant about data sharing, recognizing security threats, and following best practices like using secure networks and strong passwords. Understanding how different technologies handle data and operate in cloud-based environments helps you make informed decisions, ensuring that security is integral to your digital habits and protecting the integrity of your work and organization.
These are just some common practices; the ubiquitousness and options for digital tools are only going to expand. A curious continuous learning mindset is key to digital literacy.
It all starts with computers
Despite the rapid advancements in technology, the core principles of how personal computers function have remained largely the same since the 1970s. Computers operate by taking inputs, processing information, storing data, and providing outputs, such as displaying content on a screen or creating files. Programs and operating systems continue to serve as instructions for managing these processes. Servers, which are more powerful computers used over networks, handle larger tasks and store shared information. What has changed, though, is how quickly and efficiently large amounts of data can be transmitted between these systems and across the globe. Servers containing an organization's digital information used to be on site and separated from the Internet—today, organizations including the Government of Canada use a combination of software and infrastructure approaches, including cloud-based services. This means a much wider range of available tools and services, which can be updated continuously. On the other hand, it also means that information security has had to evolve, and public servants need to be personally responsible for knowing whether they're connecting information to a secure software, or to open platforms that may leak data.
That's just one example, and all technological change comes with a new set of capabilities but also considerations. The more individual public servants understand the basics, the more they can contextualize and adapt. Accordingly, understanding technology basics is crucial for digital literacy.
Here is a non-exhaustive list of notions a digitally literate person should know:
- Basic computer functions: Know how to operate a computer, including using the operating system (for example, Windows, macOS) and basic software applications (for example, word processors, spreadsheets).
- Data management: Understand how to retrieve, store and use digital information in an ethical way. You can start by taking this course: Fundamentals of Information Management (COR501).
- Internet navigation: Be able to browse the web, use search engines, and understand how to evaluate the credibility of online sources.
- Email and communication: Know how to use email effectively, including managing attachments, understanding email etiquette, and using communication tools like messaging apps.
- Software proficiency: Be familiar with common office productivity tools (for example, Microsoft Office), including their key features, shortcuts, and best practices for creating and sharing documents. You can start by reading this article: Clicks and Tips: Maximizing Your Productivity (DDN2-A42).
- Basic troubleshooting: Know how to solve common technical issues, such as connectivity problems or software glitches, and understand when to seek help.
- Security awareness: Be aware of basic cyber security practices, including recognizing phishing attempts, using strong passwords, and understanding privacy settings. You can start by taking this course: Discover Cyber Security (DDN235).
- Cloud computing: Understand how cloud-based services work, including file storage and collaboration tools, and the importance of data backups. You can start by taking the course Discover GC Cloud (DDN104).
By understanding these basics, you'll be able to use technology smoothly and safely. But know that this is just a starting point.
It's okay to ask questions
If you find yourself in a discussion about technology and you're feeling unsure, it's okay to ask for an explanation. Ask people to simplify, break it down into key concepts, and use plain language or explain what the new terminology means. It can feel intimidating to ask, but the alternative (guessing, or just going along with it) can be risky, especially if you're being asked to make decisions. Experts will be happy to take a few minutes to make sure you have the grounding and knowledge you need.
If you consider yourself to be relatively digitally literate, you can help make this easier by forgoing unnecessary jargon or at least explaining it, not assuming what people know, and making it safe to ask questions by being kind and helpful in your responses. It's also helpful to stick to the basics and not overwhelm people with details unless they ask for those.
Starting from where you are
It's okay if you don't quite see yourself as a digital public servant… yet. You don't need to learn all the things at one time. You don't need to know all the jargon or lingo to participate. In fact, we need less jargon and more plain language to help public servants understand how best to use digital technology to do their best work. Digital literacy helps all of us to make sense of the ever-changing landscape of new things coming at us.
The good news is that you can start today from where you are. The next time someone starts talking about technology, lean in instead of shutting down. Stay committed to learning and building on the basics. Try new digital tools and learn how they could work for you; notice what tools and practices others are using and ask about them. Planning, projects, and team meetings are great opportunities to try new approaches. You don't need to be an expert, you just need to be curious, committed to trying new things and learning as you go.
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