Outline different types of documents that may be produced and the different styles that could be used A document can be produced in either printed or electronic format. These can be produced in many different ways: Letter – This is a document used for different types of communications within the business for various reasons.
Spread sheet – This is used to calculate, store, sort and display information. This can be either presented electronically in Microsoft Excel or in books and single sheets. Slide Show – This is normally a Microsoft PowerPoint document and is used for demonstration purposes.
There are in electronic format but can be printed out in hand-outs if needed. Memo – This is short note or reminder to someone else within the business. They can be printed out, although in most cases they are sent within email.
Business Email – Email is now taken over from Faxes to being the fastest way for businesses to communicate with each other. Businesses use this because no matter what is said it is still seen as legally binding, like a letter would.
Fax – Are still very popular in the business industry. If you haven’t got the required document in electronic format, then the quickest way to send a document is by fax. They are then printed out at the other end automatically.
1.2 Describe different formats in which text may be presented There are many different formats in which text may be presented, for example, paragraphs, tables, columns, bullet points and adding headers and footers. There are also many different things you change to make the text look different, for example, the font, adding headings, font size, effects (italic, underline, bold) and the colour.
The Essay on Manage Business Document Design & Development
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You can always tell which format a document is in by looking at the last part of the full file name. For example, the file name “example.txt” has the file extension .txt, which tells us that it is a text file. These files can be created in multiple applications: Text files (.txt) – These are created by simple text editors like Notepad and include simple characters.
You can save a word processed document in this format although you will lose any special characters and formatting that are included. Rich text files (.rtf) – These are created by word processors, and allow simple formatting options like different fonts and colours.
These are easier to exchange between applications and businesses with different software. Word processed files – These use different formats depending on which application has been used, the most common is Microsoft word, which uses the file extensions .doc or .docx. However these are not always compatible with other word processing applications. HTML files (.htm or .html) – These are files that contain the programming code for web pages.
1.3 Explain the purpose and benefits of producing high quality and attractive documents The documents that you produce for the business are a representation of the business. It automatically creates an impression of the business to the reader about their standards. A good quality document makes the document easier to follow for the reader.
Good quality documents attract customers and suppliers, therefore increasing profit for the business.
2.1 Describe the types of resources available for producing high quality and attractive documents Resources that you need to produce high quality and attractive documents are: A computer with relevant software – to produce the original document A high quality printer – to print the original document A high quality scanner/photocopier – to reproduce the document on a larger scale if needed, to the standard of the original A high quality paper – for the document to be printed
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... who you are writing or producing your document for, why you are writing ... are concerned with ensuring efficiency, quality and cost effectiveness, with a ... the paper to someone of higher authority for them to publish Summarise ... or present it. Using a word processing software of your choice, ... footnotes, citations, acknowledgements ◦file types and sizes for online documents ◦point numbering systems ...
A high quality finishing supplies – For final touches like laminating, stapling and binding
2.2 Outline ways of using different resources to produce documents By using a good quality laser printer as opposed to an inkjet as you get a cleaner looking document at the end.
Also by using a higher quality paper you get a better finish, E.g as opposed to using the standard 80gsm white A4, you could use 100gsm white A4 stain finish paper.
2.3 Describe different types of technology available for inputting, formatting and editing text, and their main features The different technologies available for inputting formatting and editing text are: A computer with a monitor, keyboard and mouse, or a Laptop A printer and/or scanner
A word processor
The standard way of inputting text into a computer is through the keyboard. They are either wireless or wired, or in the case of a laptop built in. Using the keyboard, the user presses specific keys for each character that needs to be inputted and is shown on screen within the word processing software installed.
Another option is through a scanner. A scanner takes a copy of the original documents and saves it on the computer as a JPEG or PDF image file. You cannot change the image file without having the appropriate software installed. Once the appropriate software is installed on the system you can then change the image file to an editable word processing file and vice versa.
There is also specialist input devices available that has voice recognition. The user talks into a headset or dictation machine connected to the computer/laptop which converts what you are saying in to the word processor. Voice recognition devices are especially helpful for visually impaired users and users who have difficulty in controlling the mouse or typing.
3.1 Explain the benefits of agreeing the purpose, content, style, and deadlines for producing documents When documents are written or prepared, there is always a purpose. Almost always there is a certain layout that should be followed dependant on the purpose and there most certainly be a deadline. Therefore all these aspects need to be taken into account and agreed with your manager/boss.
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Once agreed you will then know what type of document should be produced and when the document is required. By having this information you can then produce the document to your manager/boss’ expectations without any errors.
