Finding Information
Define the two ways of finding information that we discussed.
Internal: data created for the sole use of the company that produces is
External: documentation is made available to the public from a third party
What are the two things you need to check while gathering information?
Citation and content
What was the parallel drawn between a lawyer and the importance of documenting information?
If its not in writing, it didn't happen
Give two examples of internal information. (100 pts each)
Personal files, sales figures, personal or customer records, financial documents.
What should you avoid when conducting an analysis?
Over complicating the analysis
What are the our reasons we discussed that documenting information is important for?
Training, standards on procedures, safety, in case of audit
What is the purpose of external information?
to help companies make informed business decisions
What are the three questions that you should ask yourself when analyzing data? (100 pts each)
Why is this particular information necessary?
What questions can it answer?
What kinds of decision can be made based upon this information?
Fill in the blank:
Documentation gives substance to a workplace’s activities not only for legal matters, audits, or disputes, but also for ____.
Rules and regulations
ex: training procedure
What are the four ways we discussed on how to find external information? (100 pts each)
Government, trade grouping, commercially provided, databases/research
After analyzing the information it must be broken down into sections. What are the tips that we gave on how to stay organized while doing this?
Develop classification, sort it, rate it, rank it, organize it
What four ways did we mention, that make documenting information beneficial?
Employees no longer need to be mind-readers
Training time and cost are reduced
You make more money
You demonstrate that you are a professional organization
Define and provide a specific example of trade grouping.
A group of businesses that operate within the same sector and not within the same location
Ex: Farmer joins the FFA
Name the five things, that we discussed, that you should do after collecting all of your data.
Read and understand all of your data
Sort through and organize results into similar categories
Label all the categories or themes
You can make charts and graphs to help with your analysis
Attempt to identify patterns or correlations
In case of audit, what are the five documents we discussed, that you should be able to provide?
Written policies
Rules and regulations
Procedures
Job descriptions
Inspection reports