Unit 5 - Sources of Information

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Unit 5 - Sources of Information

  1. 1. Sources of Information Unit 5
  2. 2. Learning Outcomes <ul><li>What is Information? </li></ul><ul><li>Heather’s Role! </li></ul><ul><li>Sources of Information </li></ul><ul><li>Paper-Based Sources of Information </li></ul><ul><li>Alternative route! </li></ul><ul><li>Electronic-Based Sources of Information </li></ul>
  3. 3. What is INFORMATION? <ul><li>Information is the LIFEBLOOD of every organisation </li></ul><ul><li>Without information decisions cannot be made and the business will fail </li></ul><ul><li>Every day at Caledonian Health & Fitness information is received, processed and sent: </li></ul><ul><ul><li>Mr Smart relies on knowing what the customers want </li></ul></ul><ul><ul><li>Mrs McKenna informs senior management how well the business is performing financially </li></ul></ul><ul><ul><li>Mr Cruit receives notes on potential employees </li></ul></ul><ul><ul><li>Mr Nichols learns of suppliers who are offering discounts </li></ul></ul><ul><ul><li>Mrs Ambleon discovers what competitors are offering their customers </li></ul></ul>
  4. 4. Heather’s role! <ul><li>Organisations require a wide range of information in order to operate efficiently </li></ul><ul><li>At Caledonian Health & Fitness a wide variety of information pours into and is used by the employees every day. </li></ul><ul><li>A key task of Heather, the administrative assistant, is to know WHERE to find the information required. </li></ul>
  5. 5. Activities <ul><li>Complete the following tasks in your activities booklet: </li></ul><ul><ul><li>Question 1: What is information? </li></ul></ul><ul><ul><li>Question 2: Examples of information </li></ul></ul>
  6. 6. Sources of Information <ul><li>Heather’s first task is to discover the different sources of information that are used at Caledonian Health & Fitness </li></ul><ul><li>She discovers the following: </li></ul>PAPER BASED <ul><li>Pears Cyclopaedia </li></ul><ul><li>Roget’s Thesaurus </li></ul><ul><li>The Phone Book </li></ul><ul><li>Chambers Dictionary </li></ul><ul><li>Who’s Who </li></ul><ul><li>Atlas of the World </li></ul>ELECTRONIC BASED <ul><li>TV (teletext) </li></ul><ul><li>E-mail </li></ul><ul><li>Electronic Diary </li></ul><ul><li>CD-ROM </li></ul><ul><li>Internet </li></ul><ul><li>Intranet </li></ul><ul><li>Computer Files </li></ul>PEOPLE <ul><li>Face-to-face </li></ul><ul><li>Meetings </li></ul>
  7. 7. PAPER BASED Sources of Information <ul><li>The most common sources of Paper Based information are the following: </li></ul><ul><ul><li>DICTIONARY </li></ul></ul><ul><ul><ul><li>this provides us with the meaning and spelling of words </li></ul></ul></ul><ul><ul><li>ROGET’s THESAURUS </li></ul></ul><ul><ul><ul><li>this provides us with a list of words with similar meanings </li></ul></ul></ul><ul><ul><li>YELLOW PAGES </li></ul></ul><ul><ul><ul><li>provides a list of business numbers ( useful if trying to find a supplier for materials; florist to send flowers for a special occasion etc ). </li></ul></ul></ul>
  8. 8. PAPER BASED Sources of Information <ul><ul><li>ENCYCLOPEDIEA </li></ul></ul><ul><ul><ul><li>a wide variety of information can be found eg people; places; history; events etc </li></ul></ul></ul><ul><ul><li>WHITAKER’S ALMANAC </li></ul></ul><ul><ul><ul><li>this provides us with information about every country in the world </li></ul></ul></ul><ul><ul><li>WHO’S WHO </li></ul></ul><ul><ul><ul><li>this provides us with information on famous people – tells us about their backgrounds; achievements; etc </li></ul></ul></ul>
  9. 9. PAPER BASED Sources of Information <ul><ul><li>ATLAS </li></ul></ul><ul><ul><ul><li>information about climate; population; rivers; lakes; mountains etc </li></ul></ul></ul><ul><ul><li>ROAD MAPS </li></ul></ul><ul><ul><ul><li>essential guides for road users </li></ul></ul></ul><ul><ul><ul><li>provides information on distances; identifies where parking facilities are etc </li></ul></ul></ul><ul><ul><li>AA/RAC HANDBOOKS </li></ul></ul><ul><ul><ul><li>Provides a wide variety of information </li></ul></ul></ul><ul><ul><ul><li>Eg maps; list of hotels in certain areas; availability of ferries; distances between towns etc </li></ul></ul></ul>
