Business Document Design: Software, Standards, and Equipment

This assignment provides a comprehensive overview of creating effective business documents, covering various aspects from software selection to design implementation. It identifies three types of software applications suitable for business documents: Microsoft Word, database software, and billing software, further discussing factors influencing software choice like expenses and latency. The assignment details Microsoft Word's functions and features for document design, emphasizes the importance of Standard Operating Procedures (SOPs) for maintaining brand consistency, and lists organizational requirements for document layout. It matches business equipment to specific tasks, outlines steps for creating a marketing flyer, and provides a solution for troubleshooting picture insertion in Microsoft Word. Additionally, the assignment includes practical scenarios, such as analyzing existing business documents and case studies, highlighting the significance of audience and purpose clarification in document design. Finally, it provides a template for workplace projects, emphasizing the need for clear requirements and resource preparation.

TITLE

1.List three types of software applications that can be
used to produce business documents.
Microsoft word: Microsoft word provides many features to construct an
informative report for the business. its tools allow businesses to desktop
publishing, and also gives data handling tools. word help the organisation
to make flyers, brochures and business cards so that it will help them to
provide information about the company’s business to the customers.
Database software: Database software is used to manage or store the data.
In business it is used to manipulate or processed the business data so that it
converts in useful information which can be used in decision-making process.
Billing software: Billing software are designed to measure the time and billing
process. In business it can be use as to track the working hours of the
employee or the expense which are invest on the business project.
2. List at least three factors that will affect the decision of what
software to use to produce business documents.
link expenses: As for the Microsoft word company has to purchase its subscription before
use. This process should be hectic for the business as they need to subscribe the
software for new updates and quite expensive too for them.
increase in latency: for database software if the latency of data increases then its read
and write speed automatically decreases. therefore, it will cause the problem for
immediate business report.
As for the billing software if company is growing then their customer base is also
growing, ultimately load is on billing software to manage the growing customer.
3. Give a short description of a range of functions and features
available in Microsoft Word that can be used to design business
documents. List at least three, the first is an example.
Function/Feature Description
Example: Copy Allows you to duplicate a section of text.

1 To develop
the custom
tab
This feature provides the advantage to create a
document fast and in easier manner.
2 To add
placeholder
text
This feature can also call as filler text. This feature of
Microsoft word covers the spaces in document for
the purpose of arrangement and formatting.
3 Quick parts This Microsoft feature also called as building block.
Through this feature text is instantly save on the
computer gallery by which it can be easily put into
the document. This feature helps the user to reuse
their information by developing building of the
document.
4. Most companies/organisations have a procedural document to
ensure complete uniformity in formatting and preparing all
documentation, signage, and any other form of identifier
consistent with the company’s brand. What is this procedural
document called?
Standard operating procedure (SOP).
5. What organisational requirements/standards need to be
considered when designing and formatting the layout of a
document or template? List at least four.
1 Margin from the left, right, top, bottom should be equally left so
that it will look neat and clean document.
2 Font style should be business and professional style it should not
be small or not to big it must be in a size which is easily visible
and understandable.
3 Graphics of the layout should be appropriate and attractive so
that everyone consider the template.
4 Bullet point in the template paragraph so that it will be easy to
read and understand.
6. Four pieces of business equipment are readily available in any
organisation

Situation Equipment
used
A hard-copy report to be reproduced 10 times A printer
A hard-copy photograph needs to be placed in an e-
newsletter A scanner
A proposal needs to be written and 50 copies made A photocopier
A hard-copy accounts statement needs to be
updated and emailed to an accountant. A computer
7. You have been asked to produce a marketing flyer for your
organisation by a certain date. To successfully meet the
document design and layout, you need to get a brief to define
the scope of the document.
a) What details would you require in the brief to ensure you met
the desired requirements of the document?
To design a template or flyer for the organisation required a colours
and logo so that it would look attractive to the customers. first need to
define the aim so that company can convey their message to their
customers. It must be eye catching and informative. effective title so
that it creates impact.
designing a document required a all detailed information of the
organisation as what they want to include in their company’s template.
functional tool requirement, stakeholder and company’s analysis
requirement to complete the document.
b) List the steps required to create a timeline for producing the
document
First step is to create a aim of the task
second step is to bring out all the details to add in the document
third step is to analyse which process will take more time than consider
it to evaluate fast.

fourth step is to involve the participation of stakeholders to know their
opinions and views which can help to design a document.
final step is to create the timeline according to the all analysis and
proceed to work to make effective flyer for the company.
8. You are having issues inserting a picture using Microsoft Word.
Go to the Microsoft Office website at https://support.office.com
and search the website for a solution. Once found, summarise
the key points of the article and how to overcome your
problem.
guidelines to resolve the issue of inserting a picture using Microsoft word should be-
use Inline text wrapping style tool.
also proceed to change the Ms word view.
to take use of Word wrapping tool of Microsoft which help to maintain the content across
the image. if it still not works then use inline function to resolve the error.
if there is a lot of images then picture placeholder tool should be enable but if there is few
image than to disable the picture placeholder tool so inline function can work.
9. Match the beginning of the sentence or paragraph (part A) to
the correct ending (part B) to show your understanding of
certain processes. Record your answers in the table below:
Part A of
sentence/paragraph
Insert correct part B of
sentence/paragraph
If you want to edit a
document that is marked as
final…
ensure that all open programs are closed
correctly prior to closing the application
Naming methods of
documents need to be kept…
consistent, simple and meaningful when
being saved as this aids the identification
and retrieval of documents.
Windows Explorer is… a file management application designed
to manage files, folders and drives.
The find and replace feature
in Office 2010 is used to…
find and replace text, formatting,
paragraph marks, page breaks and other

