Managing Your InformationE

BTEC First Engineering
Managing your information

Whether youve found lots of information or only a little, assessing what you have and using it wisely is
very important. This section will help you avoid the main pitfalls.
Organising and selecting your information

Organising your information
The first step is to organise your information so that its easy to use:
Make sure your written notes are neat and have a clear heading its often useful to date them,
too.
Note useful pages in any books or magazines you have borrowed
Highlight relevant parts of any handouts or leaflets.
Work out the results of any questionnaires youve used.
Selecting your information

Re-read the assignment brief or instructions you were given to remind yourself of the exact wording
of the question(s), and divide your information into three groups:
1
Information that is totally relevant.
Information that is not as good, but could come in useful.
Information that doesnt match the questions or assignment brief very much but that you kept
because you couldnt find anything better!
Check there are no obvious gaps in your information against the questions or assignment brief. If there
are, make a note of them so that you know exactly what you still have to find. Although its ideal to
have everything you need before you start work, dont delay if youre short of time.
Putting your information in order

Putting your information in a logical order means you can find what you want easily. It will save you
time in the long run. This is doubly important if you have lots of information and will be doing the work
over several sessions.
Case study: Ready to present?

Rob has been a member of his local cricket club for ten years. For the last couple of years he has
helped the fixtures secretary arrange matches. He also helps by putting together match analysis
data. Rob enters the data into Excel spreadsheets his on laptop computer and then prints out the
information for other club members to see.
A lot of our coursework assignments involve finding and then sifting through information to pick out
whats useful. Some of my colleagues find this really difficult, particularly when they pull stuff off the
internet, and they end up with pages and pages of information to read through.
The thing to remember when putting together an assignment is that you need to sell it to the person
who is going to read your report. My teacher only has a limited time to look through each assignment
and I want to get the best possible grade. You need to sort out the important facts and present them
in an easy-to-follow way that keeps peoples attention. I learnt this when presenting match results
and performance analyses for the cricket club.
Pearson Education Ltd 2012

Activity: Organising information

The domestic appliance manufacturer KTP plc is reviewing the quality of its manufacturing systems
and products. A review team will be looking at a range of data, including:
the number of units repaired or replaced under warranty
the number of units failing factory tests and needing rectification
the amount of raw material rejected because it was not to specification
machine shop scrap rates
sales figures.
Present the following information in an easy-to-read form on a single piece of paper.
Trading year 2011 - appliances repaired under warranty (% of sales), washing machines and
fridges 6%, tumble dryers 4%, cookers 10%
Trading year 2010 - appliances repaired under warranty (% of sales), tumble dryers 3%,
washing machines 4%, fridges 2%, cookers 8%
Scrap rate for year 2010 - 15%, previous year 10%
Failing factory tests - current year: washers 3%, fridges 0%, tumblers 150 units out of 10,000
manufactured, cooker model A 90 out of 1000, cooker model B 80 out of 1000
Failing factory tests last year: cooker A 2%, cooker B 60 out of 2000
Sales 5% better than for same period last year
Which? report: no up-to-date information on cookers but for washing machines all three models
come out as best buys.
Rejected raw materials: ms plate- 5tonnes in 2009, none in 2011, control panels 2% in 2010, 3%
in 2011, motors one whole batch of 200 in 2010 - changed suppliers in 2011 and none have been
rejected.
Interpreting and presenting your information

The next stage is to use it to prepare the document and/or oral presentation you have to give. There
are four steps:
1
Understand what youre reading.
Interpret what youre reading.
Know the best form in which to produce the information, bearing in mind the purpose for which it
is required.
Create the required document so that its in a suitable layout with correct spelling and punctuation.
Understanding what you read

As a general rule, never use information that you dont understand. However, nobody understands
complex or unfamiliar material the first time they read it, especially if they just scan through it quickly.
Before you reject it, try this:

Understanding unfamiliar information
Interpreting what you read

Interpreting what you read is different from understanding it. This is because you cant always take it
for granted that something you read means what it says. The writer may have had a very strong or
biased opinion, or may have exaggerated for effect. This doesnt mean that you cant use the
information.
BTEC fact
In your assignments, its better to separate opinions from facts. If youre quoting someones views,
make this clear.
Strong opinions and bias

People often have strong points of view about certain topics. This may be based on reliable facts, but
not always! We can all jump to conclusions that may not be very logical, especially if we feel strongly
about something.
Exaggeration
Many newspapers exaggerate facts to startle and attract their readers.
LOCAL FIRM DOUBLES STAFF IN TWO WEEKS!

