Analysis of Business Document Management and Standard Format Report

This report delves into the realm of business document management, highlighting the significance of standard formats and templates within an organization. It explores various types of documents, including letters, presentations, memos, emails, business plans, policies, reports, purchase orders, spreadsheets, meeting agendas, press releases, and project proposals. The report emphasizes the necessity of maintaining document standards to enhance presentation, achieve intended purposes, and streamline navigation through the use of macros. It showcases the importance of standard formats in maintaining quality and professionalism within a business setting. References to relevant academic sources are also provided to support the analysis.

MANAGE BUSINESS
DOCUMENT AND DESIGN
TASK

Content
• Introduction
• Several kinds of Documents
• Need of using standard format
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Introduction
This training system has been developed so that you all can
understand what are benefits of using proper templates as well
as the explanation about the standard templates and macros
within the organisation. Our company deals in the business of
petroleum industry.
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Several kinds of Documents
There are several kinds of documents that are used in this firm.
Letters: It is used for the formal conversation between two
parties. Contents of the letter are salutation, designations of both
recipient and sender, subject etc. The language must be simple.
Presentation: It is used for providing details on the particular
topic. It must be attractive and precise so that it does not bore
the people in front of whom it has been presented.
Memos: It can be used if any private informations needs to be
conveyed to any person. Standard template suggests tat it must
be short and specific.
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Cont...
Emails: It can be used for the conversation between two
stakeholders. Standard format suggests that it may contain essential
business informations. Is is highly helpful in marketing.
Business plans: It is designed to highlight strategic vision for the
company where expected financial performance can be elaborated.
Business policies: It is used for producing variety of policies that
covers every area i.e. from health and safety of employees to
managing day to day data.
Business reports: It can be used so as to illustrate the financial
performance of business and effectiveness of specific marketing
method.
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Cont...
Purchase order: It contains the details regarding the purchase
of goods in firm. It is generally detailed in nature and
contains dates, contact information of supplier, nature of the
item and service ordered.
Spreadsheets: For numerical manipulations and management
this can be used. Standard format suggests that it can be used
for creation of graphs and tables.
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Cont....
Meeting agenda and
minutes: It can be used by
our firm for the regular
meetings and describes the
overall features of the
meeting as well as details
such as the schedule of
meetings and the macros
that can be used for
switching at particular
topic.
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Cont..
Press releases: It is used for the media briefing and standard
format suggests that it must be short yet descriptive.
Project proposals: it is used before deciding the proposal of the
report and includes strategic decisions. It contains the details
regarding positive and negative impact of measures taken by
the organisation.
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Need of using standard format
It is essential to maintain the standards of the document as it
highlights the quality of the methodologies that is being
used inside the firm. It makes the whole document
presentable and helps it in achieving their purpose for
which it has been designed. Macros helps in switching to
the particular part with a click other wise whole file has
to be read before coming to the specific portion.
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References
Schiuma, G., 2012. Managing knowledge for business
performance improvement. Journal of Knowledge
Management. 16(4). pp. 515-522.
Zott, C., Amit, R. and Massa, L., 2011. The business model:
recent developments and future research. Journal of
management. 37(4). pp. 1019-1042.
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THANK YOU
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