Research and Reference Materials

Overview What is research? NOUN: 1. a detailed study of a subject, especially in order to discover (new) information or reach a (new) understanding. The word "research" is used to describe a number of similar and often overlapping activities involving a search for information.

A.Research Procedures Know and understand the purpose of the research 1. How will the information be presented? 2. Who will be the primary audience? 3. Is there a secondary audience? 4. What kind of information is needed? Possible Information Sources: 1. Facilities 2. Types of References 3. Personal contacts – PRIMARY RESEARCH 4. Computer/Internet searches

Research Procedures (cont’d) Keeping Complete Records of Research Information 1. Maintain written record of primary and secondary sources; * Primary sources = surveys and interviews * Secondary sources = published and unpublished documents written by others 2. Prepare Bibliography * ISBN = International Standard Book Number * Use MS Excel or Word to record your references and for notetaking 3. Observe copyright laws when printing/duplicating materials for research; only ONE copy of copyrighted material for personal use!

Research Procedures (cont’d) Recording Interview Information: 1. Interviews yield PRIMARY data! 2. Use a planned interview guide (questions) – best to send to the interviewee ahead of time. 3. Take Notes! 4. If you record the Interview, ask permission from the interviewee to do so! 5. Prepare Transcript – submit to interviewee to ensure accuracy of transcription

B. Research Facilities Identify facilities having relevant information to the research topic! 1.Libraries – public, company, gov’t, colleges and universities; * Dewey Decimal System * Library of Congress System * Archives – special collections (research on-site) 2.In House Research Services – ON TEST! 3.Business and Professional Associations 4.Community Organizations

C. Information References Almanacs (fact books) – published on an annual basis; Biographical Indexes and Dictionaries Book and Periodical Directories and Indexes Business, Governmental and Professional Directories (ABA, AMA, IAAP, GPO Access, etc.) Business Newspapers and Periodicals (Barron’s, Harvard Business Review, InfoWorld, New York Times) Dictionaries, Encyclopedias, Financial Services (Dun & Bradstreet; Moody’s Investors Service, etc.)

Information References (cont’d) Parliamentary Procedures (Robert’s Rules of Order) Quotations, Thesauri, Travel/Transportation Guides Word Books and Writing Style Manuals (The Chicago Manual of Style, The Elements of Style)

D. Evaluating Information References Always... Evaluate the content as well as the source for the information in judging whether its use will be beneficial! Be wary of information found on the World Wide Web that may not have passed editorial scrutiny Apply the following guidelines to information gained through research to help determine its value:

Evaluating Info References (cont’d) Author or Institution – how did the material originate and who is the author? Currency of the information – recency of the information, most up-to-date information has the most relevance to the topic. Intended Audience – consider the intended audience when examining an informational reference. Accurate and Objective Content – purpose of information may be to inform, persuade or entertain the audience.

Conclusion Content of a report or speech is strengthened by information gathered from a variety of credible sources. Administrative Professional has the important responsibility of collecting information from a variety of sources, ensuring the originators are properly CITED within the writing, and assisting the executive in preparing business documents that enhance the image of the organization.

MOCK EXAM QUESTIONS Which one of the following is the best library reference source to consult for information on cultural background of another country? A)A Manual of Style B)Webster’s New International Dictionary C)Encyclopedia Britannica D)Roget’s International Thesaurus

MOCK EXAM QUESTIONS (cont’d) (Correct answer: C – Style manuals are used for writing purposes, and dictionaries and thesauri are used for word usage issues. Encyclopedias contain data regarding a wide range of topics and issues. Primary research takes place in which one of the following ways? A)Via government survey B)Via observation C)Via library printed matter D)Through outside services experimentation

MOCK EXAM QUESTIONS (cont’d) (Correct Answer: B; One’s own observation used to gather research data is considered a primary research source. Secondary data is made up of information gathered by other researchers. Surveys, printed matter, and experimentation by others are secondary research sources. Brown is doing some important research for L&M Company. Which one of the following steps will Brown complete first?

MOCK EXAM QUESTIONS (cont’d) A)Identification of resources B)Determination of research purpose C)Preparation of a document draft D)Identification of methodology Correct answer: B; The purpose of a research project must be determined before methodology and resources are identified and before preparation of the draft document has taken place.