Unit 3: Produce Document in a Business Environment
Task 1.1 Compare the different types of document that could be used to present business information
There are different types of documents that could be applied to provide business information that is described below:
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. Moreover, the agenda is the simple list of topics to be discussed along with the names of individuals who have agreed to lead a discussion of those topics(Allen, 2017). Circulate an agenda of items to be described for each meeting. Circulation of the agenda before a meeting will permit the audience to reflect on their responses to the items listed (Hammer, 2016). 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. Skilled leaders of meetings identify that hard-copies and electronic copies agenda are usually misplaced. Thus, they take enough copies for everybody to present at the meeting.
A technical press release mainlypublicizes the introduction of new products. The audience for such a document includes writers and editors of trade journals, whereas the product may be appraised and targeted customers who might want to buy the new products (Allen, 2017). A technical press release contains different elements that are very significant.
Electronic mail (e-mail) permits instantaneous transmission of the message from one PC via network to other PCs and is quickly becoming one of the major forms of professional and personal communication (Lindsell-Roberts, 2018).
The World Wide Web helps the transmission or creation of the unlimited number of multimedia documents collected of animation, graphics, text, video, and audio. Multimedia Web pamphlets are collected and exist in the computer servers distributed around the globe which can be accessed by anyone, at any time and from anywhere(Hammer, 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 can be both graphs and diagrams which support monitoring performance statistics. These are in electronic format as well as can be printed off on paper while necessary.
Formal and Informal Document
Memoranda are a generalized communication way by transmitting a message from one or more authors to one or more recipients. E-mail tests classically take the form of memoranda(Bronsteen, 2016). The memorandum is between the versatile organizational documents. From brief progress reports and research reports to trip reports or thumbnail proposals, the memo form is extensively applied to communicate technical and administrative information. Memoranda are written for numerous internal purposes–for example, to request information, to make announcements, to outline policies, and to transmit meeting minutes. Therefore, in most organizations, memoranda play a significant role in beginning decisions’ records, requests, results, concerns, and responsibilities.
Memorandum is the primary vehicle for communication within an organization; letters are often used to communicate to individuals outside it, especially in formal and semiformal contexts (Lindsell-Roberts, 2018). Letters are used to communicate outside of the organization. Letters are an essential part of all business and technical communication because they are more reliable than e-mail and more permanent than face-to-face conversations and telephone calls.
A report is a stand-alone document that communicates the results of a factual inquiry to other parties who have a professional interest in the results (Wilson, 2017). Because a report mainly mixes as an independent document, it will usually pursue the standard structure which starts with the front matter section which turns the reader to the major purpose and report’s content. This section is followed by a report body, which contains the factual content of the report, and the body is followed by a section of end matter, which contains various references and secondary material. Reports may be both external and internal as well as software-based. Reports are usually short and concern the policy issues or do the function of keeping others informed about the work.
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. 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.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. 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.