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 Paper-based Information Paper-based sources of information are often useful but quickly go out of date Source Information Used for Arranging business travel Depart and arrive times Timetables Newspapers magazines catalogues Current affairs Product information Current affairs For purchases Thesaurus Dictionary Word research Spelling and meaning For preparing reports

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 Spreadsheets Used for internal budgets, sales figures, price list. Can be converted to graphs Teletext Useful for up-to-date information eg news, travel, share prices etc

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 paymentfacility 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 Term Meaning ISP (internet service provider) Company providing access to the internet eg BT, Tiscali, TalkTalk Search engine Special website that searches the web for sites containing key words Hyperlink Word, icon, picture to click on to link to another page or site Favourite Frequently visited site stored on the computer (VOIP – Voice over Internet Protocol) URL Universal Resource Locator – web address

9. Why departments use the Internet Department Why they may use the internet Purchases Department Research products required, more variety, order on-line, special rates for on-line purchases, track order Sales Department More potential customers, worldwide market, provide orderform 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

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. 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 To sum up … Click on the link to go back to the slide if you need to revise any of the above!!!