Introduction

The preliminary search, or scoping phase, is an important first step in your research journey. It will help you, as a researcher, to immerse yourself in a broad exploration of the topic. This will provide an overview that helps you clarify your research question, identify key authors, theories and theoretical concepts and frameworks and familiarise yourself with the terminology and discourse in your chosen field. This phase involves getting a feel for the wide range of knowledge in the field. This is particularly valuable for those aiming to find a research gap, as doctoral candidates do. Incorporating AI perspectives can strengthen this scoping phase.

The importance of a scoping search for your postgraduate research

A scoping search ensures you build a strong foundation for your work. By conducting a scoping search, you can:

• Clarify your research question by refining broad ideas into focused, manageable topics.
• Identify key themes, trends, and major debates in your field.
• Discover important keywords, terms, and influential authors to strengthen your research and later searching.
• Recognise gaps in existing knowledge, helping you shape the direction of your study.
• Understand controversies and differing perspectives, so you can position your work effectively.
• Familiarise yourself with academic discourse, learning commonly used terminology and writing styles.
• Strategically plan your research, choosing the most relevant methodologies and approaches.

Preparing for scoping search

Reflect and engage

Before beginning your initial search, take some time to reflect on what you already know about the topic and identify any gaps in your understanding. Writing down your thoughts and engaging with others can help clarify your ideas and provide new perspectives.

Write down what you already know

Start by brainstorming what you already understand about your topic. Consider the following questions:

• What are the key ideas or themes you associate with this topic?
• Are there any specific examples, case studies, or events you are aware of?
• What questions do you have about the topic?
• What concepts do you not understand?

Writing this down helps organise your thoughts and identifies areas for further exploration.

Engage with experts, academics, and peers to strengthen your research

Talk to experts and academics

Connecting with experts in your field can be incredibly valuable. Consider reaching out to:

• Academics and supervisors – Your professors or research supervisors can guide you toward foundational texts, key debates, and reputable sources.
• Industry professionals – If your topic is industry-related, speaking with professionals who have firsthand experience can provide real-world insights.
• Subject librarians – They can recommend specialised resources, databases, and research strategies tailored to your topic.

Before reaching out, prepare thoughtful questions or discussion points to ensure a focused and productive conversation.

Engage with your peers

Discussions with peers can spark new ideas and offer perspectives you may not have considered. Try these approaches:

• Share your topic – Talk about what you’re researching and ask for feedback. Your peers might suggest new angles or challenge your assumptions, deepening your understanding.
• Join study groups or workshops – Collaborate with others exploring similar topics. This creates opportunities for mutual learning and resource sharing.
• Participate in online forums or communities – Engaging in digital spaces can connect you with a wider network of learners and experts, offering diverse insights and up-to-date discussions.

Why this matters

Reflecting on what you know and engaging with others helps refine your topic and strengthens your research journey. Conversations can uncover new perspectives, introduce valuable sources, and inspire a broader understanding of your subject. By starting with dialogue and reflection, you’ll approach your research with greater clarity and purpose.

Engaging with Indigenous Knowledge Systems

When researching Māori or Pasifika topics, it’s important to engage respectfully and authentically with cultural knowledge and protocols. You can do this by:

• Consulting with community leaders early – Seek guidance from iwi, hapū, or Pasifika community representatives to ensure your research aligns with cultural values and practices.
• Recognising key cultural principles – Incorporate values such as:
  • Manaakitanga (hospitality and care for others)
  • Kaitiakitanga (guardianship and stewardship)
  • Whanaungatanga (building and maintaining relationships)
• Acknowledging oral traditions and lived experiences – Treat these as valuable sources of knowledge alongside written texts.
• Engaging with experienced academics and supervisors – Seek advice from researchers who specialize in Māori or Pasifika methodologies to ensure your approach is culturally appropriate.
• Exploring foundational texts and research guidelines – Strengthen your understanding of Indigenous research frameworks. A key resource is:
  • Decolonizing methodologies: Research and Indigenous Peoples by Linda Tuhiwai Smith – This book examines the colonial history of research and provides guidance on conducting research that respects Indigenous perspectives.
• Honouring Indigenous data sovereignty – Use ethical research methods that respect Indigenous data ownership and ensure responsible data collection and use.

