Unit 3 Produce Document in a Business Environment (GC01116)
Unit 3: Produce Document in a Business Environment
Learning Outcome: 01
Task 1.1 Compare the different types of document that could be used to present business information
There are several documents which are used to present the information on business which are explained below:
Printed Document
Agenda
Decisions made in business meetings can ultimately determine the success or failure of a company, but meetings are often unfocused and unproductive. Creating and distributing an agenda that outlines the topics to be discussed at a business meeting can have several important benefits. Business meetings that have no agenda are likely to have less direction and be less productive than more structured meetings with a preset list of discussion topics (Hamel, 2017). Meetings without a firm direction may stray off-topic, leading to few tangible or useful results. Another important aspect of creating and circulating an agenda for business meetings ahead of time is that it gives participants an opportunity to prepare for the meeting.
Pressreleases
Press releases deliver exceptional results for virtually any business, regardless of its size, profit margins, profile, and industry. Aside from bringing credibility and allowing the business to stay in the public eye, press releases can also boost the profit margins, by highlighting the most remarkable key benefits and features of your products that position your merchandise on top of any other alternatives currently available on the market (McCoy, 2017). Press releases represent an exceptional, incredibly affordable marketing addition that businesses should add to their campaign. Businesses simply cannot go wrong with these tools because they are designed to be controlled by their creators in terms of targeted audience and message.
Electronic Document
Electronic Mail
Electronic mail is information stored on a computer that is exchanged between two users over telecommunications. When it comes to doing business, email is the communication king – but that doesn’t mean it’s appropriate in every form and in every situation. Part of using email effectively in a business setting includes knowing when it’s appropriate to send an email and when it’s not (Casselbury, 2018). The subject line of the email should be specific, particularly if it’s referring to the date of a meeting or a deadline. Proper use of email as business communication isn’t relegated to just the sender. When checking the business email, do the part to communicate effectively.
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Web Sites
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.” A strategically developed website and online presence solution provides tremendous benefits and costing outlines. By building a website are giving the business the opportunity to tell consumers why they should trust and the testimonials and facts to back up those opportunities (Dogulin Digital, 2017). Without sales, or selling more than business spend, the business is doomed. By having an online presence businesses allow for the sale of the products or services around the clock to whoever whenever with no or hardly any limitations.
Formal and Informal Document
Memoranda
Business memorandum or memoranda — also called memo or memos — are specially formatted written communications within the business. A memo’s format is typically informal (but still all-business) and public. Memos typically make announcements, discuss procedures, report on company activities, and disseminate employee information (Fox, 2017).
Letters
Business letters can be written to employees or managers, as well as clients and prospective customers. The business letter is a formal type of communication that is usually typed on 8 1/2 by 11-inch white stationery paper. Business letters must be targeted to a specific individual or group, have a clear and concise purpose, be convincing, and end with a specific objective, like a meeting date (Suttle, 2018).
Software Document
Business Reports
A business report is primarily used to communicate information. A letter can convey information, too, but it usually summarizes information. While a letter is addressed to specific recipients, a report might be sent to individuals outside of the company or published. Reports are frequently formatted in a manner that is consistent from one reporting period to another so that information can be compared (Tingum, 2018). If there is a turnover in employees completing reports, the uniformity of a report template makes it easier for the company to maintain consistency in its reporting practices, as well.
Task 1.2 Compare the different formats that could be used within each of these documents, by selecting the most appropriate
It is necessary to change the file format as well. When changing the format, it is the design, the layout, or the fonts that change. When saving a document it is essential to set the file name and where to store the file on the computer.
Many word processors have several storage formats. PDF is another portable file format that is not editable. On the other hand, there are few editable ones that permit certain fields that have text boxes that permit inputting data. PDF files can be converted to word and formatted and then converted back to PDF if essential. Many text files use plain text (.txt), Rich Text Format (.rtf) as well as Microsoft Word(.doc) and now .docx. But there are facilities to import and export in Word format.RTF files that can be read by every word processing package and their size is smaller. However, PDFs are applied for finished documents that do not need further editing. If the organizations are delivering out documents that do not need or should not be edited, it is appropriate to send them out as PDF.
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