This newspaper headline sounds very positive. You could easily think it means employment is growing
and there are more jobs in your area. Then you read on, and find the firm had only four staff and now
has eight!
Try this
There are many scare stories in the media about issues such as immigration, childrens reading
ability or obesity. Next time youre watching television and these are discussed, see if you can spot
biased views, exaggeration and claims without any supporting evidence.

Tables and graphs

You need to be able to interpret what the figures mean, especially when you look at differences
between columns or rows. For example, your friend might have an impressive spreadsheet that lists
his income and expenditure. In reality, it doesnt tell you much until you add the figures up and subtract
one from the other. Only then can you say whether he is getting into debt. And even if he is, you need
to see his budget over a few months, rather than just one which may be exceptional.
Top tips
Never make assumptions or jump to conclusions. Make sure you have all the evidence to support
your views.
Choosing a format
You may have been given specific instructions about the format and layout of a document you have to
produce, in which case life is easy as long as you follow them! If not, think carefully about the best way
to set out your information so that it is clear.
Different formats
Example
text
when you write in paragraphs or prepare a report or summary
graphical
a diagram, graph or chart
pictorial
a drawing, photograph, cartoon or pictogram
tabular
numerical information in a table
The best method(s) will depend on the information you have, the source(s) of your material and the
purpose of the document a leaflet for schoolchildren needs graphics and pictures to make it lively,
whereas a report to company shareholders would be mainly in text form with just one or two graphs.
Stating your sources

Whatever format you use, if you are including other peoples views, comments or opinions, or copying
a table or diagram from another publication, you must state the source by including the name of the
author, the publication or the web address. This can be in the text or as part of a list at the end. Failure
to do this (so you are really pretending other peoples work is your own) is known as plagiarism. It is a
serious offence with penalties to match.
Text format
Creating written documents gets easier with practice. These points should help.
Golden rules for written documents

1
Think about who will be reading it, then write in an appropriate language and style.
Ensure it is technically correct, ie no wrong spellings or bad punctuation.
Take time to make it look good, with clear headings, consistent spacing and plenty of white
space.
Write in paragraphs, each with a different theme. Leave a line space between each one.
If you have a lot of separate points to mention, use bullets or numbered points. Numbered points
show a certain order or quantity (step 1, step 2, etc). Use bullet points when there is no
suggested order.

Only use words that you understand the meaning of, or it might look as if you dont know what
you mean.
Structure your document so that it has a beginning, middle and end.
Prepare a draft and ask your teacher to confirm you are on the right track and are using your
information in the best way.
Top tips
Dont just rely on your spellchecker. It wont find a word spelled wrongly that makes another valid
word (e.g. from/form), so you must proofread everything. And remember to check whether it is set to
check American English or British English. There are some spelling differences.
Graphical format
Try this
Someone asks for directions to your house. Would you write a list or draw a diagram? Which would
be easier for you and for the other person and why?
.............................................................................................................................................................
.............................................................................................................................................................
.............................................................................................................................................................
Most people find graphics better than a long description for creating a quick picture in the viewers
mind. There are several types of graphical format, and you can easily produce any of these if you have
good ICT skills.

Pictorial format
Newspapers and magazines use pictures to illustrate situations and reduce the amount of words
needed. It doesnt always have to be photographs though. For example, a new building may be
sketched to show what it will look like.
A pictogram or pictograph is another type of pictorial format, such as charts which use the
representation of an object (fruit, coins, even pizzas) to represent data, such as the number eaten or
amount spent.

Top tips
Dont spend hours writing text when an illustration can do the job better but make sure the
illustration you choose is suitable for the document and the reader.
Tabular format
A table can be an easy way to communicate information. Imagine a retailer preparing information
about the items in stock. Text would be difficult to understand and comparisons between stock levels
and sales would be almost impossible to make. A table, however, would easily show the fastest-selling
items.
Tables are also ideal if you are showing rankings such as best-selling music or books.
Position
Title
Author
Imprint
Publication
Jamie's Great Britain
Oliver, Jamie
Michael Joseph
29 Sept 2011
Guinness World Records 2012
Various
Guinness World
Records
23 April 2011
Diary of a Wimpy Kid: Cabin

Fever: Diary of a Wimpy Kid
Kinney, Jeff
Puffin Books
16 Nov 2011
Home Cooking Made Easy
Pascale, Lorraine
HarperCollins
Publishers
29 Sep 2011
Steve Jobs: The Exclusive

