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18/09/2016 Level 2 NVQ Diploma in Business and Administration: Produce Documents in a Business Environment NVQ Level2 Business & Administration http://noemigarcianvq.blogspot.nl/2012/08/producedocumentsinbusiness.html 1/6 Level 2 NVQ Diploma in Business and Administration Sunday, 12 August 2012 Produce Documents in a Business Environment NVQ Level2 Business & Administration This unit is about preparing high quality and attractive documents to agreed layouts, formats, styles to meet agreed deadlines. A document is information produced in either printed or electronic (onscreen) format. All documents can be produced using standard applications packages. We can use different kind of formats: Standard word documents: Use for the creation of most documents such as letters, memos, minutes, etc. Template: it is a sample document that can be completed either by hand or through a software assistant word processing templates enable the ability to bypass the initial setup and configuration time necessary to create standardized documents such company response letter. Most companies use templates now a day as is good way to have a standard document for everyone to use. Spreadsheets: We will use Spreadsheet for storing, calculating, filtering, verifying, sorting, displaying, creating graphic charts etc . Its use is much extended now days to show large amount of data. We can use spreadsheet electronically or be printed for show. Slide Show: A slide show is an onscreen presentation of information or ideas presented on slides. A slide show enforces the ideas, comments, solution or suggestions presented in the slide. Slide shows are conducted by a presenter using an apparatus, such as a carousel slide projector, an overhead projector or in more recent years, a computer running presentation software. Short documents Memo A memo is a short note to someone else in the same organisation. It can be sent by email, handwritten or printed out and delivered by hand. Memos are usually informal in style, but most organisations have a set format to ensure that essential information is not missed out, such as subject, date, sender’s name and contact details. Business email message Emails are widely used for formal business purposes, as well as for informal notes to friends. Because anything said in an email is legally binding, many organisations insist that business emails follow the same conventions as business letters. A business email should always end with a signature. Letter A formal letter is a type of correspondence from an organisation to a client or other contact. Business letters normally have a standard structure and should include business heading, address of the recipient, date the letter was written, salutation, ending and signature of the sender. Order form This will have been designed so that it captures all the information that the business needs: INTRODUCTION 1.1 Outline different types of documents that may be produced and the different styles that could be used 2012 (4) August (2) Produce Documents in a Business Environment NVQ ... Unit 204 – Communicate in a business environment N... July (2) Blog Archive About Me 1 More Next Blog» [email protected] Dashboard Sign Out This site uses cookies from Google to deliver its services, to personalise ads and to analyse traffic. Information about your use of this site is shared with Google. By using this site, you agree to its use of cookies. LEARN MORE GOT IT

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18/09/2016 Level 2 NVQ Diploma in Business and Administration: Produce Documents in a Business Environment NVQ Level2 Business & Administration

http://noemigarcianvq.blogspot.nl/2012/08/producedocumentsinbusiness.html 1/6

Level 2 NVQ Diploma in Business andAdministrationSunday, 12 August 2012

Produce Documents in a Business Environment NVQ Level2 Business & Administration

This unit is about preparing high qualityand attractive documents to agreedlayouts, formats, styles to meet agreeddeadlines.

A document is information produced ineither printed or electronic (onscreen) format. All documents can be produced usingstandard applications packages.We can use different kind of formats:Standard word documents: Use for the creation of most documents such as letters,memos, minutes, etc.

Template: it is a sample document that can be completed either by hand or through asoftware assistant word processing templates enable the ability to bypass the initial setupand configuration time necessary to create standardized documents such companyresponse letter. Most companies use templates now a day as is good way to have astandard document for everyone to use.

Spreadsheets: We will use Spreadsheet for storing, calculating, filtering, verifying, sorting,displaying, creating graphic charts etc . Its use is much extended now days to show largeamount of data. We can use spreadsheet electronically or be printed for show.

