Analysis of Document Production and Management in Tesco Business

This report provides a comprehensive overview of document production within a business environment, using Tesco as a case study. It explores various document types, including business cards, memos, and spreadsheets, detailing their uses and appropriate formats like RTF and PDF. The report covers the selection of suitable formats, the use of technologies such as computers, printers, and scanners, and the importance of organizing structure and layout. It also emphasizes the process of document creation, proofreading, and the significance of content, style, and deadlines. The report highlights the technologies and resources available for document creation, from Microsoft Publisher to high-quality printers and editing software. Overall, the assignment provides practical insights into creating effective business documents and managing the document production process.

Producing document in a
business environment

INTRODUCTION

In a business for the proper running of the business, there are various documents that help
in the growth of a firm. There are several documents that may be produced in a business
environment (Amtrup and et. al., 2015). Fax, business cards, memo, spreadsheets, data sheets,
letters, slides are some documents that can be used a company. This assignment is related to
Tesco which is a multinational grocery retailer and headquartered in Welwyn Garden city,
Hertfordshire, England UK. This firm was founded in 1919 by Jack Cohen. This assignment will
discussed about the cognition and hands on skills on the motive of designing high quality
documents and know that what resources are available in the organisation. Various policies and
procedures to manufacture documents and use resources and stay by the specifications.
TASK 1
a) Various kinds of document that could be used to present agreed information, selecting the
most appropriate
There are various types of documents that may be designed in a business environment.
These consist fax documents, business cards, memo, minutes, spreadsheets, analysis charts, data
sheets etc.
Business cards- In Tesco, these cards refer to those papers and cards which include
some business information and used to give the consumer to provide them information on how
to contact the firm. It can be small in size.
Fax- In Tesco, it is an another type of documents and most and very useful for the
business because they help in transfer information. It is a document which is a fastest way to
transmit documents. There are in a paper fro mate either in colour or black and white.
Memos- It is a most important and useful and used fro informational communication and
can be in either paper or electronic format. In Tesco, it can be used by the management
department for the company from share and transfer the information related to the change in
policier and launching new policies and other information (Foster and et. al., 2017).
b) Different formats that could be used within each of these documents, selecting the most
appropriate
In an organisation when a document is saved by the management than they save the file
name where they want to store the file on the system and computer. In Tesco, the management
department of the company can easily make change in the formate of the file and design it. They

can layout or make changes in the font also. There care number of formates such as plain text,
Rich Text Format, Microsoft Word etc. that can be used the management department for the
company for import and export the files in different formates.
RTF(Rich Text Format)- It is a formate in which every word of each files can be read in
a processing package and the size of them us small (Guerson and et. al., 2015). Inn Tesco, this
formate can be used by the management department for properly read the information.
PDF- It is an another portable file format which is not editable. In Tesco, it is an format
which allow for certain fields which have text boxes that permit inputting data. These file can be
converted in to word and formatted and then converted again to PDF during the time of
necessity.
TASK 2
a) The candidate will agree the: purpose, content, style, deadline for a range of documents
Firstly, to create a document, Microsoft publisher is a way that can be used by the
candidate for preparing and designing a document. The individual can used framed Memo as a
document in which it can used formatting and style according to it. The person can develop
document like bold, underline, colours, shapes, front sizes, images, clip art, fill effects, tables,
bullet points etc.
When the individual finished creating its documents than they can use printer using high
quality liquid and stuff. They can also used the laminator to protect the documents from certain
amends and to make it last longer. The purpose this document is to provide information related
to the business and the changes which are occurred in the business related to its policies,
structure, technologies and others.
The deadline of this document is till when the inflammation are transfer to each member
of the firm. In Tesco, the deadline of this document is during the time when all the staff and all
the employees of the firm does not aware with it.
b) Research the required content
In Tesco, for preparing a report for training session the main resource that can be used by
the management department of the company is computer (Lewis, 2015). The features of
computer help the candidate to create high quality, attractive documents. For example, if the
management of this company preparing a report than they can also use images in it and can