  10. 10. Activities <ul><li>Complete the following tasks in your activities booklet: </li></ul><ul><ul><li>Question 3: Paper-Based sources of information </li></ul></ul><ul><ul><li>Question 4: Advantages and Disadvantages of Paper-Based sources of information </li></ul></ul><ul><ul><li>Question 5: Identify the correct source of information </li></ul></ul><ul><ul><li>Question 6: Define the sources of information </li></ul></ul><ul><ul><li>Question 7: What paper-based sources of information do you use? </li></ul></ul>
  11. 11. Is there a better way to find Information? <ul><li>Heather appreciates that some </li></ul><ul><li>paper based sources of </li></ul><ul><li>information are essential </li></ul><ul><li>however realises that with the </li></ul><ul><li>advancement of new technology </li></ul><ul><li>it is easier and quicker to </li></ul><ul><li>retrieve, store and edit </li></ul><ul><li>information more efficiently </li></ul>
  12. 12. In what way could electronic based sources of information improve the way in which Caledonian Health & Fitness operates? <ul><li>Heather recommends to Mr Millar that </li></ul><ul><li>electronic sources of information should be </li></ul><ul><li>used for the following reasons: </li></ul><ul><li>Information is up-to-date </li></ul><ul><li>Easy to access information eg 24 hours a day </li></ul><ul><li>Speed of access means that time is saved compared to searching through paper based sources of reference </li></ul><ul><li>Wide number of people have access to the same information </li></ul><ul><li>Speeds up the decision making process </li></ul><ul><li>Wide variety of information can be found </li></ul>
  13. 13. ELECTRONIC BASED sources of Information <ul><li>The main sources of electronic </li></ul><ul><li>based information are: </li></ul><ul><li>CD-Rom </li></ul><ul><li>TV </li></ul><ul><li>Intranet </li></ul><ul><li>Internet </li></ul>
  14. 14. CD-Rom <ul><li>Heather discovers the key features </li></ul><ul><li>of a CD-Rom: </li></ul><ul><li>It is a computer operated database which holds a vast amount of information. </li></ul><ul><li>Using the search feature, information can be found very quickly. </li></ul><ul><li>There is a vast amount of information which can be found using a CD-ROM. The following illustrates some examples: </li></ul><ul><ul><li>Road maps and routes </li></ul></ul><ul><ul><li>Back issues of newspapers </li></ul></ul><ul><ul><li>Social trends </li></ul></ul><ul><ul><li>Regional trends </li></ul></ul><ul><ul><li>Encyclopaedia Britannica </li></ul></ul>
  15. 15. TV <ul><li>Heather was surprised to discover how </li></ul><ul><li>valuable the TV is as a source of </li></ul><ul><li>information! </li></ul><ul><li>The television provides information through Teletext, Ceefax etc. </li></ul><ul><li>The following types of information are examples of what can be found: </li></ul><ul><ul><li>Up-to-date news </li></ul></ul><ul><ul><li>Share prices </li></ul></ul><ul><ul><li>Weather forecast </li></ul></ul><ul><ul><li>Road conditions </li></ul></ul><ul><ul><li>Sports news </li></ul></ul><ul><ul><li>Train and air services </li></ul></ul>
  16. 16. Activities <ul><li>Complete the following tasks in your activities booklet: </li></ul><ul><ul><li>Question 8: What are electronic-based sources of information? </li></ul></ul><ul><ul><li>Question 9: Examples of electronic-based sources of information </li></ul></ul>
  17. 17. INTRANET <ul><li>Heather is very keen to make use of </li></ul><ul><li>Caledonian Health & Fitness’ INTRANET. </li></ul><ul><li>First of all let’s find out what an Intranet actually is: </li></ul><ul><li>The intranet is a form of INTERNAL computer network. </li></ul><ul><li>Information contained within an intranet is usually available only to members of the organisation. </li></ul><ul><li>Access to the organisation’s intranet is controlled by management of the organisation eg Mr Wallace issues all employees with a username and password when they join the business. </li></ul>
