Raw Pixel Version

BSBITU306 Design and produce business documents Learner GuideBSBITU306 Design and produce business documents Copyright © Raw Pixel Version 1 – November 2015 1 Copyright © Raw Pixel 2016 This work is copyright. No part may be reproduced by any process without prior written permission from Raw Pixel. Requests and enquiries should be addressed to [email protected] Design and produce business documents Copyright © Raw Pixel Version 1 – November 2015 2 Contents: Unit of competency …………………………………………………………………………………………………………….3 Unit Introduction ………………………………………………………………………………………………………………..3 1. Select and prepare resources ……………………………………………………………………………………………….4 1.1 Select and use technology and software applications…………………………………………………………4 1.2 Choose appropriate layout and style………………………………………………………………………………..6 1.3 Document requirements…………………………………………………………………………………………………9 1.4 Confirm document format and style ………………………………………………………………………………12 2. Design documents……………………………………………………………………………………………………………..17 2.1 Identify, open and generate files and records………………………………………………………………….17 2.2 Design business document ……………………………………………………………………………………………21 2.3 Use software functions …………………………………………………………………………………………………24 2.4 Operate input devices…………………………………………………………………………………………………..34 3. Produce documents …………………………………………………………………………………………………………..35 3.1 Complete document within organisational timelines ……………………………………………………….35 3.2 Check style and layout of document……………………………………………………………………………….36 3.3 Store and save documents…………………………………………………………………………………………….38 3.4 Use manuals, training booklets and help desk …………………………………………………………………40 4. Finalise document……………………………………………………………………………………………………………..41 4.1 Proofread document…………………………………………………………………………………………………….41 4.2 Make modifications to meet requirements……………………………………………………………………..43 4.3 Naming and storing documents……………………………………………………………………………………..44 4.4 Print and present document………………………………………………………………………………………….45BSBITU306 Design and produce business documents Copyright © Raw Pixel Version 1 – November 2015 3 Unit of competency The course content and assessments are designed to ensure that you have the skills and knowledge that are laid out in detail in what is known as a “unit of competency”. A unit of competency covers a number of learning areas within a given subject and clearly defines what evidence, skills and knowledge are required for you to be assessed as fully competent. You may complete one single unit of competency, or you may undertake a number of units of competencies that are part of a training package. When you complete all the required units in a training package qualification and are assessed competent in all of them, you are entitled to a qualification for example: A Certificate II in Business. Where you are assessed as competent in individual units you will receive a statement of attainment for the individual units, these may be used at a later date towards a full qualification. The performance criteria for this unit of competency is set out below. You can use the details of this performance criteria to help guide you through what areas of knowledge and skill are covered in this unit and what evidence will be required from you to assess you as competent. The performance criteria for this unit of competency is set out in the attached document which is provided by training.gov.au. Unit Introduction Every person, group and organisation depends on reliable information to achieve their goals. Without this both task accomplishment and customer satisfaction would be compromised. To make informed decisions, monitor business performance and secure new or ongoing business, organisations need people with excellent computer literacy skills to design and produce quality business documents. These documents can include spreadsheets, presentations, word-based documents, project reports, plus many more. This unit describes the skills and knowledge required to select and prepare resources, design documents, produce documents and finalise documents.BSBITU306 Design and produce business documents Copyright © Raw Pixel Version 1 – November 2015 4 1. Select and prepare resources 1.1Select and use technology and software applications Introduction Information Technology (I.T.) involves the use of computers and networks to store, process, retrieve and manipulate data. In other words, I.T. is about managing the data and information stored on a computer to make it secure and accessible and help people to use it in a way that benefits the organisation. Businesses need good quality information to survive and thrive: The Advancement of Technology Technology has advanced at a rapid rate over the past 50 years, across the globe. In the past 25 years alone, due to the introduction of the internet, communicating and transferring information has increased exponentially. Growth in I.T. has impacted on almost all aspects of society: ï‚· Communications ï‚· Information management ï‚· E-commerce ï‚· Education and training ï‚· Financial management ï‚· Socialising ï‚· Entertainment ï‚· Travel Visit the link below to watch a short video about the advancement of technology: https://www.youtube.com/watch?v=pRVVZlGb7oc Operating Systems An operating system is the “brain” of a computer. In basic terms, it manages the computer’s memory and operates the hardware components and range of software applications. It also allows users to communicate with the computer without knowing how to speak the computer’s language. Without an operating system, a computer cannot be operated. There are two (2) major system developers: Apple and Microsoft. Apple products are powered by the OS X El Capitan operating system, whilst Microsoft is powered by the Windows operating Data Informa tion Knowle dge PowerBSBITU306 Design and produce business documents Copyright © Raw Pixel Version 1 – November 2015 5 system. Each has very similar functions as well as differences in performance and features to set them apart from each other. Visit the links below to learn more about each operating system: OS X EI Capitan: http://www.apple.com/au/osx/ Windows: http://www.microsoftstore.com/store/msaus/en_AU/cat/Windows/categoryID.70034900?gclid=CN G345PP_8kCFQtnvAodDUoCLg&gclsrc=ds&tduid=(71ede3b5f156acff72cef3870741a665)(227118)(21 84011)(jkp_CNG345PP_8kCFQtnvAodDUoCLg)() Software Applications Apple and Microsoft have developed their own suite of software applications that allow the public, students and business people to perform a range of functions from very basic email to the creation of very
complex databases. The following table summarises the common software applications for Apple and Microsoft: Microsoft Office Applications Apple iWork Applications Basic Functions/features Word Pages Business letters, reports and general documents Excel Numbers Spreadsheets, charts, graphs and financials Outlook Mail Send and receive email, use calendars and maintain up-todate list of contacts Access File maker Pro Develop customised databases to store & retrieve data, analyse data, identify trends PowerPoint Keynote Create visual presentations, write detailed presenter notes, add movies and audio animations Publisher Pages Design newsletters, brochures, illustrative worksheets and postersBSBITU306 Design and produce business documents Copyright © Raw Pixel Version 1 – November 2015 6 Computer Hardware Equipment Personal (PCs) and laptop computers are used to perform a range of functions such as communication, producing documents and spreadsheets, managing data and information, forecasting and problem solving, accessing the internet and presenting information. PCs require a range of hardware technology to ensure you can produce a quality business document. These include: ï‚· Scanner ï‚· Mouse ï‚· Keyboard ï‚· Monitor ï‚· Printer ï‚· Photocopier ï‚· Hard drive ï‚· Network server ï‚· Universal Serial Bus (USB) 1.2 Choose appropriate layout and style Introduction Business documents can include any of the following: Business documents can also include the development of spreadsheets, statistical charts and presentations. Choosing the layout and style of your business documents will enhance readability and create a powerful message about the organisation. Understanding the format of business documentation is fundamental in choosing appropriate formats for sending these messages.BSBITU306 Design and produce business documents Copyright © Raw Pixel Version 1 – November 2015 7 Style and Layout Style refers to the use of images, themes, spacing, writing style, look and feel of the document. Layout refers to the structure and presentation of the content and how the information is set out. It may relate to specific headings, orientation, use of columns, content requirements or page layout. The style and layout of a document will be based on the type of document, its purpose, the audience, presentation requirements and any existing templates and style guides used by the organisation. Reports Reports are a common method for communicating information that has been gathered as a result of research or analysis of data. Reports are generally structured in the same way and set out in a consistent format, they give factual information, use formal language and have an impersonal tone. Reports are generally used within the workplace: ï‚· at the completion of a project for the project sponsor ï‚· at the completion of a research task ï‚· at the completion of analysing data. Report Types There are many different types of reports including, but not limited to: ï‚· laboratory reports ï‚· research reports ï‚· field study reports ï‚· health and safety reports ï‚· case study reports ï‚· feasibility studies ï‚· progress reports. Report Structure A standard business report will usually include the following sections: ï‚· Executive summary – Summary of key findings and high level points and recommendations to management. ï‚· Introduction/ background – Brief summary of the issue or problem and the requirements that must be adhered to. ï‚· Limitations – Summary of any barriers or issues that developed during the reporting period. ï‚· Results – The raw data collected during the reporting period. These may be presented in a table, chart or diagram format. ï‚· Conclusions – Summary of the results including whether the targets were missed, met or exceeded. These should focus on the evaluation of actual performance against the required targets. ï‚· Recommendations – Actions and recommendations including practical strategies for improvement to meet the required targets.BSBITU306 Design and produce business documents Copyright © Raw Pixel Version 1 – November 2015 8 ï‚· Action plan – A detailed action plan outlining the proposed changes needed to achieve the improvements noted in the recommendations. Refer to the GSE Intranet > Policies and Procedures > Style guides and templates >GSE Report template Policies Procedures and Work Instructions Every organisation has policies, procedures and work instructions to guide how decisions are made and work is carried out. These documents make an organisation accountable and transparent and are essential for quality assurance. Policies convey the organisational values, legislation and social expectations and are the basis of the organisation’s procedures and work instructions. A procedure outlines what the organisation does and how a service will be provided. These documents are based on the organisation’s policies and detail specific step by step directions A work instruction is more detailed than a procedure as it is the step by step instructions on how to follow the procedures, task or practice specific instructions. Speech or Presentation A speech or presentation is a method of communication used to influence, persuade or encourage audience members. This is a form of verbal communication, however, there is a written or visual component, in the form of a PowerPoint of slideshow presentation. Email Emails are generally less formal forms of written communication, sent electronically. Emails are designed to send quick messages, follow up on a verbal conversation or to arrange a time and place to hold a more formal meeting or discussion. Emails can be used for communication with people internal or external to the organisation. Publications Leaflets or Brochures These documents are used to give information about an organisation’s products, services and events. The message is brief, straight forward and clear.BSBITU306 Design and produce business documents Copyright © Raw Pixel Version 1 – November 2015 9 These documents are usually visually appealing and use pictures and diagrams to send a message. Letters Letters are a formal method of communication, with the most common format for a business letter being a fully blocked, open punctuation style. This means that all lines start at the left margin and there is no punctuation in the address or in the opening and closing salutations. Letters are generally used when making a request or proposal. Meeting Minutes and Agendas Meeting agendas and minutes are written communication that outlines the topics or issues that are to be discussed during a meeting. They also record the detailed summary of conversations, decisions and actions as a result of the meeting. Meeting agendas and minutes follow a consistent structure and format. Whilst there are many different ways of doing this, each organisation will usually have a format that they use. They are normally used every time there is a meeting within the organisation regardless of the level. They are then published, disseminated and kept on file for future reference. 1.3 Document requirements Introduction Most workplaces have developed formal guidelines for the development of all operational documents. These guidelines explain the design principles that need to be followed when designing and producing business documents. Design Principles Follow these six (6) basic design principles to develop professional business documents: ï‚· Relationships – Every element should have some connection with another element on the page. ï‚· Alignment – Paragraphs, tables, columns and images should be aligned down the left and right hand margins of a page. ï‚· Consistency – Repeating the same fonts, spacing, bullet/ number types, colour schemes, graphic styles, table formats and other visual elements throughout the document. ï‚· Contrast – Use of colours, bolding or underline to distinguish key elements of the text. ï‚· Prox
imity – Grouping content and images together that have close relationships. ï‚· Space – Avoid overcrowding a document. Use as much white space as you can to avoid overwhelming the reader. Space also promotes emphasis on key parts of the document and helps to separate information.BSBITU306 Design and produce business documents Copyright © Raw Pixel Version 1 – November 2015 10 More detail on document design requirements are provided in the next set of slides in this lesson. Document Requirements General document requirements also include the following design principles: ï‚· compliance with proformas, standardised reporting requirements or undertakings made by the organisation about reporting ï‚· organisational policy, procedures and guidelines ï‚· languages other than English requirements ï‚· point numbering style ï‚· visual aid requirements ï‚· word length ï‚· writing styles. Compliance with Proformas Proforma documents are standard documents containing some fixed information to which additional data can be added. Templates are set up for documents that are regularly used, for example, a Word fax form or Excel balance sheet. A template is a document that can be opened with the formatting already applied. This ensures consistency in document layout and saves time and effort in recreating these formats for each new document. Refer to the GSE Intranet > Policies & Procedure >Style Guides and Templates >General > ‘Style Guide’. Languages other than English One important point to remember is that not all of your audience members may speak English as a first language. Therefore, you need to select language that is common and easily translated. In larger organisations, information booklets can be provided in a range of languages and usually interpreters are available for interviews and telephone consultations. Point Numbering Style Often when you write complex documents for the workplace there is a requirement to use a point numbering or lettering style. This will generally be dictated by the genre of the document and the organisation style guidelines. Click on the image below to view common styles.BSBITU306 Design and produce business documents Copyright © Raw Pixel Version 1 – November 2015 11 Visual Aid Requirements In some documents it is acceptable to use illustrations, photographs, tables, graphs, charts, maps and other illustrative material to explain text. When these types of images are used they need to be relevant and aim to help the reader to understand the text. The image needs to be inserted into the body of the text near the direct reference so that the reader can read the text and then quickly glance at the image for further clarification and then continue reading. When the image is inserted, it needs to have a caption or a label that describes the image and a reference for the source. Word Length Business communication does not promote the use of word quotas. Getting the message across in an unambiguous and succinct way is the most critical aspect of business writing. Any unnecessary words and phrases should be omitted to ensure the clarity of the message. Writing Styles Writing style is the way in which something is written, as opposed to the meaning of what is written. In writing, however, the two are very closely linked. Writing style influences the reader’s impression of the content. The main goal in considering writing style is to present your information in a manner appropriate for both the audience and the purpose of the writing.BSBITU306 Design and produce business documents Copyright © Raw Pixel Version 1 – November 2015 12 Consistency is also important. Switching styles can distract the reader and take away from the quality of the information. Writing style includes diction, tone and voice (active or passive). Using Appropriate Language The following is an overview of the different aspects of using appropriate language. • Levels of formality – writing in a style that your audience expects and that fits your purpose is key to successful writing. • Jargon – this refers to specialized language used by groups of like-minded individuals. You should never use jargon for a general audience without first explaining it. • Slang and idiomatic expressions – avoid using slang or idiomatic expressions in business writing. • Deceitful language and euphemisms – avoid using euphemisms (words that veil the truth, such as “collateral damage” for the unintended destruction of civilians and their property) and other deceitful language. • Biased language – avoid using any biased language including language with a racial, ethnic, group, or gender bias or language that is stereotypical. Tips Be careful not to use: • Old fashioned language, clichés or catchphrases – This may confuse the reader and should be replaced with other simple words or phrases. • Wordiness – Using too many words is unnecessary and the use of repetition should also be avoided in business writing. • Ambiguity – write sentences so that their meaning can’t be confused. Things to Consider Important things to consider include: • Sentence structure – Each sentence should only contain one idea and start with a capital letter and end with a full stop. Keep sentences short so that they are easy to read. The average sentence length is 15-20words. • Active and passive voice- Using active voice in sentences is a valuable writing technique as the sentences will be clearer, use fewer words and be more direct. e.g. • Passive voice tends to create a more formal tone which can be quite monotonous. • Tone – Courteous, confident and assertive tones communicate a positive attitude and reflect well on an organisation. 