Biography
Isaacson, Walter
Little, Brown
24 Oct 2011
Where's the Meerkat?
Moran, Paul
Michael O'Mara
Books Ltd
15 Sep 2011
River Cottage Veg Every Day!
FearnleyWhittingstall, Hugh
Bloomsbury
Publishing PLC
19 Sep 2011
Life of Lee, The
Evans, Lee
Michael Joseph
29 Sep 2011
World of Downton Abbey, The
Fellowes, Jessica
Collins
15 Sep 2011
10
Frozen Planet
Fothergill, Alastair &

Berlowitz, Vaness
BBC Books
(Random House)
13 Oct 2011
Source Nielsen BookScan TCM

Keeping a logbook
Case study: Planning and keeping track of progress
Kalpa has chosen the BTEC First in Engineering because she sees it as a great way to get into a
career in engineering. From an early age she was very interested in figuring out how things work, and
would come up with ideas for new and amazing products.
Kalpas ambition is to become a design engineer. One of her heroes is James Dyson, and she would
love to see her own name on a great new product.
At school she enjoyed the creative aspects of design and technology and when given a task would
forge ahead and come up with a finished product. Kalpas only weakness was not being able to plan
things properly. There were several occasions when she wasted time and effort because of mistakes
that could have been avoided.
Since being on the BTEC First programme Ive begun to realise that planning and keeping records
are very important features of engineering. You need to keep track of where you are so that if, for
example, a worker goes off ill someone else can pick up their work and a project is not slowed down.
I love the creative aspects of designing and manufacture but, as I discovered on work experience,
there are many other things going on when you are running an engineering business. People in
industry use logbooks and tracking systems to record decisions about production planning and
quality assurance.
Activity: Keeping records

In some units, you will be required to undertake practical activities in workshops, such as
manufacturing a product, which may take place over several weeks.
For BTEC assessment purposes, you must present the finished product together with an accurate
written record of what you did. This record is best kept as a logbook, made up from notes, sketches,
photographs, teacher comments and lots more.
An engineering logbook is a working document that should be updated on a regular basis. It can be
paper-based or an electronic file, but either way it needs to be well organised and easy to work with.
Suppose your teacher gives you a drawing of a component and says please make it. So what
happens next? You should start by planning. As a first step, divide the task into a number of linked
activities so that you can make best use of your time and available resources.
Now think about the design of a logbook.
How will you set it out?
Who else will be looking at it?
How often should you get it signed off by your teacher?
Use the blank area on the next page to design the layout of a logbook page:


Activity: An engineering visit

You have passed the BTEC First in Engineering and are now working as an apprentice with KTP plc.
Two weeks ago, a teacher at your old school phoned you to ask if you could help out with some
careers guidance for Year 9 learners. He would like to bring a small group to your factory to see how
engineering works and whats involved with taking a BTEC First.
The teacher suggests that before making the visit the group is given a small brochure setting out what
happens at KTP. You agree to help and decide to check out the proposal with the in-house training
manager, who thinks its a great idea.
You have a couple of days to pull together some material. Here are the notes you made when you
planned the project with your manager:
1
Something about myself (taking the First _ main subject areas)
Products manufactured each week (could show this as images and pie chart)
Essential parts of washing machine (diagram from the internet?)
People who work for the business (pie or bar chart) - just engineering (not administration or
sales)
Raw materials used each week
Wage rates
Health and safety for visitors
Prepare a draft of the brochure
Prepare the PowerPoint and do a run through with my manager - get them to ask me two or
three questions at the end
10 Email the brochure to the school

You go away and spend the first day pulling together the following information.
About myself
I took a BTEC First in Engineering before joining KTP as an apprentice. In the First you learn how
engineers:
develop engineering materials and technologies
understand how engineering contributes to a sustainable future
understand the performance requirements of an engineered product
consider quality issues relating to engineered products
manufacture and test products.
KTP products
A collage of images
A list of typical production quantities: 1000 washing machines, 800 tumble dryers, 300
dishwashers, 1500 fridges, 100 freezers
A simple exploded view of a washing machine - showing casing, tub, drum, motor, pump, control
unit, water valves
10

KTP people and wage rates

Job title
Number employed.
Typical salary
Engineering designer
10
33,000
Planning engineer
20
27,000
Machine shop technician
15
16,000
Maintenance technician
10
16,000
Machine operative
80
14,000
Assembly operative
100
12,000
Inspection and quality supervisor
10
18,000
Raw materials
Material used each week
Tonnes
Mild steel
100
Stainless steel
80
Aluminium
20
Polymer (plastic)
15
Other materials
10
Heath and safety for visitors

