making a resource file
TRANSCRIPT
Resource files
Every service should have a place they can go to, to find the services they need.But why wouldn’t we just use one of these?
Resource files
You might have decided that the phone book is - Too heavy- Too hard to find the services you want- Too hard to personalise with your own
comments- Not detailed enough (names, addresses and
numbers only)
Resource filesThe general phone book has is uses- and it is easy to use because it has:- Things organised by name, when you
know who you’re looking for- Things organised by topic, when you
know the service type, but not the name- A list of all the topics, so you don’t
waste time looking for ‘car wreckers’ when you should be looking for ‘auto wreckers’
(this is called being ‘cross referenced’)
Or you can use a paper based folder, index cards etc
Each has their own advantages and disadvantages
Or you can use a paper based folder, index cards etc
Each has their own advantages and disadvantages
But all should be cross referenced*, so they’re easy to use
Or you can use a paper based folder, index cards etc
Each has their own advantages and disadvantages
But all should be cross referenced*, so they’re easy to use
*This means they should also allow for those services that fit several categories- do you file the young women’s DV service under youth, women
or DV?
One possible solution is to ‘tag’ or ‘group’
contacts into different categories.
Some people find this quick and easy on their
phones.
One possible solution is to ‘tag’ or ‘group’
contacts into different categories.
Some people find this quick and easy on their
phones.
(This can also make it easier to make a call or find on a
map, if you know how)
This slideshow will illustrate another method, using index
cards
Some people find this accessible, easy to use, update and personalise
Right at the front there’s a topic list- like a
contents page
You can see that it has been updated as needed
at different times
The topic lists tell you all the services available for
that service type
It makes it easier to use if these are colour coded
(eg yellow, like the yellow pages)
(A small number of yellow index cards aren’t that hard to come by…
You’ll probably only need a dozen or so)
This has demonstrated a card file system.Other systems allow for more info, but it should
also be planned & easy to find what you’re after
They should also allow for those services that fit several categories- do you file the young women’s
DV service under youth, women or DV?
Advantages? Disadvantages?
Paper / cardboard based Digital/ computer based
Digital- mobile phone based
Paper based
DISADVANTAGES• Can be messy
ADVANTAGES• Easily accessible• Easy to use• Portable?• transparency
Choosing a system
List the pros and cons of each method:• Index cards• Database (including email contact lists)• Resource folder• (other people’s) on line website• Telephone bookWhich system are you going to find most useful (for you) to find things quickly and easily?
Master list
What topics are going to be useful to know about:• In a ‘first point of contact’ crisis service?• In a women’s shelter?• In an aged care facility?• Gambling/ debt counselling service?
(choose one)
Service records
You should now be well on the way to developing your own system- you just need to create one record (card file or page) for each service, with all the details you will require.
This bit will take a while to complete.
In fact, it might never be complete- it should always be a ‘living document’- one that grows and changes as your needs change, or as the services and staff change.