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The purpose of producing documents in a business environment essay

Principles of managing information and producing documents Essay

I use all the above tools to help me produce high quality attractive documents. This means I still use a pen and paper or notepad before I finalise a document on my computer. The three main programs I use are Microsoft word, Microsoft excel and Autosketch. Occasionally we use digital media devices such as video cameras and still cameras.

An example recently was a unit sent out had two valves and the actuator on the second valve had to be turned 90 for packaging purposes. A document was produced with text and photographs instructing the installer to return the actuator to its correct position once unpackaged. This has become necessary, as sales staff were not giving the complete information regarding our units on a sales enquiry, thus when a sales member now telephones a Specification Sheet has to be filled out.

When I constructed this sheet it needed to contain all the technical information about the Econoplate but remain simple enough for all our staff to fill out. Such ways of presentation may include: However if there is too much text it can become hard to read and the reader could lose their place easily therefore it should be broken up using images or tables.

These are useful to break up large volumes of text.

  1. It will address each of the module's outcomes, explain what they mean, and discuss how to achieve them.
  2. Use a Template Many organisations have in-house styles for different documents. This has become necessary, as sales staff were not giving the complete information regarding our units on a sales enquiry, thus when a sales member now telephones a Specification Sheet has to be filled out.
  3. Informal Communication Informal communications are face-to-face interactions that occur incidentally throughout the day.
  4. However if there is too much text it can become hard to read and the reader could lose their place easily therefore it should be broken up using images or tables. Explain the facts straightforwardly, rather than using vague or indirect language.

An example of the way I organise text at Thermaplate International Ltd is the monthly spares invoice. This is presented in columns consisting of date, delivered to, reference number, cost and additional notes. Using this method it is a clear breakdown of the invoice and is easy to read. Microsoft Word enables you to insert pictures, graphs, clip art and wrap text around and it helps you to work around with its different features to get that consistent format.

There are other programs within Microsoft Office such as Excel and PowerPoint with help to integrate text and non-text such as spreadsheets and slides. At Thermaplate International Ltd I recently had to produce an instruction sheet for site engineers to fit the new insulation jackets we were supplying. This consisted of very small amounts of text to explain the actions being shown in the photographs.

It was kept very simple and easy to follow.

The Purpose of Producing Documents in a Business Environment Essay

Some ways of reducing mistakes may include: These are the permanent records of the units we produce, and are used for future reference if a customer needs replacements parts. If the inputting is wrong a customer may receive the wrong parts, costing the company time and money.

If the information is confidential many filing cabinets come with locks.

NVQ Level 3: Communicate in a Business Environment

All computer files should be backed up regularly should the originals be corrupted in any way. There are several methods of filing we use at Thermaplate International Ltd, our wiring diagrams are kept in a filing cabinet in the workshop this is to allow the staff to select the appropriate wiring diagram for production without disturbing the office staff.

  1. Clear and direct, with nothing hidden, free of unnecessary words or ideas. Microsoft Word enables you to insert pictures, graphs, clip art and wrap text around and it helps you to work around with its different features to get that consistent format.
  2. Use the table below to describe some of the different types and styles of documents that are produced in a business environment, and then explain when these different options may be used.
  3. An example of the way I organise text at Thermaplate International Ltd is the monthly spares invoice. Grammatically correct writing reflects well on your professionalism and fastidiousness, as well as that of your organisation.
  4. Why is confidentiality critical when managing information?

Our product schedule which tell us the information on the units we produce were originally produce on paper and filed in a filing cabinet are now saved on computers files. This helps save costs and speed up any enquires about the specifications of previously produced units.

At Thermaplate International Ltd staff information such as addresses and pay must remain confidential. Also business information such as price lists, parts list and supplier list has to be kept confidential.

All these things must be in line with the data protection act 1998. Also you may not know how others use the work you produce and not keeping to deadlines may affect others work.

At Thermaplate International Ltd we constantly have to produce our units on time. If we did not it would cause many problems for others, such as cranes and lifting equipments may no longer be on site to position the Econoplate. How to cite this page Choose cite format: