Sources of Information

1
Sources of Information

• Unit 5

2
Types of Information Required

• The admin assistant will often be required to
  find information from within (internal) and
  outwith the organisation (external).
• Internal staff working hours, sales figures
• External travel timetables, product info

3
People-based Information

• This is information gathered through talking to
  people, eg
• Meetings
• Telephone calls
• Video-conference
• The problem with this is that there is no record
  of exact details (unless minutes are taken at a
  meeting)

4
Paper-based Information

• Paper-based sources of information are
• often useful but quickly go out of date

Used for
Information
Source
Arranging business travel
Depart and arrive times
Timetables
Current affairs For purchases
Current affairs Product information
Newspapers magazines catalogues
Thesaurus Dictionary
For preparing reports
Word research Spelling and meaning
5
ICT Sources of Information
CD-Rom
Reference books often available on CD saving
office space and cheaper to replace
Database
Much internal information is available on DB, eg
staff/customer records. Can be searched and
sorted easily. Databases of names and addresses
can be bought by organisations looking for new
customers
Used for internal budgets, sales figures, price
list. Can be converted to graphs
Spreadsheets
Useful for up-to-date information eg news,
travel, share prices etc
Teletext
6
The Internet

• How an organisation can use the Internet
• Advertising the organisation, products, jobs
• E-commerce buying and selling on-line paying
  using debit/credit card
• Find out what competitors are selling
• E-mailing customers and staff
• Researching and booking travel

Setting up its own website means an organisation
is available to potential and existing customers
worldwide, 24 hours a day, 7 days a week
Credit
7
Features of a Good Website

• Up-to-date information on the products someone
  should be in charge of the website
• Search facility to locate particular products
• Ordering and payment facility for customers
• Links to other pages and other websites
• FAQ page frequently asked questions
• Contact details, eg e-mail link, telephone
  number, link to map

8
Terms used on the Internet
Meaning
Term
Company providing access to the internet eg BT,
Tiscali, TalkTalk
ISP (internet service provider)
Special website that searches the web for sites
containing key words
Search engine
Word, icon, picture to click on to link to
another page or site
Hyperlink
Frequently visited site stored on the computer
Favourite
(VOIP Voice over Internet Protocol)
Universal Resource Locator web address
URL
9
Why departments use the Internet
Why they may use the internet
Department
Research products required, more variety, order
on-line, special rates for on-line purchases,
track order
Purchases Department
Sales Department
More potential customers, worldwide market,
provide order form and on-line payment, open
24/7, advertise eg on other company websites
Companies promote their website by putting the
web address (URL) on letterheads, promotional
leaflets, catalogues etc
10
Advantages and Disadvantages of the Internet
Advantages Disadvantages
Usually the most up-to-date information No guarantee that the information is accurate
Available 24/7 can be used when convenient Sometimes technical problems cause delays
Information available instantly eg prices, bookings
11
Intranet

• An intranet is an internal network which allows
  employees to share information
• Company information eg, price lists, timetables
• Internal job vacancies
• Staff newsletters
• Internal forms, eg expense claim forms
• E-mail
• E-diary
• Sharing software, eg click go
• Sharing documents
• Sharing peripherals, eg printer, copier, scanner

12
Advantages of an Intranet

• Documents need only be stored once saving space
• All document will therefore by up-to-date
• Less copying costs documents need not be printed

13
To sum up

• Types of information
• People based information
• Paper based information
• ICT information
• The internet
• Features of a good website
• Terms used on the internet

• Why departments use the internet
• Advantages and disadvantages of the internet
• Intranet
• Advantages of an intranet

Click on the link to go back to the slide if you
need to revise any of the above!!!