1.4 Confirm document format and style Introduction Before starting a new business document or publication, you must clarify the format and style with the person requesting its creation. This ensure you begin on the right foot and your expectations are clear and understood.BSBITU306 Design and produce business documents Copyright © Raw Pixel Version 1 – November 2015 13 Clarify Document Format and Style If you are unsure of format and style it is important for you to discuss this with your team leader, supervisor or the person requesting the document. It is better to do this before putting in the time and effort and finding you have to do it again. Communication Methods There are different ways that you can communicate with the person requesting the document or publication. Communication methods must ensure the right information is communicated within a reasonable time-frame. Expectations about format and style can be discussed using: ï‚· A briefing, such as a short one-to-one meeting ï‚· Distributing a draft copy of the document via email and asking for feedback ï‚· Making a telephone call ï‚· Using web technology such as Skype to discuss the matter face to face Depending on the size of the document needed a meeting may be arranged to ensure that the document is delivered in its timeframe and looks professional. Doing this ensures that documents are of a high quality before being sent to their intended reader. Principles of Effective Communication To ensure you understand your expectations, follow these guidelines: ï‚· Talk in positive terms ï‚· Don’t give too much information ï‚· Avoid complicated and lengthy information ï‚· Avoid legal jargon and in-house terms ï‚· Ask for the person’s feedback to ensure your understanding ï‚· Use language that the person will understand ï‚· Allow sufficient work-time for people to read information ï‚· Consider the needs of people who do not speak or understand English well ï‚· Use written means for larger amounts of information Format and Style of Business Documents The accepted business practice in most organisations is to structure and produce documentation which reflects a consistent image of the organisation and reinforces their commitment to quality products and practices. Style Guides and Document Stan
dards are designed to ensure that these goals are consistently met. Individual business documents also have specific formats and style standards which will be described in more detail over the next set of slides. Turn page by clicking on the bottom corner of each page.BSBITU306 Design and produce business documents Copyright © Raw Pixel Version 1 – November 2015 14 Reports Purpose The purpose of a report is to convey information that has been gathered as a result of research. The format includes: • executive summary • introduction • conclusion • recommendations • action plan Style includes a formal writing style, professional fonts and images. Instructions Purpose The purpose of a policy, procedure and work instruction is to inform someone about how and why to do something. The format includes: • title • policy statement or related policy statement • purpose • scope • objective • policy/procedure/work instruction details • roles and responsibilities • monitoring, evaluation and review • definitions and abbreviations • associated documents • references. Style includes a formal writing style, structured approach and no images. Speech or Presentation Purpose The purpose of a speech or presentation is to present information and influence attitudes and beliefs. The format includes: • title • ice breaker or catch phrase to get attention • objectives or outcomes • information and arguments • summary • call to action • references • questions/discussion. Style includes a narrative or informal writing style, professional animations and images.BSBITU306 Design and produce business documents Copyright © Raw Pixel Version 1 – November 2015 15 Email Purpose The purpose of an email is to retell an event, send a greeting and provide informal information. The format includes: • email address of receiver • email address of sender • copies to other is required i.e. Cc or Bcc • subject or title of the message • begins with a salutation like ‘Dear’ (formal) or ‘Hi there’ (informal) • introduction – give some background information • body of the message – give the details • conclusion / closing – give the reason for the email i.e. ask a question, request an action • sign off: ‘Yours sincerely’ (formal) or ‘bye / cheers’ (informal) • attachments can be made i.e. documents, pictures. Style is dependent on the audience and whether the person is internal or external to the organisation. It is usually short and succinct and may include a formal or informal writing style with no images. Publication Leaflet or Brochure Purpose The purpose of a publication, leaflet or brochure is to advertise or give brief information to the reader. The format includes: • one or two or three panel documents • keep design clean • don’t use hard to read font • don’t overuse images • title • provide additional information about the product or service – what, where, when, cost, why, how • contact person’s details – address / phone number / email address. Style includes an informal writing style, use of varied colour in a consistent scheme and appropriate fonts and images. Letters Purpose The purpose of a letter is to share information or to have a record of a business transaction The format includes: • the date • recipient’s name • title/position • company name • addressBSBITU306 Design and produce business documents Copyright © Raw Pixel Version 1 – November 2015 16 • greeting – dear • subject • body of the letter • closing – yours sincerely • sender’s name • title • enclosed documents • names of other people receiving the letter. Style includes a formal writing style, no use of colour, professional fonts, use of spacing and a theme that accurately portrays the image of the organisation. Meeting Agenda and Minutes Purpose The purpose of meeting minutes and agenda is to record operational and organisational information and changes. The format includes: Agenda: • meeting title • date • time • meeting called by • attendees • required reading prior to meeting • required actions prior to meeting • item one – timings/title/responsible personnel • additional information. Minutes: • meeting title • date • time • location • details of the meeting • agenda topics – discussions/conclusions/action items/deadlines. Style includes a formal writing style that is short and succinct with no use of colour. Templates For further information about document format and style, refer to the GSE staff intranet and locate the following documents: • ‘Report Writing’ and ‘Report Template’ in Policies & Procedures> Style Guides and Templates>General>Report Template • ‘Email Template’ in Policies & Procedures>Style Guides and Templates>General>Email Template • ‘Business Letter Template’ in Policies & Procedures > Style Guides and Templates>General>Business Letter TemplateBSBITU306 Design and produce business documents Copyright © Raw Pixel Version 1 – November 2015 17 2. Design documents 2.1 Identify, open and generate files and records Introduction All businesses use files and documents to record their activities. A file is an individual document, such as a word document, PowerPoint presentation or Excel workbook. A record is as any document that provides evidence of a business activity conducted by an organisation. Records provide knowledge of what happened, when, how, and who did it. They enable staff and management to prove that actions have been taken, commitments entered into, or, obligations carried out. File Type and Size As organisations are moving towards online or ‘cloud’ based document storage, opening, sharing and communication options, it is important to consider file types and sizes. If a document is saved in an uncommon file type or if it is a large file, it can make it difficult for your reader to store, send or open the document. When opening, creating and/ or saving a document, be aware of the file type, by looking at its extension (the code that is at the end of the file name). File size is also important because the bigger the file size the more difficult it is to send. Most email servers will only allow emails less than 25MB to be sent and received.BSBITU306 Design and produce business documents Copyright © Raw Pixel Version 1 – November 2015 18 Examples of Workplace Files and Records ï‚· Sending a message – An email message can have attachments, multiple recipients or invitations for meetings. For this you will need a computer, monitor, keyboard and access to the Internet. Software used could be Microsoft Outlook or Lotus Notes. ï‚· Preparing a report – Reports can be created using tables, graphics, photographs or data inserted. A computer, monitor and keyboard are needed for you to complete it. Software used could be Microsoft Word, PowerPoint, Publisher or Excel. ï‚· Printing your document – Printing your document may be needed for presentation to supervisors, colleagues or clients etc. A computer will be needed to send the data needed to be printed to a printer, this could be laser or inkjet. Software is supplied by the manufacturer. ï‚· Copying a document – Multiple copies may be needed to be reproduced to many for various reasons. You can complete this by a printer or photocopier. Software may not be needed for a photocopier unless it is multifunctional and is hooked up to a network. ï‚· Copying a photograph or document – Scanners are the best to copy images due to their ability to transfer the image at a higher quality. Printers and photocopiers can also perform this function some may produce better quality than others. Software would be provided by the manufacturer. ï‚· Keeping records