This is a poster that KTP display to inform visitors about safety.
THINK SAFETY!
Wear visitor badge
Safety glasses
Fire evacuation - go to main car park zone A
Keep to gangways
Stay with tour guide
Dont lean on any of the safety stop buttons on
the assembly line
Try this
So you found the information you were looking for and need to present it to someone! Engineers like
to use graphics, numbers and concise text. There is an old saying, a picture is worth a thousand
words.
Now look at the information you have gathered and prepare the brochure. Your brochure should:
be no more than two to three pages
11

have text, images, charts and a company logo
be colourful and easy to read.
You can create the brochure in electronic format; there is no need to print it.
Making presentations
Some people hate the idea of standing up to speak in front of an audience. This is quite normal, and
you can use the extra energy from nerves to improve your performance.
Presentations arent some form of torture devised by your teacher! They are included in your course
because they help you learn many skills, such as speaking in public and preparing visual aids. They
also help you practise working as a team member and give you a practical reason for researching
information. And it can be far more enjoyable to talk about what youve found out rather than write
about it!
Theres a knack to preparing and giving a presentation so that you use your energies well, dont waste
time, dont fall out with everyone around you and keep your stress levels as low as possible. Think
about the task in three stages: preparation, organisation and delivery.
Preparation
Start your initial preparations as soon as you can. Putting them off will only cause problems later.
Discuss the task in your team so that everyone is clear about what has to be done and how long you
have to do it in.
Divide any research fairly among the team, allowing for peoples strengths and weaknesses. Youll
also need to agree:
which visual aids would be best
which handouts you need and who should prepare them
where and when the presentation will be held, and what you should wear
what questions you might be asked, both individually and as a team, and how you should prepare
for them.
Once youve decided all this, carry out the tasks youve been allocated to the best of your ability and
by the deadline agreed.
Top tips
Keep visual aids simple but effective, and check any handouts carefully before you make lots of
copies.
Organisation
This is about the planning you need to do as a team so that everything will run smoothly on the day.
Top tips
Never read from prepared prompt cards! Look at the audience when youre talking and smile
occasionally. If you need to use prompt cards as a reminder, write clearly so that you need only
glance at them.
12

Delivery
This refers to your performance during the presentation. Being well prepared and well organised helps
stop you panicking. If youre very nervous at the start, take a few deep breaths and concentrate on the
task, not yourself. Its quite normal to be nervous at the start but this usually fades once you get under
way. You might even enjoy it
Case study: Presenting your results

Each week during the summer, Rob adds all the information from his clubs cricket matches into his
computer. He keeps details of the team scores, the results and individual performances.
At the end of the season he looks through the data with the club captain and makes suggestions
about who should be player of the year, most improved player etc. The club treasurer also sits in on
this meeting and will ask Rob to tidy up the accounts by entering them into a spreadsheet. Rob then
produces a PowerPoint presentation that can be delivered at the clubs annual general meeting
(AGM).
Since Ive been on the BTEC First programme Ive made several short PowerPoint presentations to
the group. The first ones were a bit shaky and we all had a laugh when we looked at the video of
them. At first I was very nervous and spent most of the time reading from my notes and not looking at
the audience. My teacher was great and helped me to become much more confident.
This year I was asked if Id like to present the report of the season at my cricket clubs AGM. I said
yes, because the practice gained on my BTEC had given me confidence. My maths teacher gave me
a few ideas about the best ways to present statistics to an audience. I did the presentation and it
went really well. I think Ill add something about it when I next update my CV.
Activity: Evaluating your presentation

Think about the brochure that you have just created. Suppose your teacher asked you to present it as
a PowerPoint. You might spend ten minutes presenting the slides and then follow this up by taking
questions from the audience.
You could ask your audience to use an evaluation grid to assess your presentation skills. Decide
beforehand whether you want comments, marks out of ten or some other scoring system. You could
provide a table like the one below.
Feature
Feedback
Introducing yourself
Presenting the slides
Finishing up
Answering questions
Engaging with the audience
Getting the message across
Slides easy to read
Eye contact
Clarity of speech
Annoying traits
13

Top tips
When making a PowerPoint presentation dont just read out what it says on the slides. The audience
can do this. Use the slides as prompt cards.
When making a presentation its quite good fun to see how you did with the um count. This chart can
be used to count ums and other types of speech and behaviour that can make it difficult to retain the
attention of your audience.
Sayings
Count
Other behaviour
Count
um/er
basically
okay
yeh
you see
you know
coughing
not looking at the audience
strange gestures
14

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