Introduction •
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Name of Trainer : Email address : Training Days –
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Keng Tan
[email protected] [email protected]
Wed (9 – 5:00 pm) Thu (9 – 3:00 pm) Sat (9 – 5:00 pm) Classes to start at 10 am to 12 pm. Tutorial Classes continue from 1:00 – 3:00 pm. Research
BSBRES401 - Analyse and present research information
BSBRES401 - Analyse and present research information At the end of this presentation, you will be able to: 1. Gath Gather er and and org organis anise e inf informa ormati tion on 2. Rese Resear arch ch and and anal analys yse e inf infor orma mati tion on 3. Pre Presen sent inf informa ormati tion on
Introduction •
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Organisations rely on a wide range of information to assist decision-making. Decisions directly affect the operations or structure of a team or department; the goals and objectives of an organisation and its success or failure. It is vital that businesses and their staff have access to the information they need in order to make sound decisions. To make informed decisions, it is essential that businesses have access to information that is relevant, accurate and current.
1. Gather and organise information 1.1. Gather and organise information in line with established organisational requirements 1.2. Access information held by the organisation 1.3. Ensure that methods of collecting information are reliable 1.4. Identify research requirements for combining online research with non-electronic sources of information 1.5. Use business technology to access, organise and monitor information 1.6. Update, modify, maintain and store information, in accordance with organisational requirements
1.1 Gather and organise information Organisational requirements may include: –
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information protocols legal and organisational policies, guidelines and requirements
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management and accountability channels
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WHS policies, procedures and programs
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procedures for updating records
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quality assurance and/or procedures manuals security and confidentiality requirements
1.1 Gather and organise information Organisational requirements may include: –
anti-discrimination and related policy
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business and performance plans
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Code of Conduct/Code of Ethics
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defined resource parameters
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ethical standards
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goals, objectives, plans, systems and processes
1.1 Gather and organise information Legal & Organisational Requirements
AntiDiscrimination Law
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Ethical Principles
Laws providing a range of grounds for an individual to lodge a complaint if they feel they have been discriminated against on the basis of age, race, sex or disability
Ethical principles are focused on values such as trust, good behaviour, fairness and kindness. Organisations set their own standards which apply to the way information is collected.
1.1 Gather and organise information Legal & Organisational Requirements •
Quality Standards
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Privacy Law
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Many organisations comply with international or industry quality standards, such as ISO 9001 The focus is on continual improvement and involve reviewing and monitoring work processes in order to improve the efficiency of the organisation.
Under these laws, you will need to be careful how you handle, store and dispose of personal information. You may be required to keep certain information confidential
1.1 Gather and organise information Legal & Organisational Requirements Codes of Practice
Workplace Policies / Procedures
Business Plans
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Set of ethical principles guiding the way the organisation operates. This will affect how you would go about collecting your information. Each workplace have its own policies and procedures on how information is collected and stored, security and confidentiality of information, and disposal of information etc Business plans will provide you with guidance on your key objectives and targets. Eg. Goals, strategies, resource plan, key performance indicators, budgets
1.1 Gather and organise information Information types •
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Before you can analyse and present information, you first need to find the information. The type of information you are looking for depends on your organisation and its particular research requirement. Your role – especially its level and focus – may also influence the kind of information you need to collect.
1.1 Gather and organise information Here are examples of the types of information required for different areas of an organisation
1.1 Gather and organise information •
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To stay competitive, business need to gather information about their performance, staff, customers, competitors and technology. Information may include: –
demographic data
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service delivery records
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computer databases (library catalogue, customer records, subscription database, internet) computer files (letters, memos and other documents)
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correspondence (faxes, memos, letters, email)
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financial figures
1.1 Gather and organise information Information may include: –
forms (insurance forms, membership forms)
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information on training needs
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invoices (from suppliers, to debtors)
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marketing reports/plans/budgets
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personnel records (personal details, salary rates) production targets sales records (monthly forecasts, targets achieved)
1.1 Gather and organise information Types of Data Primary and Secondary data •
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Primary Data Collected first hand Eg. Notes from observations, interviews, surveys, questionnaires –
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Secondary Data Someone else has collected the information Eg. Published articles, newsletters, journals, magazines, published statistics and books –
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1.1 Gather and organise information Qualitative & Quantitative data •
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Qualitative Data –
Information regarding opinions and beliefs
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Provides detailed description of how things are perceived
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Hard to turn into statistics
Quantitative Data –
Information expressed in figures and amounts
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Explains how many people share a view or do something
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Does not provide detail such as why.
1.2 Access accurate and relevant information •
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Your workplace will have a lot of information Finding the appropriate information that is relevant to your research topic might be challenging Be clear about the type of information you are looking for. This will help you to sort through all the data available and make decisions about what is relevant.
1.2 Access accurate and relevant information Check Information •
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Once collected, you need to check the validity of it, including the clarity, accuracy, currency and relevance. Consider the following questions: –
Who is the author? And credentials?
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What information is available from source?
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Where did author get their information?
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Are they any references? Date? Reason for document?
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Does the resource provide all the information information you need?
1.3 Reliable methods of collecting information Conducting extensive surveys and holding interviews can become costly. Similarly, any length of time spent researching is going to cost the organisation money.
Checklists: •
Plan your research carefully
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Be clear of research topic up front
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Have a clear question in mind will enable you to quickly determine what information is relevant and what can be ignored.
1.3 Reliable methods of collecting information Methods of collecting information includes: –
checking research provided by others
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checking written material including referrals and client files
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individual research
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information from other organisations organisations
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interviews with community members, colleagues/customers
1.3 Reliable methods of collecting information Methods of collecting information includes: –
observation and listening
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previous file records
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questioning (in person or indirect)
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recruitment applications and other forms
1.4 Requirements for combining online research with non-electronic sources of information
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When gathering information the sources that you use will likely call for a combination of online research with non-electronic sources of information. Internet Research –
Provides a great avenue for finding information
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Must be aware, it is a public domain
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Anyone can post information
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You must investigate the source to ensure it is valid and reliable
1.4 Requirements for combining online research with non-electronic sources of information •
Internet Research –
Check Author •
Be wary of sites that do not list an author
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Difficult to validate the source
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If author is listed, check the following: Verify their experience and educational
background Check that they have had previous publications Verify that they are employed by a research
agency or educational facility
1.4 Requirements for combining online research with non-electronic sources of information •
Internet Research –
Check URL / Web Address •
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Provides information about the source Address ending with .edu is most likely from an educational institution. Information should be accurate but may have political bias Address ending with .gov are mostly government websites. Information are reliable and often provide accurate links. Sites ending with .org are usually not-for-profit organisations. Information is useful but may have distinct agendas or political bias.
1.4 Requirements for combining online research with non-electronic sources of information •
Online Journals or Magazines –
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There are many online journals or magazines Reputable ones should provide references or bibliographies for their articles These should refer to non-online sources
Non-electronic sources of information –
Print books
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Print journals
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Scientific and scholarly research
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Leaflets and brochures
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Knowledgeable people
1.5. Use business technology to access, organise and monitor information Most Organisations use business technology to organize and store their information. Some systems used include: –
Database tools
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Web-based tools
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Customer analysis tools
1.5. Use business technology to access, organise and monitor information Database tools –
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Used to organise information so that it can be easily accessed, managed and updated Eg. Database that stores all clients’ contact details and purchases made
Data Warehouse •
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Useful for businesses selling products online
Data Mining •
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Used as a central storage area if a business has a wide variety of information systems or information in different digital formats
Used to sort through information in a database into patterns Eg. To determine which customers are most likely to purchase a particular product
Reporting Tools •
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Used to pull information from the database to interpret in a particular way Eg. Create reports on number of products in a stock
1.5. Use business technology to access, organise and monitor information Web-based tools •
An application that is usable only with an active Internet connection and that uses HTTP as its primary communications protocol. Also called web application.
