3 3. PreParing BUsiness docUments - · PDF file3. PreParing BUsiness docUments ... a written record Product information Motivation ... Document Resource/software needed

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BTEC Apprenticeship Assessment Workbook Level 2 Business & Administration

52Original text and illustrations © Pearson Education Limited, 2011

3. PreParing BUsiness docUmentsIn the previous section, you carried out a series of activities that allowed you to experience a wide range of equipment used in a business organisation. In this section, we look at the production of documents using different resources.

knowledge and UnderstandingBeing able to produce good, high-quality documents is key to an administrator’s role and a task that requires a high degree of skill with IT packages. You must be able to input data accurately and quickly, and make any changes needed. A further important feature is the ability to work with different fonts and styles to produce attractive documents that are fit for purpose. At the same time, you must work within your organisation’s guidelines.

In this section, you will follow a series of activities that introduce you to different packages used in businesses for producing documents. After you have you have reviewed these packages, you will be able to make decisions on the best option for each document you have to produce.

As you will see from the diagram below, business documentation is produced for many different reasons.

For ideasTo keep

a written record

Product information Motivation

Problem solving

To pass on instructions

Customer information

Internal information

Purposes of business documents

Can you think of any other reasons why businesses might need documentation?

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Task 1

Your organisation may have rules and regulations about the fonts, styles and colours you can use when producing documentation that will be sent to external customers. There may be guidance on the use of the company logo on stationery, as well as other stationery that must be used at all times.

Find your organisational procedures/policies/guidelines on the use of documentation.

You should also find a copy of the following stationery for your organisation:

• letterhead

• compliment slip

• business card

• invoice

• fax header page.

Task 2

All documentation created in a business organisation is created for a reason and purpose.

The table below lists some documents that you may come across in your role as an administrator. Complete the table, giving the purpose of the document, to whom the document is usually sent and the features of the document. The first line has been completed for you.

nvQ Unit 8: 1.1, 2.1, 5.1, 5.4, 5.8

Btec Unit 3: 3.2nvQ Unit 8:1.1

Document Purpose Sent to Features and other comments

Business letter

To inform and communicate with the person receiving it

• External customers/stakeholders

• Employees of the company (possibly via HR)

• Produced on company letterhead with the logo, font and style created as per company policy

• Can be a slower form of communication if sent by post, but can be emailed if the letter needs to arrive more quickly

• Can be impersonal but also provides a written record

Email

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Document Purpose Sent to Features and other comments

Fax

Form – for example, stationery requisition form, or expenses form

Informal report

Formal report

Memo

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Task 3

In your role as administrator, there are times when you will be the person making the final decision about how a business document will look when completed.

Read the following scenario:

Your line manager has hand-written a letter of reply to a complaint for you to type up in the correct format and post, signing the letter on their behalf. You need to make sure that grammar and spelling are accurate, and that the letter is in the post that evening in time for first-class delivery.

1. In the table below (which continues on page 56), list the key points to think about when preparing this letter. You must include decisions about language, layout style, font and proofreading. The first line has been completed for you.

Btec Unit 3: 4.2, 4.5nvQ Unit 4: 2.3, 2.4, 2.5, 2.6, 2.8; Unit 8: 1.3

Option Purpose

Choice of layout • To follow company style • To look professional • To be easily read by the person receiving it

Which type of headed stationery do you use most frequently in your role?

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2. Why do you think it is important to produce high-quality documentation at all times?

Write your answer in the space below.

Option Purpose

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Task 4

Your organisation uses many different types of document to produce information for both internal and external use. The list below (which continues on page 58) contains some documents you may produce in your day-to-day work. In the space provided, fill in the correct resource to produce this document and give your reasons. The first line has been completed for you.

Btec Unit 3: 3.1, 4.4nvQ Unit 8: 1.2, 2.1, 2.2, 2.3, 5.10

Document Resource/software needed

Reasons for this choice

Sales figures – information giving details of sales for the month, with totals and commissions payable

Excel spreadsheet • Package allows for calculations to be inserted

• This package should be used when making lists

• Ability to sort for information • Ability to create sub-totals of information in the spreadsheet

• Ability to summarise information

Letter replying to a complaint

Company product information brochure

Letter to multiple external customers

Presentation to the Board, including graphs and pictures

Report for the managers’ meeting

Database of customer sales information

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Document Resource/software needed

Reasons for this choice

Minutes of meeting

Internal telephone numbers list

Task 5

It is important when you prepare documentation within your organisation that you store this information securely and safely. You must also comply with the data protection procedures in place in your organisation.

1. In the first part of this task, use the space below to describe how you save documentation securely on your PC, and how you deal with very confidential documentation. For example, whether you password-protect any data.

2. Why is it important to comply with your organisation’s data protection policies and procedures? Write your answer in the space below.

Btec Unit 3: 4.3nvQ Unit 8: 3.5; Unit 4: 2.10

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evidence gatheringIn this activity you will identify an area of your work that will capture evidence of how you operate as an administrator. Your assessor will help you to identify suitable items of evidence.

You need to gather evidence of activity in areas of your work to demonstrate:

Documentation you have produced using different software packages, demonstrating how you have produced high-quality materials that are fit for purpose.

Suggested evidence may include:

• copies of letters/reports/memos, etc., you have produced

• witness statements

• written evidence from candidate

• screen prints of saved documentation.

ProFessional discUssionYour assessor will carry out a professional discussion with you that will capture the evidence needed to prove your level of knowledge and understanding of topic areas.

Below are some topic areas you will need to think about when preparing for the professional discussion with your assessor:

• Standards of work

• Meeting deadlines when completing work

• How you ensure accuracy, including using proofreading tools on your computer

• Storing documents and confidentiality

Your assessor will plan the content of your professional discussion and will advise you to help you to prepare beforehand. The professional discussion may cover more than this section of your Workbook.

Discussion process

The discussion process offers you the chance to show that in your role as administrator, you are able to produce high-quality documents to tight deadlines that are both accurate and grammatically correct. You must also be aware of confidentiality issues around some documents within your organisation, and know how to deal with these.

nvQ Unit 4: 6.2, 6.3, 6.4; Unit 8: 1.1, 2.3, 3.2, 3.3, 5.1, 5.2, 5.3, 5.4, 5.5, 5.6, 5.7, 5.8

Btec Unit 1: 4.1; Unit 3: 4.1, 4.3nvQ Unit 4: 2.7, 2.9; Unit 8: 3.1, 3.4, 3.5, 3.6, 3.7

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To prepare for your professional discussion, you should think about how you could answer questions such as the following:

• Why is it important to agree the standard of the work expected with your line manager/colleagues?

• What are the key points to think about when producing documents in terms of layout, content, etc., and what are the benefits of these?

• How do you make sure at all times that the documents you produce are accurate?

• Explain any confidentiality issues in your organisation and how you deal with these.

• How do you make sure documents are stored safely and securely?

• How do you work out which tasks are urgent and which are important?

3 3. PreParing BUsiness docUments - · PDF file3. PreParing BUsiness docUments ... a written record Product information Motivation ... Document Resource/software needed

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