By having an agreement it reduces the time it takes for the document to be produced, as you have a clear indication of what is required. If no agreement was made then the chances are that you have to produce multiple documents beforehand and duplicate work that you have already done.
3.2 Outline different ways of organising content needed for documents Before you start work on a document there are some fundamental questions that you should ask yourself: Who is the document intended for, is it an individual, a group of specific people or for the general public? What type of document is it, formal or informal?
Once these are answered you then need to think about: The purpose of the document The content of the document The layout of the document How long should the document be
How the finished document is organised and presented will depends on what the documents is to be used for. Therefore before being produced all the above point should be agreed with originator and updated regularly to make sure the finished document is fit for purpose.
3.3 Outline ways of integrating and laying out text and non-text Text and non-text can be easily integrated in most word processors. For example Microsoft Word allows you to insert pictures/clip art, tables and graphs.
Word also gives you various options for you to lay it out in desired way, E.g Wrap text around, when placing an image in the document and you don’t want a gap between the words and the picture. Microsoft also has other applications that you could use, for example Excel and PowerPoint, which allows you to make spread sheets and slides.
There are numerous ways of laying out a document. For example you could set it out in columns, use graphics, blocks of text, headings and change the background. Many businesses have a set format to how you should lay documents out so it incorporates their logo and colour scheme. They also normally have a specific font and font size that they use.
The Essay on Business: Organise and report data
Knowledge and Understanding Describe different ways of organising data that has been researchedData is a group of information that is used for lots of different purposes. Data reporting is when data is extracted form of source or many sources and then converted into a certain format which then can be used for a certain purpose. There are lots of different ways to organise data such as tables, ...
3.4 Describe ways of checking finished documents for accuracy, including spelling, grammar and punctuation and correctness, and the purpose of doing so When you have finished the document you should review and check it thoroughly before making it available to the public or submitting it for assessment.
It is always a good idea to get an available colleague to read through the document, because you don’t always see your own mistakes in a document you have written.
While composing a document you should always make sure that your word processor has the spellcheck and grammar check options are turned on and set to the relevant language. With these options turned on the document is constantly being checked as it is being produced, with the option to check the whole document again when required.
Although spellchecker are not totally correct, as if you type in a different word than the one required, it will not correct you. Therefore you still need to proof read all work.
You need to check for accuracy and correctness as the document needs to be clear and easy to understand for the intended recipient. The documents are also a reflection of the business image therefore any mistakes sent to customers could make the business look unprofessional.
3.5 Explain the purpose of storing documents safely and securely, and ways of doing so Any document that is stored whether minor or major importance needs to be stored securely and safely and following the business’ policies and procedures. There are various ways that documents can be stored, mainly digital storage and physical storage depending on the needs of the document in the future.
Digital storage includes: on the business computer, flash drives and in secure external hard drives. Many businesses now back up their data automatically to external hard drives, whenever a change is made, to avoid loss of work due to power cuts or computer crashes. Physical storage is normally in locked, fireproof filing/archiving cabinets.
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Le " Annetti's Unlimited Fashions Plus LLC Final Project: Marketing Management 401 Professor Joseph Jang Lorenda B. Levy JoAnn Cain Cynthia Roberts Lisa Rooney Table of Contents 1. Executive Summary 2. Introduction 3. Mission Statement 4. Vision Statement/Target Market 5. Differentiation 6. Marketing 7. Marketing 8. Marketing 9. Marketing 10. Competition Analysis/Marketing Strategy 11. ...
All documents that are stored have to abide by the Data Protection Act.
3.6 Explain the purpose of confidentiality and data protection when preparing documents Confidentiality is very important to remember when in a business environment as in many cases the business deals with a lot of private data.
Data protection is also important to assure that only the relevant people know confidential information. If this information is mistreated of shared without the relevant permissions it could lead to serious consequences not only for you but also the business.
Knowing that a business complies with confidentiality and the Data Protection Act, it promotes the image that the business is trustworthy to customers.
3.7 Explain the purpose and benefits of meeting deadlines When producing any document it is important that it is made to the best of your ability and to the requirements of the person who has set you the task.
A deadline is set for a reason, if missed you could indirectly affect other areas within the business. It is vital that a deadline is met as the task you are given could be important, E.g invoicing, payroll.
Completing tasks for the deadline shows that you are responsible and trustworthy and that you can be relied upon. If you consistently missing deadlines this could have a negative effect on your progress within the business.