Information Gathering and Organization
Information gathering has always been foundational to how I approach work. Whether I’m streamlining city forms, helping new entrepreneurs navigate grant processes, or managing my own small business, I rely on the ability to sort through complex information, identify what matters, and present it in ways that are clear, practical, and usable. Over time, I’ve come to see that information is only powerful when it’s organized well, and that organizing it well often requires more than logic. It takes empathy, curiosity, and the ability to see something from multiple perspectives.
To keep information accessible and efficient, I used clearly labeled folders (both digital and physical) while using consistent file names. I often used spreadsheets and simple reference charts which made it easy for others to find what they needed without delays.
When I started in Development Services, I quickly realized our permit application forms were causing a lot of confusion, for both the public and staff. People kept submitting incomplete forms, missing documents, or calling in unsure about what to do next. A lot of the forms were outdated and hard to follow, and because I was often the one dealing with the fallout, I could see firsthand where things were breaking down. Instead of just making a few edits, I decided to take a step back and really look at what wasn’t working. I paid attention to the questions we got most often, the sections that were left blank, where applicants were getting stuck, and where we were lacking the needed information. I talked to coworkers in planning and building, took notes during conversations with the public, and looked for patterns in the mistakes people were making.
Then I started reworking the forms from the ground up. I rewrote instructions in plain language, grouped related questions together, and created templates that could be used across different applications. I tested drafts with staff and applicants, made adjustments based on feedback, and kept the layout consistent to avoid confusion. After we launched the new forms, things improved. We saw fewer errors, fewer follow-up calls, and smoother internal processing. That experience really showed me how powerful clear, well-organized information can be. It’s not just about checking boxes – it’s about helping people succeed and creating systems that actually support the work being done.
As the Economic Development Assistant, gathering and organizing information was at the heart of nearly everything I did. I supported programs, responded to public inquiries, and helped shape how information was shared between departments and with the community. It wasn’t just about collecting data – it was about making sense of it and turning it into something usable. One of my responsibilities was assisting businesses with the Facade Improvement Program. I reviewed grant requirements, translated them into clear, step-by-step guidance, and updated documents to reduce confusion. If I noticed repeated questions or errors, I’d revise the materials to be more intuitive. It taught me how to look at information not just from a policy lens, but from the end user’s point of view.
I also developed welcome packages for new businesses and new residents, pulling together information from different departments. I tracked changes, kept materials current, and customized what I included based on common questions we were receiving. Internally, I helped with research, created summaries, prepared presentations, and uploaded materials to the City website – making sure they were accurate, relevant, and easy to follow.
I was also part of the Agricultural Committee and helped coordinate vendors for the Island Agricultural Show. This required detailed spreadsheets, layout planning, and organizing setup schedules, all of which had to run smoothly on event day. I learned to build repeatable systems, double-check the fine details, and stay calm when plans shifted last minute.
One smaller but equally relevant example came from my home life. I created a welcome guide for new roommates that included Wi-Fi details, garbage day, cleaning expectations, shared space etiquette, and more. It started as a casual effort but quickly turned into a living document I update regularly. It’s helped avoid miscommunication, eased transitions, and created a more respectful living environment. Even outside of work, I use information gathering and organization to make people’s lives easier.
What stuck with me most was how much strong organization makes or breaks a project. The ability to gather, sort, and communicate the right information at the right time is a skill I now bring into every job I do, whether that’s building workflows at city hall or helping others navigate complex processes.
When I started my janitorial business, I had to build everything from the ground up – figuring out what clients needed, how to market my services, and how to organize the business in a way that actually worked day to day. I spent a lot of time researching – reading reviews of other cleaning companies, comparing service offerings, looking at competitor pricing, and identifying common complaints people had. That early information shaped how I positioned my business – what services I offered, how I structured policies, and how I communicated with clients.
I built a website myself, organizing it carefully so visitors could easily find the services I offered, rates, and answers to common questions. At first, it was exactly what I needed to grow. But over time, I started noticing that I was getting overwhelmed by the volume of inquiries, which were directly through the website. I reviewed my site analytics and compared it to how many clients my business was realistically able or willing to take on. That’s when I made the intentional decision to take the site down. It wasn’t because it wasn’t working – it was because it was working too well, and I didn’t want to expand the business beyond the scale I could comfortably manage. That decision came directly from tracking and organizing information about client volume, timing, and where leads were coming from.
Internally, I used a professional software program to manage quotes, invoices, and client notes. I didn’t create the templates, but I chose a system that kept everything consistent, organized, and professional. When I hired staff, I created policies around safety, professionalism, and client expectations – drawing from industry standards, sample documents, and personal experience. I updated these anytime a new situation came up, using real examples to shape how the business operated.
When COVID hit, I researched public health guidelines and wrote a simple but thorough protocol that outlined cleaning requirements, PPE, and what to do if someone felt unwell. I wanted my staff to feel informed and my clients to feel safe. Each policy was carefully built and stored so it could be updated or shared easily.
Running my own business taught me how to turn information into action – whether it was marketing, planning, or policy-making. I learned that organizing and applying information effectively can shape not just how a business runs, but how well it adapts when things change.
What I’ve learned across all these roles is that information gathering and organization is a form of problem-solving. It’s not about perfection – it’s about precision, relevance, and empathy. I’ve learned to identify what’s missing, ask better questions, and build tools and documents that make other people’s jobs easier. I now bring that same mindset into every new project, whether I’m building a new business, planning internal workflows, or helping someone clarify a messy process. The ability to analyze, organize, and communicate information clearly has become second nature to me—and it’s one of the skills I’m most confident in transferring to new environments.
Evidence supporting Information Gathering and Organization
3.1 Submission Guidelines for Permits
3.2 Redesigned city form (building permit and business licence)
3.4 Internal Economic Development Assistant Job Description
3.5 Business card and branding materials for Platinum Pro Services