  18. 18. INTRANET <ul><li>Heather is very keen to make use of </li></ul><ul><li>Caledonian Health & Fitness’ INTRANET </li></ul><ul><li>as she discovers that the following features </li></ul><ul><li>can benefit all the employees: </li></ul><ul><li>Employees are able to share software applications and data. For example you have access to the shared area for SG Admin where you can use files and share the same information (eg this Powerpoint slideshow!). </li></ul><ul><li>Intranets provide the facility of setting up newsgroups whereby employees can exchange information – this speeds up communication. </li></ul><ul><li>Also, a site can be set up to display answers to ‘Frequently Asked Questions’ (FAQs) </li></ul>
  19. 19. INTERNET <ul><li>Heather is overwhelmed to discover </li></ul><ul><li>the wonders of the Internet! Do you </li></ul><ul><li>know what it is and how it works? </li></ul><ul><li>Heather’s just found out ………. </li></ul><ul><li>The Internet is a world-wide communications network. </li></ul><ul><li>It links vast numbers of computers and computer networks together. </li></ul>
  20. 20. HOW TO SET UP THE INTERNET <ul><li>In order to access the Internet the following pieces of hardware/ software are required: </li></ul><ul><ul><li>Computer </li></ul></ul><ul><ul><li>Modem – this connects the computer to the phone network </li></ul></ul><ul><ul><li>A phone line </li></ul></ul><ul><ul><li>An account with an ISP (Internet Service Provider) eg. BT; Freeserve; AOL. </li></ul></ul><ul><ul><li>Communications software (this enables you to dial up and surf the Internet. eg. Netscape Navigator; Internet Explorer </li></ul></ul>
  21. 21. HOW IS INFORMATION FOUND ON THE INTERNET? <ul><li>Heather realises that the Internet is an invaluable </li></ul><ul><li>source of information however does not know how to </li></ul><ul><li>access the information efficiently. </li></ul><ul><li>She discovers that the following tools found on the </li></ul><ul><li>Internet are there to help information be found </li></ul><ul><li>quickly, cheaply and easily. </li></ul><ul><li>Search Engines </li></ul><ul><ul><li>This facility helps users find information. </li></ul></ul><ul><ul><li>Examples of search engines are provided by Yahoo, Excite, Infoseek, Lycos and Alta Vista (most are free to use). </li></ul></ul><ul><ul><li>Search engines look through the opening words of each website and create an index of sites. </li></ul></ul><ul><ul><li>These are each displayed in turn for the user to view and choose. </li></ul></ul>
  22. 22. HOW IS INFORMATION FOUND ON THE INTERNET? <ul><li>Hyperlinks </li></ul><ul><ul><li>Webpages often contain hyperlinks; these are highlighted words or images (hotspots). </li></ul></ul><ul><ul><li>By clicking on a hyperlink the user is able to jump to another page on the same website or to a different website. </li></ul></ul><ul><ul><li>Mrs MacDonald believes that using hyperlinks will increase consumer awareness about the business as Caledonian Health & Fitness’ website can be hyper linked to other leading websites eg www.visitscotland.com </li></ul></ul>
  23. 23. HOW IS INFORMATION FOUND ON THE INTERNET? <ul><li>Web Browser </li></ul><ul><ul><li>this software enables the user to access the World Wide Web eg. Netscape Communicator or Microsoft Internet Explorer </li></ul></ul><ul><li>URL </li></ul><ul><ul><li>Uniform resource Locator is the name given to the Web page address. Eg The URL for the BBC is www.bbc.co,uk </li></ul></ul><ul><li>Favourites </li></ul><ul><ul><li>Internet enables users to ‘bookmark’ ( save ) the web pages which they are likely to use on a regular basis. This is beneficial as it saves the URL being keyed in each time access to the website is required </li></ul></ul>