By incorporating these cultural perspectives, you can conduct research that is respectful, ethical, and meaningful. Similar principles of respect, consultation, and recognition of lived experience also apply when engaging with other communities, such as immigrant groups or transgender people, whose knowledge systems, identities, and cultural values deserve the same care and authenticity.

Starting your scoping search

Select the right research tools

Using the right research tools ensures you access a diverse range of sources and develop a comprehensive understanding of your topic. Here’s how you can tailor your approach:

• Library catalogue – Start with a general search using your university library’s catalog to find books, journal articles, and reports related to your topic.
• Subject-specific databases – Use your library’s database search to find relevant academic databases. If you’re unsure which ones to use, reach out to your library’s subject specialist librarian for guidance.
• News, magazines, and professional publications – These sources can provide insights into current debates and historical events related to your research. Checking industry publications may also be useful.
• Google & Google Scholar – General searches can help you discover additional sources, keywords, and emerging research trends. Be sure to cross-check results with academic sources.
• National Library & Archives New Zealand – If your research involves historical or policy-related topics, explore their websites or contact them directly for expert assistance.
• Grey literature – Government reports, policy documents, and NGO research can provide valuable insights into legislation, policy frameworks, and statistical data.
• AI-powered tools – AI platforms can quickly highlight key research areas, influential authors, and available data. However, always verify AI-generated results against trusted academic databases.

By selecting the right tools, you’ll ensure your research is well-rounded, credible, and deeply informed.

Documenting your scoping search: Why it matters

Keeping a clear record of your scoping search is essential for organising your research process. By documenting your strategies, sources, and findings, you ensure that your search is systematic, reproducible, and easy to review. This becomes especially useful when refining your focus or revisiting earlier decisions. Here is an example of how to keep a record:

How to benefit from documenting your search

• Track effective strategies – Record which databases, keywords, and filters worked best to avoid repeating searches and improve efficiency.
• Identify research gaps – Recognising missing information helps you refine your research questions and focus on areas that need further exploration.
• Spot emerging patterns – Noting trends in the literature helps you see key themes and connections.
• Refine your methodology – Reviewing your search process allows you to adjust your approach as needed.
• Explain your research process – Having detailed notes makes it easier to discuss your research with peers, supervisors, or in academic writing.

By reflecting on what you have learned from your scoping search, you can develop a deeper understanding of your topic and ensure that your research is well-structured and thorough.

Enhancing your research: key strategies

Checking the date of your sources

The publication date of a source is crucial in determining its relevance and reliability. In fast-changing fields like technology, medicine, or policy, you need the most up-to-date information to ensure accuracy. However, in areas such as history or foundational theories, older sources may still hold significant value.

By evaluating the publication date, you can prioritize sources that align with your study’s timeframe, ensuring your research remains credible and contextually relevant.

Using broad and flexible keywords

Avoid limiting your search by using overly specific keywords. Instead:

• Generate synonyms and related terms to expand your search.
• Consider interdisciplinary keywords that may capture a broader range of relevant literature.

Finding subject-specific databases

For in-depth research, use databases tailored to your field. These databases offer high-quality, peer-reviewed sources and advanced search tools. Examples include:

• PsycINFO – Psychology and behavioral sciences
• PubMed – Biomedical literature, life sciences, and health topics
• Business Source Complete – Business journals, case studies, and industry reports
• ERIC – Education-related research and resources
• Web of Science / Scopus – Citation tracking and highly cited papers in sciences and social sciences

🔎 Tip: Search your university library’s website to find databases relevant to your specific topic. Many databases allow filtering by methodology, population, geography, or publication type to refine your search further.

Building your research dictionary

As you explore your topic, create a research dictionary with:

• Key terms, phrases, and concepts related to your study
• Synonyms and alternative spellings to improve search results
• Discipline-specific jargon that may appear in academic sources

This evolving list helps streamline your searches across databases and platforms, making your research process more efficient.