Slide Show: A slide show is an onscreen presentation of information or ideas presented onslides. A slide show enforces the ideas, comments, solution or suggestions presented in theslide. Slide shows are conducted by a presenter using an apparatus, such as a carouselslide projector, an overhead projector or in more recent years, a computer runningpresentation software.Short documentsMemoA memo is a short note to someone else in the same organisation. It can be sent by email,handwritten or printed out and delivered by hand. Memos are usually informal in style, butmost organisations have a set format to ensure that essential information is not missed out,such as subject, date, sender’s name and contact details.Business email messageEmails are widely used for formal business purposes, as well as for informal notes tofriends. Because anything said in an email is legally binding, many organisations insist thatbusiness emails follow the same conventions as business letters. A business email shouldalways end with a signature.LetterA formal letter is a type of correspondence from an organisation to a client or other contact.Business letters normally have a standard structure and should include business heading,address of the recipient, date the letter was written, salutation, ending and signature of thesender.Order formThis will have been designed so that it captures all the information that the business needs:

INTRODUCTION

1.1 Outline different types ofdocuments that may be producedand the different styles that couldbe used

2012 (4) August (2)

ProduceDocuments in aBusinessEnvironment NVQ ...

Unit 204 –Communicatein a businessenvironmentN...

July (2)

Blog Archive

About Me

1 More Next Blog» [email protected] Dashboard Sign OutThis site uses cookies from Google to deliver its services, to personalise ads and to analyse traffic. Informationabout your use of this site is shared with Google. By using this site, you agree to its use of cookies.

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AgendaAn agenda is a list of items to be discussed at a formal meeting. A typical agenda mighthave these items: apologies for absence, minutes of the last meeting, matters arising fromthe minutes items for discussion, date of next meeting and any other business.An agenda should be circulated in good time so that the people attending the meeting havetime to think and read about the issues.MinutesThe minutes of a meeting are a summary of what was discussed and the decisions made.The minutes should follow the same structure as the agenda. Someone at the meeting isgiven the task of taking the minutes, which means making notes and writing them up.Extended documentsArticleAn article may be written for the staff newsletter. The style of an article falls somewherebetween a report and an essay. Many organisations produce newsletters for their staff orcustomers, keeping them up to date with new products and news about the company.Newsletters can incorporate photos and graphical headings.ReportA report is any document that is written to explain a project, provide facts or generallyconvey information. Internal reports will be used by managers to help them make decisions.We can use graphical documents such an illustrations, charts, flowcharts, diagrams andpromotional documents ( advertisement, leaflets and web pages ).Documents can be informal, for example emails to colleagues, or formal. Formal documentsare used in organisations for important business meetings. They are stored for a long timeafter the meetings as evidence of the discussions that took place and the decisions thatwere made. Examples of formal documents include agendas and reports

The different formats in which text may be presented are they are font typefaces, headings,font size, effects (bold, italics, underline, etc.), colours etc. We can format the text inparagraphs, tables and columns. We can add bullets or numbers, headers and footers.Files can be created in applications in a number of standard formats. You can tell whichformat is being used by looking at the last part of the full file name, known as the file nameextension. For example, the filename dogs.bmp has the filename extension .bmp, whichtells us that this is an image file stored in bitmap format.• Text files (.txt) – also known as ASCII files, these are created by text editors and simplycontain basic characters in the ASCII character set. You can also save a word processeddocument in text format, but you will lose all the character formatting and any specialcharacters that you have used. They are used to produce very simple text files for technicaluse. The simplest text editors, such as Microsoft® Notepad, allow you to write and savetext files.• Rich text files (.rtf) – are produced by word processors and preserve a certain amount ofcharacter formatting, such as colours and fonts. They can usually be exchanged betweenapplications from different software companies.• Word processed files – use different formats depending on which application has beenused. Microsoft® Word® files use the filename extensions .doc or .docx. They are notalways compatible with other word processing applications. Used to produce letters, reports,simple publications and labels. Word processors are the most widely used softwarepackages. Microsoft® Word® is the best known..• HTML files – text files that contain the programming code for web pages. They are savedwith the filename extension .htm or .html, which tells a browser that they can be interpretedas web pages.• Plain text emails and text messages – use their own file formats, but they are based onsimple text files. Used to create, send, receive, store and organise emails and textmessages email client software – such as Outlook, which communicates with your InternetService Provider (ISP) and handles all the emails for you. Webmail software such asHotmail, Gmail or Yahoo Mail, which is provided by an online provider and which you canonly access online.

