Analysis of Business Documents: Types, Formats, and Technologies

This assignment explores different types of documents used in a business environment, including printed, electronic, formal, and informal documents, as well as templates and the use of various software packages. It highlights the importance of electronic, printed, and informal formats for simplifying internal communication and the role of software like Bitrix24 in document management. The assignment also details various document formats such as text, numerical data, graphics, and charts, emphasizing the chart format's usefulness in representing workflows. Furthermore, the assignment examines a range of business documents like memos, business letters, and fax documents, comparing their purposes, content, styles, and deadlines. Finally, it discusses the impact of technology, particularly smartphones, and associated tools like computers, printers, and software, on business document creation and communication.

UNIT 3

1.1 Different types of documents
A documents or paper is a drawn, written, memorialised or presentation of opinion or
though that provide evidence or information. In a company, various types of documents are
prepared for different-different purpose. There are many types of document which are used at
workplace for performing business activities, some of them are illustrated as below:
 Printed: It can be defined as document which may taken as evidence for conducting a
task or convey a message in written form. For example: offer letter is a printed document,
which is given to the employee at the time of joining.
 Electronic: Organisation often uses emails and fax for sharing relevant data and
information for internal as well as external processes. For instance: Employees use e-mail
source to send their documents to each other for completing a task or convey a common
short message.
 Formal: These type of documents are mostly used for official work from authorised
person of company. Such as appointment letter, business proposals etc. For example: An
invoice or job contract for a special order is taken as formal document in business.
 Informal: Informal document can be stated as text messages which are used for fast
communication. It is used for that special time where internet is not available. For
instance: Convey message through e-mail source to other staff and customers, considered
as informal documents.
 Templates: It is used to write formal business letter in companies. It is generally use
standard block format to make a template as well as done in professional manner. For
example: Business letters which includes name of recipient, address, date of visit, special
purpose to meet etc. is made in template format.
Use of different software packages: In order to conduct working operations in specific
manner, every company use different software like ZOHO ONE, Trello, Bitrix24 and more.
These software helps in running many applications simultaneously as well as in managing
documents of business also.
As per the above mentioned types of documents, mainly the organisation are using
electronic, printed and informal forms as it simplifies the communication process within
company. These are valid and can be used as proof at uncertain conditions. Along with this,
Bitrix24 is considered as best business management software which gives a range of free tools. It
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includes CRM, email marketing, invoicing and more. It also involve cloud technology which
give opportunity to organisations in storing several documents more safely.
1.2 Different formats which can used in documents
Format is the best way to represent actual work of organisation which are used in
different documents. There are various types of formats which are used by organisation as
discussed below:
 Texting- It consists alphabetic content that describes actual statement which is
mandatory for companies. For example: To prepare report on how operations of a special
task will be conducted and in what manner, a company use Word Document in texting
format.
 Number and data- This format basically defines statistical data in order to describe
accurate position of work. For instance: To collect information about date of order,
delivery and receipt of payment etc. of customers, companies use spreadsheet to make
report in numerical manner.
 Graphics- This format represents data into graphical manner which shows progress
report of how working operations are going on. For example: To show actual and desired
performance of a company in particular period, employees in a firm use excel. This
application helps in representing information in graphical manner.
 Charts- It includes flowchart which visually represent the flow of working procedures
and how operations are performed under organisation. For example: To get a gist about
how procedures of a particular task will be going on, managers formulate charts like
Gantt Chart. It shows entire activities within a time-frame of a specific project.
Therefore, among these formats, chart is considered as most appropriate one. As it refers
to a blueprint of a building that shows the way by which entire operations will be done.
Therefore, it is helpful in framing all activities and procedures in a proper time-frame as well as
monitoring whole progress report also.
2.1 Range of documents which are related within business environment
In an organisation, there are several kinds of documents used such as- Invoice, Business
letter, Memo, Cheque, Emails, Fax and more. Among these, purpose and style of some
documents are given as below:-
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Document Purpose Content Style Deadline
Memos This document is
used for informal
communication
which can be
formed either in
electronic or
paper format. It
refers to a method
which gives
information about
procedures,
events and other
organisational
issues.
It includes
content about
status and
progress report,
instructions or
directives like
delegation of
responsibilities
etc.
Mostly memos
have a
conversational
style which is
slightly informal
also. But in
general, it is taken
as a formal
method of
communication.
Usually, deadline
of memos is near
about 3 to 4
weeks only.
Business Letters Business cards
are used to
convey
information to
several
departments and
stakeholders who
are associated
with company's
project.
This card includes
brief description
about a project
which is going to
be completed in a
time-frame.
It includes both
formal and
informal style of
communication,
depends on type
of information.
These letters are
made for short
period of time
only.
Fax Document It is considered as
the most useful
format in business
as well as fastest
way to transmit
It includes very
short and specific
content about
certain
information of a
It includes
informal style of
communication
only.
Deadline is sharp
of such
documents that's
why fax machine
is used to transmit
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documents also. business. documents in
faster manner.
2.3 Different types of technology
Today, technology is not used to improve productivity of organisations or increase
effectiveness of communication process only. Now, companies are totally depended on advanced
technologies for every aspect of businesses. It includes conducting operational functions,
production process, marketing etc. every activity is done by using technologies. In this regard,
best technology which give opportunity to organisations in expanding their business market is
smart-phones. For example: To create documents, they can use different techniques like-
Computers, Printers, Software and communication transfers etc.
Computers Printers Software/Applications
 Computers are
considered as most
important and easy
technique to create and
design documents of
business.
 It includes various
techniques to input text
information like
keyboard, scanner,
mouse and more.
 These are peripheral
device that makes a
persistent individual
readable presentation
of texts or graphs on
papers.
 Similarly, printers are
used to print
documents of business.
 An software or
application can be
termed as any group,
programs of program
unit i.e. designed or
developed for the end
user.
 Other than this, a range
of software like UNIX,
JAVA, some
application tools such
as spreadsheet, MS-
Excel and more, are
used to create business
documents as well.
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