– Records can be made and kept for many reasons for example databases, sales numbers etc. A computer, monitor and keyboard are needed to record these. Software applications may be Microsoft Word, Access and Excel. ï‚· Bookkeeping/Accounts – All financial records need to be recorded and kept up to date for businesses to run smoothly. Again a computer, monitor and keyboard are needed. Software applications can record these using Microsoft Excel, MYOB and Quicken. ï‚· Inventory/Stock Control – Businesses need to be able to identify their inventory levels to provide a service to their clients. A computer, monitor and keyboard can record these. Software applications may be Microsoft Access, Excel and some accounting programs offer this service as well.BSBITU306 Design and produce business documents Copyright © Raw Pixel Version 1 – November 2015 19 Identify Files and Records All software applications involve creating or working with previously saved files and these are usually stored (saved) in folders on the local hard drive, a removable disk, on the cloud, or on another machine if connected to a network. All operating systems use folders, also known as directories, as a storage system for files and documents (just as you might use manila folders to organise information in a filing cabinet). This is referred to as the file structure of the organisation’s documents. Each business will have their own file structure set out according their specifications. Opening a fileBSBITU306 Design and produce business documents Copyright © Raw Pixel Version 1 – November 2015 20 Once you have located the file by being able to view its name and/or icon within a folder window or dialogue box, you can open the file by either: ï‚· Double clicking on the icon/file name ï‚· Click once on the icon/file name ensuring the file name is highlighted (selected). Then go to the File menu and select ‘Open’, or press Control/Command key + O. ï‚· If you have located the file by browsing in a dialogue box (e.g. using the Open command) you can select the file in the list then press the Enter key (or click on the OK button) to confirm your selection. ï‚· This will open the file in the application with which it was created, or you’ll be given an option for which application you want to use to open the file. Five Key Steps to Report Writing There is no one-size-fits-all format when it comes to writing business reports; however you will need to ensure your report is professional, clear, concise and communicates the key issues and recommendations of your research. The five key steps to report writing can be followed to ensure you produce a quality report: 1. Accuracy 2. Completeness 3. Conciseness 4. Impartiality/ objectivity 5. Clarity and report formatting Accuracy • Report factual information only • Be aware of feelings that may destroy objective descriptions • Make distinctions between fact and hearsay, fact and opinion, and fact and conclusions • Be clear about the meaning of words • Avoid jargon if the audience will not understand it • Clarify all abbreviations, such as ALARP which is short As Low As Reasonably Practicable • Pay attention to grammar • Proofread the report and rewrite as needed Completeness • Completeness is achieved by reporting all the information as per the request • When in doubt, include the information. Information that appears irrelevant to the investigator may be relevant to the reviewer • In most cases, the only information the reader will have will be the information in the report • Avoid partially stated facts which can be misleading and misinterpreted • Explain why certain information is lacking or incomplete • Provide a detailed explanation of the possible source of additional information Conciseness • Avoid unrelated, incidental, and nonessential information and detail • Avoid adjectives, wit, sarcasm, flowery expressions and repetition • Use singleness of thought and purpose. A good report will give the reader a clear idea or picture of the resultsBSBITU306 Design and produce business documents Copyright © Raw Pixel Version 1 – November 2015 21 • Use headings, paragraphing, sentence structure, indentations, underlining, and capitalization to emphasize and give weight and/or visibility to information the investigator deems more important Impartiality/Objectivity • Report the material and evidentiary facts without addition or subtraction • Do not conceal or withhold information • Do not assume • Do not conclude • Maintain an unbiased and open mind about the results • Avoid becoming emotionally involved in the process Clarity and Report Formatting • Arrange the contents of the report in discrete sections to facilitate the reader’s review and understanding of the report • Write in chronological order • Avoid ambiguous sentences and vague statements Summary of Report Writing Once you have developed a draft copy, you will need to go over the content with a fine tooth comb. It is always good practice to proof-read a document in hard copy, rather than on the computer screen. This allows you to use a pencil to point to every word. It’s easy to miss typos, jarring sentences and spelling mistakes when you’ve been looking at a document for too long – therefore, wait a few days after writing the report or alternatively, ask a colleague to review the report for you. In summary, an effective report must tick the following boxes: • Information contained within the report must be current and accurate • Information must be relevant to the initial request • Language must be appropriate to the audience • Use correct spelling, punctuation and grammar • The report must be clear and concise • The information must be able to be read and understood quickly • The style used must be consistent with the businesses templates and formats 2.2 Design business document Introduction The design of the document is all about the format, structure and style of your document – not the content itself. The design should enhance the visual appearance of the document and ensure maximum readability of the text to ensure the main themes are identified by the audience.BSBITU306 Design and produce business documents Copyright © Raw Pixel Version 1 – November 2015 22 Designing your Document The design of a document must cater for the content and style and formatting requirements. If there are three levels of heading, the design must cater for them; if there are likely to be illustrations and captions, they must be catered for. The design must also be geared to what you can do with your software – it’s no good planning a multi-column document if you don’t have the software to produce one. Things to check: • Is the text correct? Is spelling, punctuation, and use of the ‘house-style’ consistent? • Don’t forget to check headings, captions, footnotes, text in illustrations, running heads, contents lists, and indexes, as well as the main text. Have the correct headings been given for the text? Is the information in the correct order? And the correct running heads? Do the headings in the text match the headings given in the contents list? And are the page numbers in the contents list correct? Is the numbering system for parts, chapters, sections, and subsections consistent? • Is the content of the illustrations correct? Are they the right size, the right way around, has the correct part of the illustration been used? Do the illustrations match the captions? Is the numbering of illustrations correct? • Are the cross-references within the text and between text and illustrations correct? • Are the page numbers in the index correct? Style Requirements Your organisation may have templates and style guides to guide you in your document design tasks. These templates and guides will usually include a font style, formatting structure, as well as
a list of rules for content, proof-reading, editing, formatting, presentation and referencing. Where these are made available, you should always utilise style guides and existing templates to ensure consistency and professionalism in your reports and presentations. A style guides may include the following information: • Formatting and style guidelines for a range of business documents including budgets, reports, Emails, presentations, posters and letters • Identifying and opening files • Saving and closing files • Security • Storing data For a copy of a style guide, go to the GSE Intranet and go to Policies and procedures > Style guides and templates > General >Style guide Desktop Published document Desktop publishing is the process of using the computer and specific types of software to combine text and graphics to produce documents. Itis the development of a specific t ype of software to combine and rearrange text and images and creating digital files. Desktop publishing uses the computer hardware and software to create visual displays of ideas and information or electronic distribution including PDF, slide shows, email newsletters, and the Web.BSBITU306 Design and produce business documents Copyright © Raw Pixel Version 1 – November 2015 23 Uses Desktop publishing can allow you to create: • brochures, fliers, ads, and posters, catalogues, directories, and annual reports, • logos, business cards, and letterhead newsletters, magazines, and newspapers, books and booklets, • converting print communications to formats including web and smart devices such as tablets and phones, • creating resumes and business forms (including invoices, inventory sheets, memos, and labels), • self-publishing books, newsletters, e-books, blogs and web sites. The main difference between desktop publishing today and how it was defined in the 80s and 90s was before, it was for print almost exclusively. Today, desktop publishing includes much more than just print publications such as publishing PDF, Web sites, blogs or