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Contents 3

Page number

Introduction 3

Section 1: What do you need to know about? 7

What do you want? ............................................................................................................................... 10

Why do you want it? ............................................................................................................................. 11

How much do you want? ....................................................................................................................... 11

Section 2: Where you can find information 13

Sources of information .......................................................................................................................... 15

Section 3: Choosing the information you need 19

Is it useful? ............................................................................................................................................... 19

Do you need it all? ................................................................................................................................ 22

Facts or opinions? ................................................................................................................................... 23

Section 4: Writing in plain English 27

What is plain English? .......................................................................................................................... 28

How to write in plain English .............................................................................................................. 29

Glossary 37

Assessment 41

coNteNts

RIR

MA

.201

SA

MP

APR

‘10

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Introduction 5

This module covers a number of related topics. You will learn how to:

Choose a topic to do some research about

Decide where to find the right information for this topic

Read your chosen information sources to find out more about your topic

Create a plain English document about your topic, based on the information you have found.

iNtroductioN

There is one assessment for all three unit standards covered in this module. The assessment is printed on coloured paper at the back of this training material. Have a look at it now so you know what you are working towards.

For the assessment you must:

• chooseone topic to research

• useseveralinformationsourcestofindoutaboutyourtopic

• writetwo different documents of at least 200 words each about your topic in plain English (such as a report, letter, fax, notice, flyer/leaflet, poster or memo)

• answersomequestions,verballyorinwriting.

reAd this:

Unit 7121 Demonstrate information search, access and selection skills 2 credits

Unit 2990 Read texts to research information 4 credits

Unit 1279 Write in plain English 3 credits

This whole process is about managing information – where to find it and how to use it. It will teach you some valuable skills that you can use throughout your life.

When you have worked through the learning material and activities in this module you will be ready to be assessed in the following unit standards:

SAMPLE

© 2009 Retail Institute6

This icon means there is an activity for you to complete. The activities are not part of the assessment.

exAMple

hot tip

This icon explains how something applies in a real workplace situation.

This icon gives you a ‘hot tip’.

The topic you research and write about should be relevant to your current workplace. Some examples could be:

What are the main types and causes of product loss in your workplace?

How can teamwork help people create a great display?

What is body language, and how can you use it to provide great customer service?

What are the health and safety rules in your workplace, and why are they important?

It may be useful to talk with your supervisor or trainer about choosing a topic that will be useful in your particular workplace.

how to use this MAteriAl

This module contains learning material and activities. The activities will help you build up your skills and prepare you for the assessment.

Someoftheactivitiesinthislearningmaterialrequireyoutochooseatopic,researchitandwriteabout it. You can use this topic for your assessment, or a different one.

Talk with your workplace trainer or your Retail Institute Training Adviser if you need help understanding what you have to do.

icoNs

The following icons have been usesd in this resource to represent different types of information:

Introduction 7

You may come across some new or different terms in this material. Here are some that you may not be familiar with.

Put a tick beside the words you already know. Highlight or circle the words that are new to you. Have a look for them as you work through this training material.

Don’t worry if you didn’t know some of these words – they will become clear as you learn.

The glossary (word list) at the back of the module explains these and other words that may be new to you.

There are blank spaces in the glossary pages for you to add other words you want to remember.

You can write your own meaning for them by talking with people at work or looking them up in a dictionary or on the internet. Write the meaning in your own words. This is the best way to remember them.

internet source diverted

policy manual emotions purpose

brochure information scope

specific focused key words

manufacturer unnecessary experience

access skim scan

opinion topic

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© 2009 Retail Institute8

Managing information 9

whAt do you Need to kNow About?

Information is all around us.

You can find it in:

• newspapers,booksandmagazines

• productbrochures

• workmemosandnotices

• policymanuals

• advertisingmaterials

• jobdescriptionsandcontracts

• textsfromyourfriends

• letters

• ontheinternet

......and many other places.

sectioN 1

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© 2009 Retail Institute10

Put a tick in the boxes below next to all the information sources that you have used recently. Add any other sources you use often in the blank spaces.

the internet newspapers

labels work memos

policy manuals your job description

books magazines

brochures about products posters and notices

advertising material

Managing information 11

exAMple

A customer asks Kim to find out:

• ifaparticularproductcanbeusedoutside

• whatcare(maintenance)itwillneed.

Kim could find out by:

The customer in this example wants to know where a product can be used and how it needs to be looked after. He doesn’t need to know what colours are available or someone’s personal opinion.

Hejustwantsthefacts so he can decide whether the product will be suitable for the purpose. And he wants them right now!

Information source Advantages Disadvantages

• Askingaworkmate Quick – he is standing right next to you!

Itmightbejusthisopinion,not the actual facts

• Readingtheproductpackaging

Information relates directly to that product; will be up to date

May not be very detailed or easy to read; you have to find the packaging

• Readingthemanufacturer’s information (brochures, data sheets etc)

May be more detailed than the information on the packaging; you know it relates exactly to the specific manufacturer’s products

It may not have been kept up to date; may not be easy to lay your hands on

• Checkingitoutontheinternet

Lots of information available; you could send the link to the customer if they have internet access as well

You need to know how to search; takes time; other people may be using the computer

With so many choices, how do you decide where you can find exactly what you need for a particular purpose?

To get the information you need, you need to know exactly what you are looking for.

You need to know:

• What you want – what is the topic?

• Why you want it – what is your purpose?

• How much you want – exactly what information do you need?

SAMPLE

© 2009 Retail Institute12

whAt do you wANt?

exAMple

Kyle is a keen surfer. He is going to Australia for a holiday, and wants to find some good surfing spots. He can’t afford to travel around too much so he decides to check out the best places in New South Wales with right-hand surf breaks.

Kyle could define his topic as ‘Find two New South Wales beaches with good right-hand breaks’.

Think about a topic that you would like to research and write about. It might be related to your work, or a hobby or sport you are interested in.

I would like to find out more about:

Before you start looking for information you need toknowexactlywhatyourtopic(subject)is.Themore specific you are, the easier it will be to find the right information.

Managing information 13

why do you wANt it?

Keep your main purpose in mind. Having a clear topic helps keep you focused. It stops you getting sidetracked by extra information.

exAMple

Kyle’s purpose for getting information on his chosen topic is ‘To have a holiday in New South Wales that doesn’t cost too much, and will help me improve my skill in surfing right-hand breaks’.

how Much do you wANt?

Once you are clear about what you are looking for, you need to decide how much information you need. In other words, what is the scope of your information search? What will you focus on?

exAMple

The scope of Kyle’s search will be: 1. New South Wales and 2. surf beaches and 3. right-hand breaks.

Kyle can use these key words to help him focus on the information he needs. It will stop him from getting sidetracked by other information, such as good surf beaches in Thailand or outdoor concerts in other parts of Australia.

Kyle needs to focus on his key words so he will get the holiday he wants at a price he can afford.

exAMple

Look back at the first example, about the customer who wants some information from Kim.

The key words Kim needs to keep in mind are ‘used outside’ and ‘maintenance’. They will help her focus on meeting the customer’s exact needs. That way, she won’t confuse him with unnecessary details.

SAMPLE

© 2009 Retail Institute14

Write down two or three key words from the topic you chose in the previous activity that would help you focus your search.

hot tip

When you have to search for information, underline or highlight the key words in your topic. This will help you stay focused on what you really need.

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RIR

MA

.201

SA

MP

APR

‘10

SAMPLE