  24. 24. WHAT SERVICES DOES THE INTERNET OFFER? <ul><li>E-MAIL : ability to communicate with a wide range </li></ul><ul><li>of users. </li></ul><ul><li>Mr Burns recently changed his procedures in </li></ul><ul><li>communicating with all staff: instead of handing out </li></ul><ul><li>memos he has changed to using the Internal E-Mail </li></ul><ul><li>system. Many employees feel that this is a much better way of communicating </li></ul><ul><li>Miss T Raynor reported to management last week that inviting potential candidates to send in their application form and CV by e-mail has greatly improved the recruitment process: </li></ul><ul><li>“ It is so much easier to gather all the information and because all applications are typed they are all easy to read. Also, the presentation is excellent – no crinkled bits of paper!!!” </li></ul>
  25. 25. WHAT SERVICES DOES THE INTERNET OFFER? <ul><li>WWW : this stands for the World Wide Web </li></ul><ul><li>The World Wide Web gives users access to over 500 million pages of information. </li></ul><ul><li>A website is a collection of related web pages eg. The BBC Website contains information about current news; current weather reports; information on current issues etc </li></ul><ul><li>Mr Nichols has found the WWW to be essential in finding out information about new products from a wide range of suppliers. He has also been able to access information on competitors to see what they are currently offering! </li></ul><ul><li>Heather was asked to arrange a business trip for Mrs McKenna last week – the WWW helped her make all the necessary arrangements at the touch of a button!! </li></ul>
  26. 26. WHAT SERVICES DOES THE INTERNET OFFER? <ul><li>E-COMMERCE : this is the ability to sell and </li></ul><ul><li>purchase goods on-line </li></ul><ul><li>Mrs R Ambleon is very excited at the prospect of offering potential customers the ability to buy products and memberships on-line </li></ul><ul><li>In order to attract customers a lot of attention must be given to the design and presentation of the information contained in the website. It must be USER-FRIENDLY </li></ul><ul><li>Mrs R Ambleon believes that the following factors must be taken into account when designing the web page: </li></ul><ul><ul><li>Must be attractive </li></ul></ul><ul><ul><li>Viewers should be able to contact the business easily </li></ul></ul><ul><ul><li>Must be easy to use – simple instructions as to how products can be sold </li></ul></ul><ul><ul><li>Future events should be promoted and special offers advertised </li></ul></ul>
  27. 27. Activities <ul><li>Complete the following tasks in your activities booklet: </li></ul><ul><ul><li>Question 10: The Intranet </li></ul></ul><ul><ul><li>Question 11: The Internet </li></ul></ul><ul><ul><li>Question 12: Why is the Internet so important? </li></ul></ul><ul><ul><li>Question 13: E-Mail </li></ul></ul><ul><ul><li>Question 14: Databases </li></ul></ul><ul><ul><li>Question 15: E-Commerce </li></ul></ul><ul><ul><li>Question 16: Define key terms </li></ul></ul><ul><ul><li>Question 17: Problem-Solving </li></ul></ul>
  28. 28. A Key task of the Admin Assistant is to know WHERE to find the information! In groups, complete the following task: What is the exchange rate for Euro today? Who is the CEO of IBM? What is the capital of Turkey? What is meant by the term ‘line relationship’? What is another word for ecstatic? What is the fire procedure for your classroom What is the weather like in Spain today? Source of Info Answer Question
  29. 29. A Key task of the Admin Assistant is to know WHERE to find the information! SUGGESTED SOLUTION Internet Newspaper What is the exchange rate for Euro today? Who’s Who Internet Who is the CEO of IBM? Student notes What is the capital of Turkey? Teacher What is meant by the term ‘line relationship’? Thesaurus What is another word for ecstatic? Notice on wall Intranet What is the fire procedure for your classroom Internet What is the weather like in Spain today? Source of Info Answer Question

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