Organise Workplace Information Topic One Review

1A CHECK AND GATHER INFORMATION

•Business information is used for every operation carried out by the business

•It can be stored as records or different types of documents

•Various forms of information management systems can be used

•These help staff to be able to find the relevant and up-to-date information that they need

•Accessing information easily helps a business to run efficiently and productively

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Multiple Select

Accessing information easily helps a business to run.....?

• safely

• efficiently

• competitively

• productively

Many organisations have policies and procedures governing the way in which information is accessed, such as:

•code of conduct/code of ethics

•information management protocols

•legal and organisational policies, guidelines and requirements

•management authority levels and required approvals

•WHS policies, procedures and programs

•procedures for updating records

•quality assurance and/or procedures manuals

•security and confidentiality requirements.

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Open Ended

What are some examples of policies and procedures that relate to access, use and storage of information?

Examples of policies and procedures that relate to access, use and storage of information

•Privacy policy

• Communication policy and procedures

• Protecting commercially sensitive information policy

• Information technology policy

• Information management policy and procedures

• Staff email or computer usage policy

• Confidentiality policy

• Code of conduct policy​

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Open Ended

List some common types of workplace information

TYPES OF INFORMATION

​•Correspondence

•Forms

•Operational reports, plans and documentation

•Work processes or procedures

•Database records

•Personnel records

•Promotional material

•Financial information data

  - sales records and invoices 

  - financial figures and accounting information

  - production targets

COLLECTING INFORMATION

•Completing individual research using the internet, books, journals, published reports, etc.

•Reviewing written documents, such as: client files and records, past advertising campaigns, etc.

•Gathering information from other organisations.

•Conducting interviews with colleagues/customers.

•Observing and listening.

•Reviewing business records and data, such as sales records and profit performance.

•Forms and questionnaires, such as application forms and surveys.

Open Ended

Why is it important to check information for clarity, accuracy, currency and relevance?

Check information for clarity, accuracy, currency and relevance.

•The information you receive and collect must be reliable

•Make sure you know how the information that you are collecting will be used

•Check the information for clarity (is there a lot of jargon?  technical language?  Is it logically organized?)

•Check the information for accuracy (is it reliable?  valid? verified?)

•Check the information for currency (is it up-to-date?)

•Check the information for relevance (is it useful for the task you need to do?)

Sometimes you will be required to interact with others to collect information. This could involve:

​•one-on-one meetings

•team meetings

•networking

•focus groups

•feedback sessions

•consultation methods.

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Active Listening

​•Listen to understand - don’t just wait for your turn to speak

•Try to empathise, not to criticize, evaluate or judge

•Clarify – check that you have understood clearly (restate it in your words)

•Wait till the person has finished speaking – don’t interrupt

•Keep an open mind, don’t make assumptions

•Summarise what has been said

•If you have to state your own views, state them only after you have listened to the other person.

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