Unit 3 Produce Document in a Business Environment (GC01019)

Learning outcome: 01

Task 1.1 Compare the different types of document that could be used to present business information

As Wilson (2016) notes, there are different types of documents that could be used to present business information which is described as below:

Printed Document

Agenda

An agenda is a simple list of topics to be discussed (in order of listing), along with the names of individuals who have agreed to lead a discussion of those topics. An agenda helps focus a meeting on a core of topics and allows controlling the pace and flowing of meetings and identifying important items to be acted upon (Allen, 2016). Meetings without published agendas generally seem unfocused and unproductive.  Prepare and circulate an agenda of items to be discussed for each meeting. Circulation of an agenda before a meeting will allow your audience to consider their responses to the items listed and will help stimulate discussion (Hammer, 2015). Agendas may be circulated by e-mail or hard copy. The advantage of hard-copy agendas is that they may be brought to a meeting to facilitate the taking of notes during the discussion. Experienced meeting leaders recognize that both hard-copies and electronic copies of the agenda are usually misplaced, so they bring enough copies for everyone present at the meeting.

Pressreleases

A technical press release usually announces the development of a new product. The audience for such a document consists of writers and editors of trade journals, where the product may be reviewed and potential customers who might want to purchase the new product (Shopify, 2015). A technical press release contains the following elements: A headline that identifies the product, a lead paragraph giving key information that attempts to persuade the reader to investigate the product further, an agraphic that will secure the reader’s attention, a description of the product and an explanation of why the product is important

Electronic Document

Electronic Mail

Electronic mail (e-mail) allows for the almost instantaneous transmission of a message from one computer through a network to one or more other computers and is rapidly becoming one of the main forms of both professional and personal communication (Lindsell-Roberts, 2016).

Web Sites

The World Wide Web supports the creation and transmission of an unlimited number of multimedia documents composed of text, graphics, animation, video, and audio. Multimedia Web documents are assembled and reside on computer servers scattered around the globe that can be accessed by anyone, anywhere, at any time (Solutions Resources, 2016). Web communication is different from hard-copy publication because hypertext and the Web support non-sequential navigation through online documents that are in essence “authored” by readers as they follow one of a potentially unlimited number of pathways through a “document.”

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Analysis charts

These can be either graphs or diagrams that help to monitor performance statistics. These are also in electronic format and can be printed off on paper when required.

Formal and Informal Document

Memoranda

Memoranda are a brief, informal report used to establish a record. They generalize the communication process by transmitting the message from one or more authors to one or more recipients. E-mail messages typically take the form of memoranda. The memorandum is among the most versatile of organizational documents. From brief research reports and progress reports to trip reports and thumbnail proposals, the memo form is widely used to communicate technical and administrative information (Bronsteen, 2016). Memoranda are written for numerous internal purposes–for example, to request information, to make announcements, to outline policies, and to transmit meeting minutes. Thus, in most organizations, memos play a crucial role in establishing a record of decisions, requests, responsibilities, results, and concerns………………….

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