an e-book. It designs content for multiple platforms including smartphones and tablets. Consistency of Design An effective page layout improves the reader comprehension, so you have to balance the imaginative elements with the functional elements. In other words, a splashy graphic laid out at an unexpected angle is eye-catching, but three columns of centred text is not. Good page design balances function with form, consistency with contrast, and places successful communication with the reader above all other considerations. Web Design If you’re designing a Web site, you need to understand consistency is vital. You may think that consistency equals a boring design or a lack of imagination, but the opposite is true. It’s a crucial design attribute and creating a site without it can lose you customers. If you were to open a book and find the table of contents in the middle and the index at the front, you would be confused. You wouldn’t know how to navigate this book because the design breaks the rules that you have learned. The same process works on the Web. Your visitors have learned certain rules about navigating shopping sites, and while it might be tempting to design a cutting-edge site that breaks all the rules, that kind of design will cost you visitors. Consistency with Other Sites Web sites should behave pretty much the same way as every other Web site. Start with a navigation system, and put it in the same place on every page.BSBITU306 Design and produce business documents Copyright © Raw Pixel Version 1 – November 2015 24 • Use underlined text only for links – never for emphasis. If your links aren’t underlined, then be sure to format them in a way to make it obvious they’re links. • Make sure that the navigation links clearly describe what visitors will find by clicking on them. Consistency within Your site • You need to ensure consistency within your site. Every page should be clearly identifiable as part of your site. • Define your site by giving each page the same look and feel so that it’s clear to visitors which pages belong to your site. • Create this affect through the use of the same type faces, colour, images, backgrounds, positioning of elements, page layout, voice, etc. – on every page of your site. When you do this, the visual consistency you create from one page to the next lets you define graphically where your site begins and ends. Profiling Your Style • Develop a simple Web site profile detailing all elements that you use and how they are to be used. For example, list the font names, sizes, colours and any special attributes. • Specify the position and size of your logo, along with the basic layout of every page. • Implementing consistency across your Web site – and throughout all aspects of your business – you will create a more professional looking site that your visitors will feel comfortable using. • Another very important point is to test the web site over different browsers so as to check how the template is working over different browsers. Confirm Layout When your design has been completed, you must check that all requirements have been met. This quality check can be performed by another person or colleague against the original design. At various stages, you and your client should both agree and be clear through the design process and receive client approval to continue through to the final proof stage. This ensures that you are on the right track and the client is satisfied with the direction of the project. Depending on the client – designer relationship and the size of the budget, it is advisable to obtain this approval in writing. Written approval can be in the form of an email or a simple sign-off document can be developed with the approval stages indicated and space for the client to sign and date. 2.3 Use software functions Introduction You will be required to use a range of functions to ensure consistency of design and layout. You will need to choose the basic design elements for documents that are appropriate for the audience and purpose. These functions include: • capitals and underliningBSBITU306 Design and produce business documents Copyright © Raw Pixel Version 1 – November 2015 25 • fonts • headings • images and illustrations • justification and alignment • Margins and paragraph indentation • Page shape and size • templates • use of colour and white space • Themes • style sets • Heading styles • graphics • tables • Footnotes • Views • Paste special Many of these functions are consistent with the suite of Microsoft Office applications. Each of these functions are expanded upon in the following slides. Capitals and Underlining Capital letters are used for the following: • the first word of a sentence • proper nouns (people, some places and things and adjectives formed from these) • the pronoun I • names of organisations, institutions and departments • names of months and days of the week • street names • schools, colleges and universities • political divisions (continents, regions, countries, states, counties, cities and towns) • titles of books, movies, magazines, newspapers, articles, songs, plays and works of art. Similar to italicization and bolding, underlining is used primarily to draw emphasis, to set proper titles apart from regular text, to connote a foreign word, and to reference letters and numerals out of context. Fonts A font is a graphical representation of text that may include a different font face, point size, weight, or attribute (e.g. underline, bold, italic or strikethrough.BSBITU306 Design and produce business documents Copyright © Raw Pixel Version 1 – November 2015 26 Headings Headings should be succinct and clear and are used to describe what the particular section will explain within a paper or document. The use of headings also enhances white space and readab
ility. A heading is typically found at the top or the centre of the paper. In report writing the heading is centred both vertically and horizontally on the page. Images and Illustrations All images and other visual materials used in documents must be referred to within the document text and should be placed close to the relevant text or be included as an appendix at the end of the document. A range of copyright free images can be accessed from the online pool, or your local network drives. Click on the “Insert” button on the Ribbon and go to the “Illustrations” group. Justification and Alignment Justification is the alignment of the text on the page. There are four main types of text alignment: • Left justified – probably the most common, all text is aligned to the left side of the page. • Right justified – probably the least common, all text is aligned to the right side of the page. • Centre justified – the entire line of text is centred on the page. • “Justified” – text begins aligned to the left, but lines will “extend” (by increasing the space between words) in order to completely fill the line with text. This type of alignment will have both the left and right sides of the text with straight edges. Consistency in these aspects is crucial in the professional presentation of business documents. Justification and alignment can be actioned through the “Paragraph” group on the “Home” tab.BSBITU306 Design and produce business documents Copyright © Raw Pixel Version 1 – November 2015 27 Margins and Paragraph Indentation Margin settings determine the blank space that appears on each side of a paragraph. You can indent paragraphs in your document from the left margin, the right margin, or both margins. • Left indentation means to move the left edge of the paragraph inward towards the centre of the paragraph. • Right indentation means to move the right edge of the paragraph inward towards the centre of the paragraph. • The full block style is usually the accepted standard in business documents and requires all lines of text to begin on the left hand margin. However, in documents such as reports, indentation is generally used to indicate the start of a new section. Page Shape and Size Page shape can be portrait (210mm x 297mm) or landscape (297mm x 210mm) International paper sizes are a standardized system of related sheet sizes, based on a series of three different sizes called A, B, or C – all of the same proportions. All sizes have the rectangular proportion of 1:√2 (or 1:1.414) which is mathematically unique – no other size allows paper to be cut or folded in half and yet retain the same proportion. Because these proportions always remain constant, artwork will enlarge or reduce photographically to fit any international size. The shape and size of a page can be altered through the “Page Layout” tab in the “Page Setup” group. Templates Templates are documents that can be opened with the formatting already applied.BSBITU306 Design and produce business documents Copyright © Raw Pixel Version 1 – November 2015 28 This formatting can include margins, page orientation, line spacing, font type, and the company name and logo. This ensures consistency throughout the organisation and saves times and effort in recreating these formats for each new document. Microsoft Word templates can be accessed through the “File” tab, then clicking on the “New” icon. Use of Colour and White Space Black is the traditional colour used within documents, although logos or brand names may be printed in the organisational colours. White space is the amount of blank space on a page and is an important component in presenting information on that page. Margins, line spacing, line lengths, headings and font sizes are factors that contribute to the amount of white space on a page. White space allows: • rhythm • unity • legibility • readability • balance. Themes When you use a theme in your document, you automatically get fonts, colour, and graphic effects that go together, and you can format text and graphics. Find many built-in themes in the Themes gallery on the Page Layout tab, in the Themes group. Just point