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Eg. Email, webmail, online retail sales, online auction, IM services
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Business Intelligence Portal
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Websites that bring together potentially useful information
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Eg. Legal information or details of new research
Internet –
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Intranet –
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Internet and search engines provide excess to a wealth of knowledge
Computer network using internet protocol technology to securely share information within an organisation
Extranet –
Internet that allows extended use to customers and stakeholders outside of the organisation
1.5. Use business technology to access, organise and monitor information Customer analysis tools •
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Customer analytics is a process by which data from customer behavior is used to help make key business decisions via market segmentation and predictive analytics. Eg. Tools involve credit card purchases, magazine subscriptions, loyalty card membership, surveys, and voter registration.
Call centre systems –
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Website Log file analysis –
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Telephone systems that enable the organisation to communicate with a large numbers of customers
Helps to analyse how your customers use your website to gauge effectiveness of website
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Helps to analyse and file customer correspondence, suggestions, emails, responses and phone calls. Spot trends, improve customer service and develop new products and services
1.6. Update, modify, maintain and store information •
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Information that has been collected and assessed for relevance to the organisation’s activities is usually stored for future use, or passed on to another person for use within the organisation. These records must be stored in their correct place directly after using them, so that they can easily be located when needed again. Records are often stored for many years, so the storage system needs to keep records in good condition, secure and accessible.
1.6. Update, modify, maintain and store inf ormation Your organisation may have different systems for storing: print documents electronic documents confidential documents archive documents. •
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Archives are old documents that are kept in long-term storage. These documents cannot be destroyed, for legal or other reasons, before a specified date. Much of the stored information should be kept confidential, and your organisation will have developed policies and procedures relating to storing and disclosing of information, based on privacy legislation and regulations
1.6. Update, modify, maintain and store inf ormation •
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Most organisations have a system in place to manage their information. These systems monitor the information and its uses. Systems may include: –
File movement registers to track files
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File movement “Out cards”
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Barcode systems : who borrowed and when
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Intranet system to search for files
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Extranet where information
clients
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Directories and sub-directories within company’s network where information is stored
1.6. Update, modify, maintain and store information •
File security –
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This protects stored information from unauthorized access, misuse, disclosure, disruption, modification, perusal, recording or destruction Includes administrative controls, such as policies and procedures Logical controls such as software to monitor access Physical controls to protect workplace and infrastructures Network security / Application security Access control Encryptions
2. Research and analyse information •
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2.1. Clearly define objectives of research 2.2. Ensure that data and research strategies used are valid and relevant 2.3. Identify key words and phrases for use as part of any online search strategy, including the use of Boolean operators and other search tools 2.4. Use reliable methods of data analysis 2.5. Ensure that assumptions and conclusions used in analyses are consistent with research and business objectives
2. Research and analyse information •
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2.1. Clearly define objectives of research ensuring consistency with organisational requirements Objectives of research includes: –
comparative analysis
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hypothesis testing
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identification of trends
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industry pricing policies
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process mapping
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situational diagnosis
2.1 Objectives of research Comparative analysis •
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The item-by-item comparison of two or more comparable alternatives, processes, products, qualifications, sets of data, systems, or the like. In accounting, for example , changes in a financial statement's items over several accounting periods may be presented together to detect the emerging trends in the company's operations and results.
2.1 Objectives of research Hypothesis testing •
A process by which an analyst tests a statistical hypothesis. The methodology employed by the analyst depends on the nature of the data used, and the goals of the analysis. The goal is to either accept or reject the null hypothesis. Example of a null hypothesis: There is no statistically significant relationship between the type of water I feed the flowers and growth of the flowers.
A researcher is challenged by the null hypothesis and usually wants to disprove it, to demonstrate that there is a statistically-significant relationship between the two variables in the hypothesis.
