Producing Documents in a Business Environment Essays

Producing Documents in a Business Environment Essays Producing Documents in a Business Environment Paper Producing Documents in a Business Environment Paper There are in electronic format but can be printed out in hand-outs if needed. C 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. L] 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. C Fax Are still very popular in the business industry. If you havent got the required document in electronic aroma, 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 color. You can always tell which format a document is in by looking at the last part f 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: [l 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. Another option is through a scanner. A scanner takes a copy of the original comments and saves it on the computer as a JEEP 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 seers 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 dependent 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. 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 reduce 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. Outline different ways of organizing content needed for documents Before you start work on a document there are some fundamental questions that you should ask yourself: CLC Who is the document intended for, is it an individual, a group of specific people or for the general public? D What type of document is it, formal or informal? Once these are answered you then need to think about: L] The purpose of the document C] The content of the document C] The layout of the document C] How lon g should the document be How the finished document is organized 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. 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 dont want a gap between the words and the picture. Microsoft also has other applications that you could use, for example Excel and Powering, 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 graph CICS, 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 color scheme. They also normally have a specific font and font size that they use. 3. 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 dont always see your own mistakes in a document you have written. While composing a document you should alw ays make sure that your word processor has the spellchecker 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. . 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. 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 comments Confidentiality is very important to remember when in a business environment as in many cases the business deals with a lot of private data.