Checking references in key texts

Don’t just rely on search engines—use the reference lists in academic texts. These bibliographies can guide you to:

• Foundational and highly influential works
• Studies that might not appear in initial database searches
• Additional credible sources that deepen your research

Incorporating an international perspective

Expanding your research beyond local sources allows you to:

• Compare global approaches, policies, and innovations.
• Gain a broader understanding of international trends.
• Find case studies from different cultural or economic contexts.

Considering spelling variations

To ensure you don’t miss relevant sources, account for different spellings and regional terms. Examples include:

• British vs. American English (e.g., catalogue vs. catalog)
• Alternative terminology across countries and disciplines
• Wildcard symbols (e.g., wom*n to capture woman and women) and advanced search filters to include multiple spelling variations

By applying these strategies, you can improve the depth, accuracy, and efficiency of your research, ensuring you gather the most relevant and high-quality sources for your study.

Staying updated and organising your research

Stay updated with blogs and social media

To keep up with new developments in your field:

• Subscribe to RSS feeds, blogs, or social media accounts of experts in your research area.
• Follow updates from industry leaders and professional organisations for the latest insights.
• Read academic or professional blogs that discuss your topic of interest.
• Use tools like Feedly or built-in browser feed readers to track multiple sources efficiently.

By staying updated, you’ll gain a deeper understanding of your topic, discover valuable sources, and build a strong foundation for focused and effective research.

💡 Tip: Always evaluate the quality of information by checking its relevance, accuracy, and usability to avoid getting lost in irrelevant details.

Skim and bookmark efficiently

• Quickly skim online sources to assess their relevance. If a source isn’t useful, move on.
• Use bookmarks to save relevant links and organise them into categories based on your research focus.

This approach helps you manage your research materials without wasting time on irrelevant content.

Use citation management tools

Start organising your references early with citation management software to save time later:

• Zotero – Great for organising web-based sources and PDFs.
• EndNote – Useful for managing references and building comprehensive bibliographies for larger projects.

These tools help you format citations and bibliographies automatically, ensuring consistency and accuracy in your research.

By staying updated, skimming efficiently, and using the right tools, you can streamline your research process and stay organised.

Microsoft Word has a References function built in. While it may appear convenient and is suitable for short documents or casual academic writing, it has significant limitations. It offers only basic citation style options, lacks PDF management capabilities, and does not support syncing or collaboration. Zotero or Endnote, among other things, provide robust features for managing large reference libraries, annotating PDFs, and collaborating across devices and teams—making them more suitable for postgraduate academic or research work.

Key areas to focus on in your research

Identify key authors and influencers

When starting your research, make sure to identify the most influential authors and experts in your field. Use research tools to highlight prominent voices, ensuring that your work is informed by leading experts and relevant contributors.

Explore different types of literature

A strong literature review includes a variety of sources. Go beyond traditional journal articles to gain a more comprehensive perspective.

• Diverse sources – Incorporate peer-reviewed articles, books, reports, and grey literature.
• Cultural narratives – When relevant, include oral histories, case studies, and publications from community organisations to add depth to your research.

Refine your concepts and keywords

As your research develops, refine your keywords to ensure thorough and culturally appropriate searches.

• Use AI and synonyms – AI tools can suggest related terms, but always evaluate their relevance and appropriateness.
• Consider cultural nuance – Include culturally specific terms and phrases that align with the context of your study.

Make interdisciplinary connections

Looking beyond your immediate field can provide new insights.

• Link disciplines – Identify connections between related fields such as education, sociology, or cultural studies.
• Broaden your perspective – Consider how integrating multiple disciplines can deepen your understanding of the topic.

Use reference management tools

Staying organised is crucial for efficient research. Use reference management software to keep track of your sources.

• Organise by theme – Tag sources with relevant categories to make them easier to find later.
• Streamline citations – Use software features to generate bibliographies and ensure consistent formatting.

Why this matters

Focusing on these key areas will help you build a strong and well-rounded research framework. By combining advanced research tools with cultural awareness, you ensure that your scoping search is both efficient and respectful. This approach will provide the foundation for a thorough, informed, and impactful study.

Final thought

A well-planned scoping search helps you build a strong foundation, stay organised, and ensure research depth and relevance.