2.1 Objectives of research Identification of trends •
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Trend analysis is the process of comparing business data over time to identify any consistent results or trends. You can then develop a strategy to respond to these trends in line with your business goals. You can use trend analysis to help improve your business by: –
identifying areas where your business is performing well so you can duplicate success
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identifying areas where your business is underperforming
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providing evidence to inform your decision making
2.1 Objectives of research Pricing strategy •
Refers to method companies use to price their products or services. Almost all companies, large or small, base the price of their products and services on production, labor and advertising expenses and then add on a certain percentage so they can make a profit.
2.1 Objectives of research Process mapping •
A workflow diagram to bring forth a clearer understanding of a process or series of parallel processes.
2.1 Objectives of research Situational diagnosis A systematic collection and evaluation of past and present economical, political, social, and technological data, aimed at: (1) identification of internal and external forces that may influence the organization's performance and choice of strategies, and (2) assessment of the organization's current and future strengths, weaknesses, opportunities, and threats. Eg. PEST analysis and SWOT analysis
2.2. Use valid and relevant data and research strategies •
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Clear research objectives help you decide what type of information you need to gather, where to look and the information collection methods to use. The data you collect must be valid and relevant to your research task. Information is valid if it is sound, acceptable and defensible.
2.2. Use valid and relevant data and research strategies Use appropriate data •
To ensure you use relevant and valid information, you need to involve a number of factors. Here is an overview of the importance of using appropriate data.
2.2. Use valid and relevant data and research strategies
2.2. Use valid and relevant data and research strategies
2.2. Use valid and relevant data and research strategies •
Research strategies includes: –
data analysis
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documentation reviews
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focus groups
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interviewing colleagues and clients
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online searching
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product sampling
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subscription databases
2.2 Research strategies Data analysis Analysis of data is a process of inspecting, cleaning, transforming, and modelling data with the goal of discovering useful information, suggesting conclusions, and supporting decision-making.
2.2 Research strategies Documentation reviews Document review is an important business process, requiring considerable resources. It is often a bottleneck in the overall document production lifecycle. Some reviews are simply achieved- for example, if the content is simple and short and also if only a couple of reviewers are involved. However, in many cases, the review requires the input of several others who provide specialist knowledge and other important input. This is often referred to as peer review whereby the content is evaluated by those of similar competence to enhance the document’s quality, check for accuracy, grammar and so forth.
2.2 Research strategies Focus groups A focus group is a form of qualitative research in which a group of people are asked about their perceptions, opinions, beliefs, and attitudes towards a product, service, concept, advertisement, idea, or packaging.
2.2 Research strategies Interviewing colleagues and clients •
An interview is a conversation where questions are asked and answers are given. It refers to a one-onone conversation with one person acting in the role of the interviewer and the other in the role of the interviewee.
2.2 Research strategies Online searching •
Online search is the process of interactively searching for and retrieving requested information via a computer from databases that are online
2.2 Research strategies Product sampling •
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Product sampling methods generally involves products being given away as freebies to customers to attract the customer and build trust on the product. There are various kinds of product sampling. Dry sampling as well as Wet sampling are basically methods which invite a customer to test the product. Dry sampling mainly addresses the mass market through super markers and events. Wet sampling is more specific.
2.2 Research strategies Subscription databases A database is a collection of information that is organized so that it can easily be accessed, managed, and updated. In one view, databases can be classified according to types of content: bibliographic, full-text, numeric, and images.