The purpose and benefits of producing high quality and attractive documents is to promote agood image of our organisation. A poor presented document may reflect that we don’t careabout our customers/colleagues/managers.Documents have to be produce to a high standard, with a simple and clear format, easy tounderstand and well presented.Quality improves customer satisfaction, improve profitability, support improvement andinnovation, help to identify and manage risk and ensure corporate care and responsibility.

1.2 Describe different formats in which text may be presented

1.3 Explain the purpose and benefits of producing high quality and attractivedocuments

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Resources you might need to produce high quality and attractive document are:

A good software.

A good quality scanner.

A good quality printer.

A computer.

Good quality paper.

The ways I can use different resources to produce documents are:Using a good software for high quality word processing that can support all popular formatsand that is versatile for document creation. Most software will help us to create attractivedocuments by having a choice of fonts, page layout etc. Using a good scan that can copy originals. If you have a quality scanner you can createelectronic images and printed copies that look as good as the original picture or document. Using a good quality printer that can create high resolution documents an neat prints. Using good quality paper for a nice finish.To make the documents more attractive and more reader friendly we can use pictures and aclear font. We can present lists using numbers, letters or bullets. Structure the informationinto topics, with headings and subheadings for sections.We can use tables to display information laid out in two dimensions.

The different types of technology available for inputting, formatting and editing text are:A computer with which you interact through a user interface. This consist of a visual displayon the screen, which you control using a key board and a mouse and other device. Someuser interfaces incorporate sound as well. Most interfaces take input from the user via akeyboard or mouse.Specialist input devices can analyse sound and accept speech instead. Voice recognitioninput devices are particularly helpful for visually impaired users and also for those who havedifficulties with movement and are unable to control a mouse or keyboard.We can use scanners to transfer documents into the computer and transform this documentto other text formants for example a PDF document can be converted into a Word documentand vice versa.Manufacturers of software often develop suites of applications. An integrated packageprovides all the common office tools, for example Word, Excel, Access, PowerPoint etc,wrapped up into one application.Files can be created in applications in a number of standard formats such as: Text files(.txt), Rich text files (.rtf), Word processed files, HTML files Etc.Features and design varied between manufacturers and models but there are some commonones that we can find. Word processing typically implies the presence of text manipulationfunctions that extend beyond a basic ability to enter and change text, such as automaticgeneration of:• batch mailings using a form letter template and an address database (also called mailmerging);• indices of keywords and their page numbers;• tables of contents with section titles and their page numbers;• tables of figures with caption titles and their page numbers;• crossreferencing with section or page numbers;• footnote numbering;• new versions of a document using variables (e.g. model numbers, product names, etc.)Other word processing functions include spell checking (actually checks against wordlists),"grammar checking" (checks for what seem to be simple grammar errors), and a "thesaurus"function (finds words with similar or opposite meanings). Other common features includecollaborative editing, comments and annotations, support for images and diagrams andinternal crossreferencing.

The audience of a document is the group of people for whom it was written. Documentsshould be designed to meet the needs of the expected audience.The purpose of a document can be to:• Inform – letters, memos, emails, texts, invoices, agendas, newsletters, user guides,

2.1 Describe the types of resources available for producing high quality andattractive documents

2.2 Outline ways of using different resources to produce documents

2.3 Describe different types of technology available for inputting, formattingand editing text, and their main features

3.1 Explain the benefits of agreeing the purpose, content, style, anddeadlines for producing documents

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illustrations, charts and diagrams all provide information for the audience.• Query (i.e. to ask questions) – order forms, surveys and questionnaires captureinformation from the audience.• Advertise – letters, emails, leaflets, posters and web pages can be used to promote goodsand services.• Record – letters, emails, news items, minutes and reports can all give an account ofsomething that has happened.A document can only communicate information if it is written and presented in a way thatmakes sense to the reader. You should ask ‘Will my audience understand what I am tryingto tell them?’If we don’t establish and agree on purpose, style, content quality standards and deadlines, Itwill be pointless to produce a document because we will waste our time and fail and we willduplicate work by having to produce another document again.