to options to preview that theme in your documents.BSBITU306 Design and produce business documents Copyright © Raw Pixel Version 1 – November 2015 29 There are many theme colours, fonts, and effects to produce the document you are wanting to achieve. Select separate theme colour, theme font, and theme effect sets from their respective galleries on the Page Layout tab. Style Sets A style is a set of formatting commands. Styles help you format the elements of your document consistently, and they can also save you a lot of time and work. For example, which of the following is faster and easier?BSBITU306 Design and produce business documents Copyright © Raw Pixel Version 1 – November 2015 30 Apply a font. Apply 14 point font size. Apply a font colour. Apply bold. Add spacing before the paragraph. Set the text as a heading that shows up in your table of contents. Set the text to always stay with the paragraph that follows when it moves to a new page. … Or… Apply the Heading 1 paragraphs style. Heading 1 style includes all of the formatting in the first bullet. Many styles come with your Word document by default. You can use them as they are, customise them, or create your own. Find styles on the Home tab, in the Styles group. Heading Styles You can easily organise documents into an outline by using the Heading 1 through Heading 9 paragraph styles in Word. Heading styles also provide other benefits: Insert cross-references to heading-styled text, easily add outline numbering, and create a table of contents in no time at all. Find these styles on the “Home” tab, in the “Styles” group. Graphics You can use graphics to illustrate key points and provide a pictorial view of the text and data. You don’t have to be an artist to add a great-looking diagram or chart to your documents. Create a SmartArt diagram as easily as typing a bulleted list, and show more than bullets ever could. You just type your text in the SmartArt text pane, and the diagram is automatically built for you. SmartArt layouts are available for many types of diagrams, ranging from simple lists to process diagrams, organisation charts, timelines, and much more. Find SmartArt on the “Insert” tab, in the “Illustrations” group.BSBITU306 Design and produce business documents Copyright © Raw Pixel Version 1 – November 2015 31 Tables Tables are organisers. They look great and they’re simple to manage. You can use them to hold text, graphics, or other tables. They can simplify even the most complex layouts. Tables are one of the most powerful and flexible features available for your Word documents.BSBITU306 Design and produce business documents Copyright © Raw Pixel Version 1 – November 2015 32 Footnotes Footnotes are useful when you need to add supporting details for a piece of text in the body of your document. When you need to reference a source or provide detail for an important point, a footnote or endnote is an easy solution. They take almost no time to insert and keep supporting information out of the way but easily accessible. Footnotes can be setup by accessing the “Footnotes” group in the “References” tab.BSBITU306 Design and produce business documents Copyright © Raw Pixel Version 1 – November 2015 33 Views With this functions, you can save editing time by using different views. These views are designed to help you accomplish different objectives within a document. Find view options on the “View” tab or use the view shortcuts on the “Status” bar at the bottom of the Word window. Print Layout: See exactly what your final document will look like. This view enables you to edit headers, footers, and footnotes right on the page. And it shows you the page layout with graphics, tables, and other content displ
ayed exactly as they appear in your final document. This is the best view to use when you are formatting your document or working in any document that uses a complex page layout. Draft: This view shows you the body content of your document only without page layout. This is the best view to use in very long, large documents when you need to just edit document text. When you view formatting marks in Draft view, section breaks and page breaks are also easy to find because they always appear across the full width of the page.BSBITU306 Design and produce business documents Copyright © Raw Pixel Version 1 – November 2015 34 Paste special Use Paste Special to control the look of text, tables, and graphics. Instead of using the Paste command to add or move content in your documents, try Paste Special. This feature can help you get exactly the result you want. For example, to make sure that copied text doesn’t bring its old formatting along, select Unformatted Text in the Paste Special dialog box. Paste Special can also be helpful when you paste graphics because it offers a variety of picture and object types. Paste Special can be used by right clicking on a word, or by going to the “Paste” icon in the “Clipboard” group of the “home” tab. 2.4 Operate input devices Introduction In the workplace technology has been making businesses more efficient in the preparation of files and records. Computers, printers, scanners and photocopies can help your design and produce high volumes documentation according to business needs. Software applications on computers allow businesses to produce many different kinds of documentation. These include: • accounting packages • database packages • presentation packages • spreadsheet packages • word processing packagesBSBITU306 Design and produce business documents Copyright © Raw Pixel Version 1 – November 2015 35 Input Devices An input device, or peripheral is a hardware component that is used to process data. Hardware and software are connected through the computers operating system (OS X El Capitan or Windows). Examples of input devices include: • keyboard • mouse • numerical key pad • scanner • extended monitor Operating Instructions In all cases, you must refer to the user manual for guidance on how to correctly operate the input device. You should never guess or assume the process is the same for all types of devices, including makes and models. User manuals are provided with the device at the time of purchase and can also be downloaded for free from the manufacturer’s website. 3. Produce documents 3.1 Complete document within organisational timelines Introduction Every task that you complete at work will have a designated deadline. This ensure stakeholders and clients have clear and reasonable expectations as to when they will receive the final version. Timelines for all business documents should be clarified with the service level agreement or the relevant personnel in the organisation before commencement. Organisational Requirements Each organisation will have certain timelines and expectations for you to deliver your work. It is essential that you are able to: • Manage your time by prioritising your work due to its urgency • Use the functions on your software applications to their full potential • Handle distractions Don’t be afraid to ask for help, this can save you time.BSBITU306 Design and produce business documents Copyright © Raw Pixel Version 1 – November 2015 36 Designated Time Lines Timeframes for responding to routine correspondence are usually detailed in an organisation’s service level agreement, Policy and Procedures Manual or in consultation with the person requesting the document or publication. Once a time-frame has been set, you must ensure you do your best to meet the deadline. If you are behind on the time line, you will need to discuss the issue with your supervisor to negotiate either a revised deadline, or to re-establish priorities so you can focus your time on the task at hand. Managing Your Time To get tasks done you need to be able to manage your time effectively and to prioritise and set goals. Review the following time management techniques to help you meet your deadlines: ï‚· Plan your day/week and work to priorities ï‚· Do it right the first time ï‚· Don’t procrastinate ï‚· Use a diary or schedule to note down your priorities in terms of urgent and important tasks ï‚· Set aside time for emails and call-backs ï‚· Set aside blocks of time for major tasks such as document development ï‚· Reduce multitasking where possible by concentrating on one thing at a time 3.2 Check style and layout of document Introduction Business documents should always have two major version: draft and a final copy. As part of quality assurance process, you will need to conduct a series of checks to verify the style and layout of the document meets the requirements of the requestor and the organisations style guide. Checking Process A check can be completed using either the electronic copy or by printing a hard copy. This will be determined by the final version the stakeholder or customer will be using, when they are presented with the document. For example, if you are developing a business letter that will be printed and posted to a client, the checking process should be completed using a hard-copy version of the letter. It is recommended that a check of both electronic and hard copy version is completed to ensure all formatting errors are rectified and the style and layout is as good as it can possibly be. Checking a Hard Copy Document When checking a hard copy document, following these simple rules: ï‚· Go through each section of the document ï‚· Use a pencil or pen to circle and highlight any areas that need improvementBSBITU306 Design and produce business documents Copyright © Raw Pixel Version 1 – November 2015 37 ï‚· Make notes on the margin of the document indicating what needs adjusting ï‚· Take the document to another person for a second opinion ï‚· Make the necessary changes to the electronic version Checking an Electronic Document When checking an electronic version of a document, following these simple rules: ï‚· Turn on the “Show/ Hide” icon in the “Paragraph” group of the “Home” tab to view all