2.3 Identify Key Words & Phrases Key words and phrases –
American spellings when searching online
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cultural or geographic terms
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using different thesauri in different databases
2.3. Use Boolean Operators Enable you to narrow or expand your Keyword results. –
exclude - / NOT Narrows discards any record containing the NOT word you specify •
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include +/ AND Narrows the terms you use must both occur in the same work, although they can occur in different fields (such as in Author and Subject fields). Or Expands the terms you use can occur in the same or different works •
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phrase searching " "/( ) search on a phase and have the words be immediately next to one another and in the order you type them if you place the words in double quotes •
2.3. Use Boolean Operators
2. Research and analyse information •
2.4. Use reliable methods of data analysis that are suitable to research purposes –
Methods of data analysis •
data sampling
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feedback on results
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peer review
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review of previous research
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statistical analysis
2.4 Methods of data analysis Data sampling •
Data sampling is a statistical analysis technique used to select, manipulate and analyze a representative subset of data points in order to identify patterns and trends in the larger data set being examined.
2.4 Methods of data analysis Feedback on results Information about reactions to a product, a person's performance of a task, etc. which is used as a basis for improvement
2.4 Methods of data analysis Peer review •
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Evaluation of work by one or more people of similar competence to the producers of the work (peers). It constitutes a form of self-regulation by qualified members of a profession within the relevant field. Peer review methods are employed to maintain standards of quality, improve performance, and provide credibility
2.4 Methods of data analysis Review of previous research •
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A literature review is a critical and in depth evaluation of previous research. It is a summary and synopsis of a particular area of research, allowing anybody reading the paper to establish why you are pursuing this particular research program. A good literature review expands upon the reasons behind selecting a particular research question.
2.4 Methods of data analysis Statistical analysis •
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Statistical analysis is a component of data analytics. It involves collecting and scrutinizing every data sample in a set of items from which samples can be drawn. A sample, in statistics , is a representative selection drawn from a total population.
2.5 Ensure that assumptions and conclusions used in analyses are consistent with research and business objectives •
Business objectives include: –
community capacity building
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community development
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service provision
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business planning
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financial performance
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flexibility, responsiveness
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interpersonal communication
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marketing and customer service
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organisational values and behaviours
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people management
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work procedures and quality assurance manuals
3. Present information 3.1. Present recommendations and issues in an appropriate format, style and structure using suitable business technology 3.2. Structure and format reports in a clear manner that conforms to organisational requirements 3.3. Report and distribute research findings in accordance with organisational requirements 3.4. Obtain feedback and comments on suitability and sufficiency of findings in accordance with organisational requirements
3.1 Format, style and structure •
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Headers and Footers –
Include these in your report
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Add words or pictures to header or footer
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Add page numbers
Graphics and Pictures –
Helps illustrate your point
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Break up text to make it more readable
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Pictures chosen must be relevant and serve a purpose
Symbols and Legends –
Include legends to explain symbols representing words or ideas
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Box up your legends usually placed in a corner
Tables and Charts –
Present complex information in a readable way
3.2 Structure the report A general research report should be divided into the following broad divisions: Preliminary material •
Report title
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Contents page – Major headings with page numbers
Body of the report •
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Introduction –
Describe briefly what report is about
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Describe objectives and a reason for the research
Literature review –
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Provide an overview of other research conducted in this field or of relevance
Methodology –
Explains how you conducted the research. Include all methods used
3.2 Structure the report •
Results –
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Discussion –
Explain the relevance of your results
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Explain how your results compared with the other research
Conclusion –
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Provide an overview of your results containing your raw data and highlight the key findings
Summarise your key findings
Recommendations –
Explain what needs to be done as a result of your findings
Supplementary material •
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Include a bibliography or references page Include appendices such as raw data or transcripts from interviews
3.3 Distribute research findings •
Once your report is finished, you will need to present it.
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Some examples may include: Making a presentation to key stakeholders Making copies of your report available to all
relevant staff members Providing the report to your manager Preparing a summary of your report for
publication in a newsletter or on the organisation’s website
3.4. Seek feedback Once you have presented your research, it is important to seek feedback on your research in order to: –
Plan for the future
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Make better decisions
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Measure performance
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Identify new opportunities
Types of Feedback –
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audit documentation and reports comments from community, board members, clients and colleagues
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customer satisfaction questionnaires
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quality assurance data
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returned goods