items
Data loss occurs when… a document is not saved correctly or
frequently or the computer program
stops performing its expected function
When exiting an application
you need to…
ensure that all open programs are closed
correctly prior to closing the application.
The modifications you make
will depend on…
what computer software you are using,
what sort of business document it is and
the nature of the modification
Always save prior to exiting
and…
ensure that you understand the method
of saving prior to exiting, which is
applicable to the program you are using.
When editing a scanned
document…
convert the file created to TIFF/JPG/PDF
format. You can use Paint or another
program to convert the file
10. If you are currently working, choose one business document
from your workplace. If you are not in the workplace, choose a
brochure or business document from a local business. Answer
the following questions:
a. What factors do you think influenced the design of the
document?
Document designing should be detailed and attractive so that people
shows the interest in business document.
Use white space which do not have any content or text written on it it
should be clear document.
use written cues which allow the reader in finding the information
rapidly they do not need to waste time.
Use graphics application to create impactful document.
b. Explain why it is important for a business to maintain style
design features when creating these type of documents.
It is important because it allow them to create a market impact also it
help them to build their brand image. therefore, it is important to focus
on visual look of the document it should be consists of all the

information in precise way and use of well graphic application so
reader found it interesting and make them to invest in company’s
product and services.
c. Are the style design features of this document consistent
throughout? What impact does this have on its readability
(positive or negative)?
Positive impact: Use of design features as a title, headings, subheading
create an impact on readability of the user as they do not have to search for
the information title, headings can give the information it saves the time of
the reader.
Negative impact: the main disadvantage of style design feature is that it
allows reader to only focus on key elements therefore they may miss the
useful information which are not written under headings, subheadings.
Task 2
Case study
a) 1 List the types of business equipment that Mary-Jane would have
used to design the presentation.
The type of document required for the designing of the presentation are
portable projector, HDMI cable required to connect the laptop for the
visual presentation. Also required wireless equipment such as wireless
remote, wireless mouse to control also required the speaker for audio so
that it made a presentation as effective presentation.
b) List the types of business software that Mary-Jane would have
used to design the presentation.
The type of software required to design the presentation are Microsoft
PowerPoint, Vyond software, Prezi software, Zoho show software that
support the designing of visual presentation.
c) How did Mary-Jane ensure that the style of the presentation met
with the requirements of the Company and that she used consistent
design requirements throughout the presentation

To ensure the presentation they need to track the performance or to
include the perception of other stakeholder for the quality of the report.
Measure all the information must be useful or to eliminate the information
which is not useful.
CASE STUDY 2
a) Mary-Jane did not design the document for the intended
audience. What might be the consequences?
If they did not design according to the audience’s perception than it will
be difficult for their company to maintain their position in the market. The
consequences should be as stakeholder does not support their project so
it is difficult for them to fund their project. Also audience does not show
their interest in the company’s product and services which is a big loss for
them.
b) Mary-Jane should have clarified two points before beginning the
task. What are the two points?
The first they clarified that presentation should be made by keeping that
it should complement the DNZ representatives.
Second thing clarifies that their presentation should be in a visual way so
that reader found it easy and understandable.
c) Explain why it is important to clarify the purpose and audience of
a document before design begins?
To begin with any project, it is important to clear the aim and objectives
before starting the designing of the project, as it must include the
audience’s reviews and recommendation so it will meet the demands and
desire of the audience through the project, otherwise audience does not
accept the services from the company so it will be reflect as loss in
business.

Task 3 – Workplace project
BUSINESS DOCUMENT EXPLANATIONS TEMPLATE
DOCUMENT 1 DOCUMENT 2
Name of document
Employment agreement
document
Payroll document
Type of document
This type of document
can be permanent,
temporary, monthly or
stable.
This type of document is
generally are the type of
monthly, weekly or
sometimes partial
monthly.
Company/Client
initial requirements
Company’s requirement
from this employment
agreement document are
full information regarding
employee, their name,
address, education
qualification etc.
Company’s requirement
from the payroll
document are complete
address of employee,
employee id, district tax
id to proceed with the
payroll activity.
How I selected and
prepared resources for
this document
To select the resources
should include name of
the employee, their family
status, their education
etc.
It required unemployment
id, employee previous tax
detail, their detailed
information for the right
procedure.
How I designed this
document
To design the document
required all the resources
and information, software
to design the document.
To design the payroll
document gusto, OnPay
software.
How I produced this
document
It should be written in
precise manner just add
the useful information as
employee photo card,
their Id number also to
include the job
description, title of the
document.
It should first contain the
employee W-4 form. Then
select the employee id
number and then click the
payroll to complete the
process.

How I finalised this
document
To finalise the document,
it required both party
agreement such as legal
signature.
Go to the payroll software
and click the box of pay.
How I stored this
document
To stored this document it
should be in confidential
records of the company.
It can be stored as online
files.