descriptive text which can be formatted to make posters and leaflets. With the help of word, they
can produce formal, professional letters by generating a later head or inserting one. By applying
and using high quality papers, quality laser jet printers and good editing software, a high quality
and attractive document can be produced (Nguon, Lundberg and Swanson, 2017). The another
type of resources that can be used by the management, with the help of scanner, they can insert
images that can be required to put in to a document. With the help of printer, they can develop
the report and use colour and font according to them make the report attractive which provide a
clear image in front of the employees and staff.
c) Different types of technology that can be used to create the documents, selecting the most
appropriate in each case
There are number of technologies that can be available for inputting, formatting and
editing text, information and content. Printer, Scanner, computer with monitor, keyword with
mouse, laptop, word pressing software etc. These are some technologies that can used by Tesco
for creating a document. Computer and laptop is an important and useful technologies that can be
used by the management department of this firm. Now these in each and every organisation these
kind of technologies used by the management department for creating inflammation and transfer
data. Keyword and mouse are for manual entry of text and with the help of scanner the document
can be scanned and can be converted to text using optical character recognition software.
There are various other technologies that can be used by eh management department for
the firm for developing documents such as spreadsheets, database applications that can be used
to short of text and other information. These technologies can be used by the management
department of the firm fro the statistical and analytical purpose.
TASK 3
a) Select the most appropriate format for each document
Before starting to work on a document there are some important things that can be
important to find out. In Tesco the management department of the company should have
information that how the document is to be presented. The information and data must be relevant
and the purpose of the document (Parker and et. al., 2015). They also should used correct
language so that they can put a clear image of the document in front of their audiences.

After analysing all the information, they should chose the formate according to their
information. For example, if the management department of the company prepare a memo than
they should use a formal with perfect content and front size and formal language.
b) Organise the structure and layout of each document
It is very to integrate text and images with the help of computer programs like Microsoft
office. Microsoft word is useful for inserting the pictures, graphs, clip art and wrap text. It is
beneficial or all kind of document. In Tesco, there are various technologie4s and tools that are
useful for laying out and structured a document (Peters, Blohm and Leimeister, 2015). In this
firm with the help of power point presentation, the management department of the company can
provide attractive report. By using all these kind of tools, they can integrate a text is by bold and
make change in its font, colour and others.
c) Produce the documents
There are various number of documents that can be produced the HR manger of the
company in training sessions like Memo, latter, minutes and several others. For example, if the
manager designing a memo for providing information related to change in policies.
Date: 6 May, 2019
To: All staff
From: Henery Rechard Cameron, Director, HR Department
Subject: Making changes in polices
There are few changing are make in the organisations policies related to promotional tools. So
with the help of this document, this information is provided that now the firm is used some
other promotion channels like Social media and Web advertisement for designing add regarding
recruitment and hiring.
d) Proofread each document, correcting any errors
It is most important thing that after writing and designing a document the management
department of the company must read out it again so that they can check and analyse their
mistake before presenting it in front of others (Stacey, 2016). In Tesco, the persons who help in
developing these kind of documents and prof read them so that they identifying their errors and

make correction within them so that they provide correct and relevant information to their
subordinates and others.
CONCLUSION
From the above information it can be concluded that different kind of document and
technologies also play an essential role in the growth and development of a business. There are
various kind of documents that can be used by the management department fro providing
information to their subordinates and others. A document and a different kind of formatting
methods are explained in the assignment.

REFERENCES
Books & Journal
Amtrup, J. W. and et. al., 2015. Systems and methods for identification document processing and
business workflow integration. U.S. Patent 9,058,515.
Foster, W. S. ans et. al., 2017. Secure resource access in a distributed environment. U.S. Patent
9,621,538.
Guerson, J. and et. al., 2015, September. OntoUML lightweight editor: a model-based
environment to build, evaluate and implement reference ontologies. In 2015 IEEE 19th
International Enterprise Distributed Object Computing Workshop (pp. 144-147). IEEE.
Lewis, H., 2015. Bids, tenders and proposals: winning business through best practice. Kogan
Page Publishers.
Nguon, R., Lundberg, J. and Swanson, E. R., Hand Held Products Inc, 2017. System and method
of border detection on a document and for producing an image of the document. U.S.
Patent 9,729,744.
Parker, J. R. and et. al., 2015. Integrated collaborative user interface for a document editor
program. U.S. Patent 8,943,417.
Peters, C., Blohm, I. and Leimeister, J. M., 2015. Anatomy of successful business models for
complex services: Insights from the telemedicine field. Journal of management
information systems. 32(3). pp.75-104.
Stacey, R. D., 2016. The chaos frontier: creative strategic control for business. Butterworth-
Heinemann.