Principles of Managing Information and Producing Documents
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.
We use databases to manage our customers and our portfolio.
Our External sales people use mobile information technology to keep up to date with emails and to produce quotes when out on the road.
2. What are the benefits to businesses (and others) of using information technology for doing work tasks?
The benefit of IT for work tasks is the ease of communication. Many attendees at a meeting may be invited quickly in one go rather than people having to be called individually. Quotes and brochures may be easily sent via email to prospective customers. Everyone who works for the business can access notes and information on customers via databases. The internet can be used to quickly find information by staff.
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.
The purpose of agreeing objectives and deadlines when researching information is to ensure the research that is completed is correct and complete. It allows the person/people conducting the research to be fully briefed before beginning saving time and money as their research will be correctly targeted. If there are not specific objectives and deadlines the researchers may research the wrong thing or take too long to complete the given task which is a waste of time and money and may end up with useless end results and having to start the research from scratch.
2. Identify the different ways of researching, organising and reporting information.
A clear brief
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.
We use databases to manage our customers and our portfolio.
Our External sales people use mobile information technology to keep up to date with emails and to produce quotes when out on the road.
2. What are the benefits to businesses (and others) of using information technology for doing work tasks?
The benefit of IT for work tasks is the ease of communication. Many attendees at a meeting may be invited quickly in one go rather than people having to be called individually. Quotes and brochures may be easily sent via email to prospective customers. Everyone who works for the business can access notes and information on customers via databases. The internet can be used to quickly find information by staff.
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.
The purpose of agreeing objectives and deadlines when researching information is to ensure the research that is completed is correct and complete. It allows the person/people conducting the research to be fully briefed before beginning saving time and money as their research will be correctly targeted. If there are not specific objectives and deadlines the researchers may research the wrong thing or take too long to complete the given task which is a waste of time and money and may end up with useless end results and having to start the research from scratch.
2. Identify the different ways of researching, organising and reporting information.
A clear brief