Miss Bernadette Edward

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Unit three: Principles of managing information and producing documents

Assessment

You should use this file to complete your Assessment.
• The first thing you need to do is save a copy of this document, either onto your computer or a disk • Then work through your Assessment, remembering to save your work regularly • When you’ve finished, print out a copy to keep for reference • Then, go to www.vision2learn.com and send your completed Assessment to your tutor via your My Study area – make sure it is clearly marked with your name, the course title and the Unit and Assessment number.

Please note that this Assessment document has 5 pages and is made up of 4 Sections.

Name: Bernadette Manya Massaquoi

Section 1 – Understand the purpose of information technology in a business environment

1. In relation to your current business environment (or one that you are familiar with), identify at least two different types of information technology that may be used when completing work tasks.

The two types of information technology that may be used when completing works are: - Excel -Spreadsheet
- Word Processing

2. What are the benefits to businesses (and others) of using information technology for doing work tasks?

The following benefits to business (and others) when using information technology for doing work tasks are as followed:

• Accuracy of written work such as report writing
• Fast, reliable and effective tool when producing reports • Staff developed new skills and knowledge
• Centralize tool to store important information in regards to business activities

Section 2 – Understand how to manage electronic and paper-based information

1. Explain the purpose of agreeing objectives and deadlines when researching information.

If possible, refer to specific examples from research tasks you have worked on to support your answer.

Agreeing to objectives and deadlines when researching information indicate the level of information to gather, it offers the researcher direction of where or whom to ask. It motivates the researcher to search for the right information at the right time in the right place.

2. Identify the different ways of researching, organising and reporting information.

You can research for information in the following ways:

Survey Research – identify what certain groups think or feel about services, products etc. Focus Groups – you gather in-depth information by interviewing a number of professionals in an informal discussion that last one to two hours. Content Analysis --is often used in quantitative research to study trends or occurrences of information.

You can organise the information gathered in the following ways:

• List down the content, what you already have and what you need • Established a hierarchical outline of your content and make a forced vocabulary in Oder for the major contents, sit structure and navigation elements are always define consistently • You will then divide your content into logic units with a reliable modular structure Final reports/findings should be accompanied by the executive summary of one to five pages that summarizes the key evaluation methods and results, in order for the readers not to have to review all of the details of the report if they do not have the time. You can let other know your findings by the following ways. • Producing press releases and articles for local professional publications such as newsletters. • Making presentations on the results of your findings at departmental meeting • Listing your evaluation report or other evaluation-related publications in relevant databases, on electronic bulletin boards etc. • Making phone calls and scheduling meetings with other departments to share your experience and results.

3a) For your own organisation (or one you know well), describe the procedures that need to be followed when archiving, retrieving and deleting...
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