Summary 2.1

Producing information efficiently and effectively

• 
  Efficiency Techniques : to use the data manipulation techniques offered by software such as spreadsheets and databases.
  Efficiency Techniques includes :
  - Macros : Allow repeated operations to be performed without the need to re-enter the command sequence. 
  - Data Linking capabilities : Software can be cross-linked between different software types. 
  - Templates : To produce input formats that improve efficiency by making it faster to produce information. 
  - Wizards : Lead users and developers, via a series prompts, through the steps needed to create a standardized output format.
  - Mail merge and Address label production : To use a formed letter or template and then feed in the data from a data file, record at a time, to produce a series of letter. 
  - Indexes and sorting keys : Shortcut to access data, or easier technique to access data.

• Efficiency Procedures 
  The information product often involves some stages that can be undertaken in a variety of orders. Some orders will reduce the time taken to produce the information, and that improves efficiency if they are chosen.

• Effectiveness Techniques : Improve the usefulness of information by helping to ensure that it is accurate, relevant, and understandable.
  Effectiveness techniques includes :
  - Accuracy check : In terms of ensuring effective information production, it is important to perform periodic accuracy checks. This can be done in a variety of ways:
      a) Mailing customer details (to check whether the information is correct or not)
      b) The record-change notification form can be included in all customer contacts
      c) Random checks
  - Distribution and user list update procedure
  - Query-Language techniques : Allows irrelevant records to be excluded
  - Fonts, layouts, and graphics : Improved effectiveness information by enhancing the visual appeal of its format.
  - Inclusion of sound, animation and video: multimedia

• Effectiveness  Procedures
  Involves of providing information in a timely fashion is an important effectiveness issue. And a simple (effective) procedure is needed to provide it.