Before we start work in a document we need to think:• Is the document intended for one individual, for a group of people or for the public ingeneral?• Is it written for friends or for a business audience?• Is it written for other members of the same organisation, e.g. internal staff, or for peopleexternal to the organisation, like customers?And with this is mind we should plan:• The information that is to be included.• Is it written for friends or for a business audience?.• Purpose of the document.• How the document is to be presented.• How long the document can be.• Is it written for other members of the same organisation, e.g. internal staff, or for peopleexternal to the organisation, like customers?.• The resources I need to complete the job.All the information needed to prepare the document should be stored safely with clear filenames, a list or database of resources. How the finished document is presented andorganised will depend on what the document is to be used for, the format and the content.So this must be agreed with the originator and updated regularly to make sure the finishedproduct is fit for purpose. Subheadings are useful so that a particular point of information iseasy to find.

Text and non text can be integrated easily with Microsoft Office Word. Microsoft officeword enables you to insert pictures, graphs, clip art and wrap text around and it helps you towork around with its different features to get that consistent format. There are a variety ofdifferent features that can be used too. Also there are various other office applications thathelp with integrating and laying out text and nontext, for example excel and PowerPoint,help with integrating text and nontext in spreadsheets and slides. Which ever application isused, the formatting and other processes have to be done, bearing in mind how you needthe output document to look like.There are many ways of laying out a document, using columns, graphics, blocks of text,headings, background colours, images and white space.Many organisations use a logo on all their printed materials and their documents often havea very specific style. This will be achieved by always using the same fonts, font sizes, textand page colours and page layout. This is known as the house (or corporate) style of theorganisation.

When you have finished creating a document, you should review and check it verythoroughly before making it public or submitting it for assessment.Most applications that handle text offer a number of tools for checking the suitability of thelanguage you have used.You should have the automatic spelling and grammar checker switched on as a matter ofcourse when you are using a textbased application.Even if you are good at spelling you will still make typing errors. Make sure that the spellchecker is set for UK English spellings.If you use the spellchecker, you will still have to use your own intelligence to decidebetween the alternatives offered.

3.2 Outline different ways of organising content needed for documents

3.3 Outline ways of integrating and laying out text and nontext

3.4 Describe ways of checking finished documents for accuracy – includingspelling, grammar and punctuation – and correctness, and the purpose ofdoing so

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Posted by noemi garcia at 11:39

If you have imported a document, or have not been using the automatic checking tools, youcan check a whole document at once.When a whole document is checked the readability statistics can be displayed, along withother useful information, such as the number of words in the documentYou check for accuracy and correctness because it makes it easier for someone tounderstand you. When you use correct grammar, you make it easier for people tounderstand your ideas. Correct spelling helps people know what word you are using.

3.5 Explain the purpose of storing documents safely and securely, and ways of doingso Any documentation of even minor importance should always be stored safely via, digitalstorage or physical storage E.g. filing cabinet as it may be required in the future for otherprojects, thus increasing its importance. Plus if it is of a confidential nature the record/smust be kept safe as not to breech the Data Protection act.Files and records should be stored to comply with the regulations to ensure the safety ofsaid documentation/data and is vital for a business to run smoothly. Information must besecurely stored so it can not be disclosed to third parties without the relative permissions. Itis important because any data that is not secure can be spread all over the internet. Alsomake sure you save your work and secure it properly.Also you should always, save the changes to the document, drawing or spread sheet youare working on as often as possible in the event of a power cut or computer crash.Most businesses which rely on electronic data should have a good backup solution, so thatdata is being backed up every night to an external storage media.

documents Confidentiality is very important in preparing documents because this involves alot of private data, thus in order to protect the users and the owner, confidentiality must beobserved. Data protection is also significant to assure that nobody will be able to get thedata and spread it to anybody else

It is important that you produce your work to the best possible standard in order to meet therequirements of the person who set you the task. This shows that you are responsible andtrustworthy and that you can be relied upon to get things done. You do not know who elsemight be waiting for your work; it could have to be passed on to someone else. This couldcause problems in a business environment and affect your team relationship. Your linemanager will expect you to meet all your deadlines, this could have a detrimental effect onyour progress is you regularly fail at this.

3.6 Explain the purpose of confidentiality and data protection whenpreparing

3.7 Explain the purpose and benefits of meeting deadlines

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Mary Gooven 23 February 2016 at 01:43

Documents are very important for business. I think documents are the basement ofany company. That`s why I use Ideals virtual data room for documentsmanagement and other operations with documents.

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