markers and formatting symbols ï‚· Check the formatting of text by turning on the “Style Inspector” function ï‚· Review the document from top to bottom ï‚· Pay close attention to formatting of all text ï‚· Check all margins, indents, column widths, image sizes etc. against the ruler and sizes to ensure they are consistent ï‚· Delete empty paragraph markers and space symbols and replace them with an appropriate section or page break Format Markers Graphics, tables, and formatting can add a lot to your document, but how you approach these features can make a significant difference in how easy they are to manage. It’s important to keep your documents well-built and easy to manage. Use formatting marks to keep track of and change the formatting in your document. Viewing formatting marks helps you quickly see what’s going on in your document. Adding or deleting formatting marks (also known as non-printing characters) can significantly change the way your document looks because some of these characters (such as paragraph marks and section breaks) store formatting. Formatting marks are present in your document whether or not you can see them. To view formatting marks, on the “Home tab”, in the “Paragraph group”, click the “paragraph icon” . Or press CTRL+SHIFT+8.BSBITU306 Design and produce business documents Copyright © Raw Pixel Version 1 – November 2015 38 Reveal Formatting The Reveal Formatting pane shows you the formatting for any selection. To access this pane, do the following: a) On the “Home” tab, in the “Styles” group, click the dialog launch icon or press CTRL+SHIFT+ALT+S
to open the Styles pane. b) At the bottom of that pane, click the “Style Inspector” icon . c) On the Style Inspector pane, click “Reveal Formatting”. Final Check Once you have gone through each section of the document closely and made any corrections that are needed, go through from start to finish at least one more time. Examine the finalised document to satisfy yourself that it is perfect before delivering it to the recipients. The final check should include a review of the document style, structure and overall visual appeal 3.3 Store and save documents Introduction Throughout the development of your business documents, you should get into the habit of regularly saving your work.BSBITU306 Design and produce business documents Copyright © Raw Pixel Version 1 – November 2015 39 At times, computer software applications and operating systems can become overwhelmed by the amount of information that it needs to store and process. This can lead to unexpected crashes and freezes, which can lead to lost data. By regularly saving your work, you can avoid losing hours of lost time and maintain a high level of productivity during unforeseen I.T. problems. File Structure Most organisations will have a designated file tree or structure that dictates where new files are to be stored and saved. You must follow these procedures at all times to save you some time and frustration when it comes time to find the document you need. A file structure will include the use of folders and sub-folders and will be based on a local hard drive, removable disk (USB), on the cloud, or on another machine if connected to a network. So rather than having to search through countless documents, you’ll be able to find the one you need just by looking at the file name. Name and Store documents When saving and storing files, consider these generic rules: 1. Include the date the document was composed in your file name This is perhaps the single most important element in a file name, particularly when you’re dealing with correspondence. Even if you don’t remember exactly when you composed a document, you’ll still be able to narrow your search down to a specific time period. 2. Include the recipient’s name in your file name While this is particularly holds true for letters, it is an important element of file names for contracts, memos, and even notes. 3. Indicate what type of document it is It is such an important part of a file name. If you’re looking for a letter you wrote, you can eliminate a file that has “contract” or “notes” in the name. Saving your documentBSBITU306 Design and produce business documents Copyright © Raw Pixel Version 1 – November 2015 40 If an original file has not yet been saved, the Save command will automatically switch to the “Save As” option and open the Save As dialogue box. The “Save As” command gives you the opportunity to type in a file name by changing the default name. You should enter a file name in accordance with the business guidelines and take the opportunity to choose the correct location to save the file rather than accept the defaults. If the file has already been saved and you are just making alterations, the “Save” command will simply save the changed file over the previous version and only the changed file will exist. The “Save As” option will always provide the opportunity to save the file with a new name and/or to a different location. Version Control In the event that a file is regularly changed/updated there are often times that previous versions of a document will need to be kept. Version control requires using the Save As option with carefully chosen, meaningful variations on the file name according to the business guidelines, rather than overwriting the previous version with the same file name using the Save option. An example of file naming for two versions of the same document is: Timetable_V1_23-01-16.xls Timetable_V2_28-01-16.xls 3.4 Use manuals, training booklets and help desk Introduction A range of support materials are available to help you produce quality business documents, use the software functions and solve problems. Where possible, you should always look to the user manual, training booklets and help desk support first, before asking the assistance of a colleague or manager. By finding the answer yourself, you will develop a level of initiative and self-dependence and assist your team in maintaining higher levels of productivity. Use Manuals Using the online support manual is an important part of your getting to understand software programs better. Online help is topic-oriented, procedural or reference information delivered through computer software. It is a form of user assistance. Most online help is designed to give assistance in the use of a software application or operating system, but can also be used to present information on a broad range of subjects. When online help is linked to the state of the application.BSBITU306 Design and produce business documents Copyright © Raw Pixel Version 1 – November 2015 41 The most reputable online help service for Microsoft products is that which is provided by Microsoft Office: https://support.office.com/en-us/word Alternatively, if you are using the Mac Pages application, click on the link below to access your online support service: https://www.apple.com/au/support/mac-apps/pages/ Training Guides A training guide may be provided to you as part of an induction, refresher training course of advanced training course. They may be in the form of cheat sheets or a formal technical document intended to give assistance to people using a particular system. Training guides are usually written by a technical writer, such as a member from I.T. and may include programmers, product or project managers, or other technical staff. Most user manual and training guides contain both a written guide and the associated images. In the case of computer applications, it is common to include screen-shots and hardware manuals often include clear, simplified diagrams. Help Desk Support Every product will have “help desk support” to assist users in problem solving and using the functions of the product. For larger organisations, I.T. helpdesk support will be available as an inhouse service. If you are working in a small to medium sized organisation, you may utilise a shared hub or contact the manufacturer directly, such as Apple Mac or Office Support. These details are usually located on the manufacturer’s website under “support” or ‘contact us”. 4. Finalise document 4.1 Proofread document Introduction Before submitting or printing a report, email, memo, or any other written document, it is very important to carefully proofread it. Proofreading of written material is the final and essential step that must be taken before a document can be considered complete. Proof-reading and formatting are different tasks, however both are necessary. Proof-Reading Once you have completed a draft copy of your document, you will need to proof-read its contents. This includes: ï‚· Checking and correcting spelling and grammatical mistakesBSBITU306 Design and produce business documents Copyright © Raw Pixel Version 1 – November 2015 42 ï‚· Looking for typing errors ï‚· Reviewing the style of the document for consistency ï‚· Checking the language is suitable to the target audience ï‚· Adjusting the general layout and presentation of the document How to Proof-Read a Document Always check and double-check your work before distributing the draft copy to your stakeholders. This will improve your image as the plan writer and avoid confusion and frustration from both parties if incorrect or missing information is found. When proofreading a document, you should first read it slowly and carefully to determine whether or not it communicates the message intended. If the title or the introductory paragraph do not clearly signal the intent of the document or the paragraphs which follow do not naturally flow from the introduction, you need to
