Office Administration

1. Office Administration Chapter 6: Research and Reference Materials

2. Research Requirements • Some knowledge about the subject • Organizational skills • Time to search • Libraries • Computer files • Internet

3. Getting Ready to Research • Understand the purpose of the research • What is needed? How will it be used? • List possible sources of information • Facilities • Types of references • Personal contacts • Computer searches • Internet searches

4. Other Preparations • Determine special research costs to establish and stay in a budget • Travel, telephone, computer searches, printing, office support • Make appointments for research to ensure time and attention to answer questions

5. Keeping Records • Prepare a bibliography including each reference on a 3 x 5 card or computer • Take appropriate reading notes to use when writing • Duplicate materials for later reference • Record interview information completely using an interview guide, notes, recorded interview, and transcript

6. Libraries Libraries are available for public use; they include a number of resources and services • Classification systems • Vertical file service • Reference collections • Interlibrary networks • Computer databases • Library micrographics centers

7. In-House Research Facilities • Research departments are available in organizations that are heavily involved in research • Information banks and services are available by subscription, specific to a field or profession • Business archives are created so researchers can access information that is protected with high levels of security

8. Other Research Facilities • Business and professional associations will have information specific to a specific profession and the association itself • Most have Web sites with the information • Community organizations that might be useful include the chamber of commerce, Rotary, Kiwanis, or Lions • Many are developing Web sites

9. Information References • Almanac and fact books account facts annually • Biographical indexes and dictionaries highlight the achievements of individuals who made contributions in their field • Book and periodical directories and indexes provide listings of organizations, products, and individuals in a systematic way • Business, governmental, and professional directories and publications can provide information about their entity and its members

10. More References • Business newspapers and periodicals provide current business information • Dictionaries are very useful reference books • Encyclopedias provide information on a variety of topics, some provide annual supplements • Etiquette references focus on social behavior and conduct • Financial services references provide the latest information on financial markets on a subscription basis

11. Still More References • Mailing and shipping publications include rates, ZIP codes, and other shipping information • Newsletters and reports are published by businesses and other organizations with current information • Newspaper indexes make it easier to research information found in newspapers • Office administration reference books offer information on a variety of business topics

12. Even More References • Parliamentary procedures manuals provide an excellent reference for meetings • Quotations can be helpful when creating presentations • Thesaurus is a listing of synonyms and antonyms • Travel and transportation guides are helpful for travel • Word books present an alphabetical list of words • Writing style manuals help with a variety of document types

13. Evaluating References • The author or institution from which the information originated • Currency of information, how recent it is, have there been any updates • The intended audience of the publication • Accurate and objective content; examine for biases, citations, and opinions