Activity 1: Producing Business Documents

BTEC Apprenticeship Level 2 Business Administration: Work Area 4

Activity 1: Producing business documents

Unit 4 1.1, 1.3, 1.4, 1.5, 1.6, 2.1, 2.2

Unit 25 1.1, 1.2, 1.3, 1.4, 1.5, 1.6

In this section, you will look at your organisation’s requirements for producing business documents. Businesses use a wide variety of documents ranging from simple word-processed letters through to sales and publicity brochures. The production of business documents requires you to be proficient in the use of various software packages. It is also important that you are able to produce documents that are fit for purpose and free from spelling and grammatical errors, as well as meeting the requirements of the intended audience.

In this section, you will also have the opportunity to explore your organisation’s procedures on document version control and security, as well as learning about your organisation’s requirements in relation to styles, fonts and formatting of the different documents that are produced by the business.

Understanding how to prepare business documents

There are many documents that are produced during the course of normal business activity so it is important that you understand the necessity of using the correct computer programs and formatting tools to create high-quality, well laid-out and well-presented business documents that meet organisational requirements.

The types of documents that you might be asked to produce are shown below.

Every document, whether a letter, invoice or even a quick email, will have its own typical format(s) and purpose. This enables the person creating it to understand how it should be set out and the recipient to know who the document is from and what they are expected to do with it.

A business letter, for example, should be laid out in a professional manner and printed on corporate headed paper before being sent out. The format should assist the recipient in understanding what you are telling them.

BTEC Apprenticeship Level 2 Business Administration: Work Area 4

Business letters are usually divided into three parts.

●Introduction – an explanation of why you are writing

●Main content – details and message to be communicated (a separate paragraph should be used for each separate point being made)

●Conclusion – what are you going to do next or what do you expect the recipient to do?

The company address plus reference number is normally included within the body of the letter.

1.Your own organisation may have rules and regulations about the fonts, styles and colours that are to be used when producing documents. Collect at least four different types of documents that you and/or your organisation produce, and in the table below describe their purpose and the format to be followed for each. You may want to include annotated copies of the documents or screen prints in order to illustrate your answer, and you should include the requirements for language, tone, image and presentation.

Type of document / Purpose / Required format

While some professionals still work with their hands, in an office situation most of your work will be completed using ICT. Before producing your document, however, you will need to decide which computer program is likely to be the most appropriate for the task. If you are writing a letter for example, then a word processing program would probably be best. If you wanted to create a leaflet or poster however, then a desktop publishing program would be more suitable.

2.Using examples from your own workplace and from research carried out, produce a short PowerPoint® presentation explaining the use of different types of ICT for document production. A copy of the presentation should then be included in your portfolio of evidence and your assessor may ask you to deliver this information to them verbally.

Your presentation should include the features of different software programs and their use in the production of documents. For example:

●word processing software

●spreadsheet software

●presentation software

●desktop publishing software

●bespoke programs (if applicable)

You may wish to use the space below for making notes.

Notes for presentation

3.Using examples from your own workplace, explain the reasons for agreeing the following when producing business documents: purpose, content, layout, quality standards, deadlines.

Reasons for agreeing the following
Purpose:
Content:
Layout:
Quality Standards:
Deadlines:

4.Find out about document version control and document authorisation then explain what they are and why they are important.

5.Explain how to check the accuracy of business documents.

6.Describe the various ways in which documents can be distributedboth internally and outside of the organisation. These are known as distribution channels.

7.Think about some examples of business documents that carry corporate identity, such as sales brochures, publicity materials and company letterhead paper. Describe how you think the use of corporate identity impacts on the production of these documents.

The information stored by an organisation must be kept safe and secure at all times in order to ensure that legal requirements are met. Over and above legal requirements, however, the organisation has a duty of care to safeguard the information in its possession. This is to protect the security of its customers as well as its staff.

The Data Protection Act 1998 requires organisations to take certain actions to ensure that all personal data held on file is:

●accurate and up to date

●not kept for longer than is necessary

●protected by security measures

●protected against loss or damage

●protected from unauthorised processing.

The Act covers both paper files and electronic data, which means that the security measures adopted by organisations must include both:

●physical security for paper files, for example locked cabinets and limited staff access

●technological security for electronic data, such as password protection and data encryption.

Other considerations include intellectual property rights such as patents, copyright, industrial design rights and trademarks.

8.Based on your own organisation and research carried out, using the table below, explain how the requirements of security, data protection, copyright and intellectual property legislation may affect the production, distribution and storage of business documents. The first section has been completed for you.

Requirements / Effect on document production / Distribution / Storage
Data Protection
Data must be:
●accurate and up to date
●not kept for longer than is necessary
●protected by security measures
●protected against loss or damage
●protected from unauthorised processing.
Security
Intellectual property, e.g. copyright

9.Think about an occasion where you were required to integrate an image into a document. In the table below, list the steps involved in order to do this. You can add or remove rows as appropriate.

Steps involved in integrating an image into a document
1
2
3
4
5

PLTS

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