rewrite those parts. If the research does not seem to verify what you are attempting to communicate, you may wish to rethink your document or you may need to conduct further research. When proof-reading your document, check if your choice of words adds meaning and clarity to your message or if they have the potential to confuse the reader. Also keeping in mind if your organisation expects you to use industry specific language. If you have used uncommon or difficult words, try to replace them with simpler ones with a clearer meaning. If there are any long and complicated sentences, try breaking them up into two shorter, clearer ones. Before you can consider the proofreading process complete, you should verify your sources and make sure that the document adheres to the rules of the formatting style that you are required to use in the workplace. Proofing using Word Functions Microsoft Word has a range of functions that can speed up the accuracy and time required to proofread and review a document. These functions include: ï‚· Checking spelling and grammar ï‚· Checking definitions of key words ï‚· Changing words using the built-in Thesaurus to ensure better clarity and context ï‚· Conducting a word count for a paragraph, section or entire document To access the proofing functions in Word, simply click the “Review” tab and go to the “Proofing” group.BSBITU306 Design and produce business documents Copyright © Raw Pixel Version 1 – November 2015 43 4.2 Make modifications to meet requirements Introduction The production of your document needs to be prepared accordingly to your workplace guidelines and stakeholder requirements. By following these guidelines, you will more than likely produce a quality document and achieve the required time lines. Following the proof-reading and formatting process, you will need to make the necessary modifications to improve your draft version and prepare the final copy ready for printing and or distribution. Process Amendments Once the checking is complete and the document is approved, all amendments based on feedback should be processed. The document can then be produced and circulated for its intended purpose. Always check and double check that you have made all of the required changes to your document. Track Changes Based on your organisation’s standards, you may need to turn on the “Track Changes” function of the document to record all modifications made. Track changes allows users to verify what changes have been made, when they were made and who made them. Users can also leave comments and queries that can be viewed by any user who opens the document. This function can be located in the “Tracking” group of the “Review” tab. Task Requirements Documentation standards describe the way documents should look in line with the image the organisation wishes to convey.BSBITU306 Design and produce business documents Copyright © Raw Pixel Version 1 – November 2015 44 The look and quality of your documents says a great deal about your organisation and its level of professionalism. To ensure standards are maintained, there may be procedures for drafting, editing and proofing documents. Within many large organisations you may find there are specific guidelines to be followed. When creating documents and you need to be aware of these guidelines so that the final documents are consistent within the company. 4.3 Naming and storing documents Introduction Every document created in the process of your work needs to be correctly named and stored in the appropriate file location. File names will be allocated as required by the organisational policies and procedures. Naming Files File names need to easily identify the content. They enable fast and easy access to authorised people who may need to view the document that you have created. The following rules should apply when naming files: ï‚· Be short yet descriptive ï‚· Uses spaces or an underscore “_” to separate words ï‚· Use capital letters, but not UPPERCASE ï‚· Avoid using symbols and special characters such as “%[email protected]”as this will cause confusion ï‚· Check spelling of file names before saving ï‚· Use version control numbers or dates where possible, instead of the word “Final” Storing Files Storing documents may include: • storage in directories and sub-directories • Storage on the cloud • storage on CD-ROMs, disk drives or back-up systems • storing/filing hard copies of computer generated documents • storing/filing hard copies of incoming and outgoing facsimiles • storing/filing incoming and outgoing correspondence Exit Application When you have finished using the software application and have correctly saved and stored your file, take the correct steps to exit the application. Correct exiting of software means: 1. Saving and closing all documents, being sure to choose carefully whether or not to discard any changes made 2. Using either the “Exit” or “Close” command under the “File” menu 3. Clicking on the “X” close button on the top right hand corner of the file window.BSBITU306 Design and produce business documents Copyright © Raw Pixel Version 1 – November 2015 45 4.4 Print and present document Introduction Once you have completed your final copy of your business document and saved and stored the document correctly, you will need to print and present your document to the appropriate stakeholder. This is the final step in the process.BSBITU306 Design and produce business documents Copyright © Raw Pixel Version 1 – November 2015 46 Preview and Print documents The “Print Preview” function displays a document as it will appear in printed form. This is an excellent way of reviewing your final document before presenting it to your stakeholders as it gives you a good understanding as to what the document will look like once printed. Print preview displays formatting, columns, pictures, auto shapes, and even header and footer text, giving you a complete look at your document before it is printed out. This function also allows you to make changes and revisions to your document, if you don’t like the way it looks or you need to meet the requirements of the task. Go to the “File” tab, the click on the “print” icon to preview your document. Printing your document You can use a printer, either attached directly to your computer or available on a network, to create a hard copy of your document. Before you print a document, you should always preview the final document: 1. To get into Full Screen Reading view, click the Full Screen Reading button found on the taskbar – The screen changes to show your document. Take note of how your text looks on the page. Look at the margins. If you’re using footnotes, headers, or footers, look at how they lay out. The idea is to spot something dreadfully wrong before you print. 2. Click the Close button when you finish perusing and previewing your document – Though you can edit and do other things in Full Screen Reading view, you may want to switch back to either Print Layout or Draft view for editing. 3. Verify that your printer is ready for the job – Make sure that the printer is connected, turned on, and ready to print. 4. Click the Save button on the Quick Access toolbar – Saving before you print is always a good idea. 5. Click the File tab and select the Print command – Alternatively, you can use the keyboard shortcut Ctrl+P. You see the document previewed in the File tab window. That’s the Print Settings window. If you want to print one copy of the whole document, skip ahead to Step 10. 6. To print a certain page, position the cursor on that page in the document, click the button beneath the Settings heading, and choose Current Page from the menu – The single page prints with all the formatting you applied, including footnotes and page numbers and everything else. 7. To print various pages, choose the command Print Custom Range from the Settings button menu, then
enter the pages you want to print in the Pages text box – For example, to print pages 3 through 5, type 3-5. To print pages 2 and 6, type 2,6. 8. To print a block of text, mark the block of text you want to print in your document and choose Print Selection from the Settings button menu – The Print Selection item is available only when a block is selected in your document. 9. To print more than one copy, enter the number of copies in the Copies text box – For three copies, for example, click in the text box and type 3. 10. Click the Print button – The File tab window closes and the document spews from your printer. Printing may take some time – a long time. Fortunately, you can continue working while the document prints.BSBITU306 Design and produce business documents Copyright © Raw Pixel Version 1 – November 2015 47 Present your Document Once the document has been printed, you will need to present the document to your manager, client or other stakeholder. There are various forms that you can use to ensure the document is received by the correct person: ï‚· Hand deliver the document ï‚· Present the document in a formal presentation ï‚· Posting the document ï‚· Emailing the document as an attachment You must check with the original requestor or your manager to verify the method that is to be used to present your document. Emailing your Document The most common form of communication tool used to present an electronic document is through email. This allows clients, mobile-workers, out-workers, remote-workers and people placed in different locations and sites around a territory to receive the document quickly and print it off at their leisure. To ensure you use email effectively, you will need to: ï‚· Summarise the email in the subject header, for example “Sales Report – January 2016” ï‚· Consider your audience and the language they will respond best to ï‚· Keep the email short and succinct – one to two paragraphs ï‚· Use bullet lists where possible ï‚· Use fonts that can be read easily such as Calibri, Tahoma or Arial ï‚· Avoid sending multiple attachments – one is usually sufficient ï‚· Avoid jargon that stakeholders will not understand ï‚· Expand on acronyms to give meaning to your text ï‚· Proof-read, edit and format the email before sending ï‚· Ensure the email is sent to all staff required to know the information ï‚· Offer a process for queries and follow-up

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