Analysis of Business Documents: Production, Formats, and Technologies

This report provides a comprehensive overview of producing documents within a business environment. It explores various document types, including business cards, memos, spreadsheets, and data sheets, detailing their purposes and applications. The report examines different formats such as plain text, Microsoft Word, and PDF, providing critical judgments on their suitability for specific document types. It also discusses the importance of agreeing on purpose, content, style, and deadlines for a range of documents. The report emphasizes the required research and content needed before document creation. Furthermore, the report highlights the different technologies used to create documents, such as laptops, printers, and word processing software. The report also assesses the most appropriate format for each document, along with the structure and layout of each type of document. Finally, the report provides a conclusion summarizing the importance of effective document production in a business context.

Producing Document in
a Business Environment

Table of Contents
INTRODUCTION...........................................................................................................................1
TASK 1............................................................................................................................................1
(a) Explain different type of documents which is used to include present agreed information...1
(b) Explain different formats which is used for the above mentioned documents......................2
TASK 2............................................................................................................................................3
(a) Candidates will agreed on purpose, content, style or deadline for a range of documents......3
(b) Required research and content...............................................................................................3
(c) Different types of technology which used to create documents.............................................3
TASK 3............................................................................................................................................4
(a) Most appropriate format for the each documents...................................................................4
(b) Structure and layout of the each document............................................................................4
(c) Produce the documents...........................................................................................................6
CONCLUSION................................................................................................................................6
........................................................................................................................................................6
REFERENCES................................................................................................................................7

INTRODUCTION
Producing documents in the business environment is the repetitive process which include
the various activities such as drafting, revising and checking all the relevant documents. This
process will be happened until the better quality produce (da Silva, 2016). This report include the
different type of document & it's format and it majorly focuses on particular document which is
required by the individual to the completion of task. Along with this, report use the different
technology to produce documents. In the last, student need to produce skilful or accurate
documents.
TASK 1
(a) Explain different type of documents which is used to include present agreed information
There are various types of documents which produced in the business environment and it
helps the organisation to maintain their financial or non financial information. Some of the
documents discussed below:
Business card: It include the necessary information of business such as about company,
contact number or E-mail id. It is shared by the individual during any formal or informal meeting
and it is the way of build networking. Business card is the part of marketing plan where each
member of company have their own business card and represent them as a part of the
organisation.
Memo: Basically memos are used for the informal communication and it can be in terms
of paper or electronic way. It contain the statement which is written by the high authority people
to share some general information with their employees. Main purpose of this memo is to share
& get the information and some times it is used for the justification of any action in written form.
Spreadsheets: This document is used for the various purpose such as educational or
professional work. It is used for the statistical information to the analysis of data and it will be
done through electronic way. In the business environment, it the popular accounting tool which
is used for the various reasons and for the complexity of data. With the help of this document,
business can arrange data in logical format (Duffett-Smith and Zwart, 2017).
Data sheet: This document can be in excel as well as in word format which is used to
collect specific data and represent them in understanding way. It help the business to
1

communicate their information to the internal as well as external parties. It is further helps in
analysis data and performance of individual or the whole organisation.
M-Provide the critical judgement regarding selected documents:
Data sheet is the most appropriate document for the organisation which helps in maintain
their records. Basically it is used for the technique communication which describe the
information regarding each product or item. It will provide the differentiation between products
which helps the individual to take important or effective decision. It include the word & excel
format to record their information.
D-Conclude the most appropriate selected documents:
Data sheet help the customers to take effective decision with the help of detail
information regarding any specific product or item. It provide the technical characteristic such as
material or service included. All information is safe in particular location where each employee
can use according to the requirement and it is the safest data sheet where business can store their
information (Fan and et.al., 2012).
(b) Explain different formats which is used for the above mentioned documents
Their are some formats which is used to change the document and it will be discussed
below:
Plain text (.txt): This text format is used to represent only readable or character material
because it is not include the presentation of data. This format have word limit which control the
simple arrangement such as table, spaces and line breaks etc.
Microsoft Word (.doc): In this format, business can change the fort, size, colour,
attribute etc. It is the easiest format to prepare word documents. Along with this, it include other
functions too which make the data more authentic.
Portable document Format (PDF): It is document type which include the images & text
formatting and these are independent on a software, hardware and it's operating system.
Basically it is a file format which is used for the represent or change the formatting from word to
PDF. After converting file, no one able to alter or edit written information.
M-Critical judgement regarding selected formats:
PDF is not editable format and organisation used this for the finished document because
after completing each document it will be converted in the PDF form. Where, editing is unable
2

and available data is authentic which beneficial for the business. PDF can be shared on various
platform.
D-Conclude the selected formats:
PDF format is beneficial for the business environment because they allow the certain
fields to edit with some text boxes. Word document converted into PDF and vice versa if it is
required because further it will not require editing. At the time of sharing information, other
party not able to alter information. Due to this reason it is the best formatting to sent their
documents in PDF format (Hopkins, 2017).
TASK 2
(a) Candidates will agreed on purpose, content, style or deadline for a range of documents
Every document is prepare for the specific audience which contain some valuable
information which is easy to understand by others. Message will be clear, accurate & readable
for the individuals and it is intended by the actual people on time.
Each document prepare for the specific purpose which have certain layout or style which
is automatically depend upon the purpose and each document have specific deadline. These
aspects need to be consider and agreed with the manager or their team members regarding any
specific project or policy. Management team will be decided, if available document have the
same replication which help the organisation to build no error in their functional area then all the
planning of documentation will be move further to complete their work on time with less
wastage of time and error.
(b) Required research and content
Before starting any research, individual need to find the format which is required to
present and relevant information that is going to be included. Individual need to identify that
document is prepare for whom and how long is required. As well as identification of format is
necessary with rough draft along with the selected language which can be formal or informal
(Hull, 2012).
All the required information is important to produce documents and it secure with the
clear name of file in the resource of database. Finished document required the suitable format
along with specific content, so it will be agreed by the manager and required to update regularly
3

to make this document perfect according to the purpose. Individual need to specify heading or
sub-heading which help in finding information.
(c) Different types of technology which used to create documents
Their are various technology available which is required to produce documents and it will
be discussed below:
Laptop or Personal Computer: With the help of this device, person manually enter the
text and produce the various documents which is required by them (Novakovic, Huemer and
Pichler, 2013).
Printer or Scanner: Produced documents can be develop in form of hard copy through
printer or scan the existing hard copy and converted into soft copy for the further use.
Word processing software: It is a software which allow the users to produce, edit or
print the documents according to their requirements. Enable to write text and provide the storage
facility through electronic way.
M- Judgement regarding selected Technology:
Word processing system is the best way to produce documents because it include the all
required functions such as editing, alter and text. It also include the other elements which is
required to make their document more attractive such as fonts size, layout, colour, template etc.
TASK 3
(a) Most appropriate format for the each documents
Documents Formats Critical Judgement
Spreadsheet PDF PDF is the most appropriate format for the spreadsheet because
this document include the huge information which required to
be original at the time of sharing. It is enable to edit data which
increase the authenticity of information. After completing work,
document require to convert into PDF format.
Data Sheet PDF Data sheet contain lots of information in term of word or excel.
Which required to be original and transfer to the another party.
Due to this reason, individual prefer PDF format to convert and
share with other without fear of changing information.
4

Memo Microsoft Word
or Plain text
Microsoft word or Plain text is the appropriate format to build
this documents. Memo contain the various statements which is
produce by the individual by using this format.
(b) Structure and layout of the each document
Data Sheet:
S. No Product A Product B Average
1 25 95 60
2 56 15 35.5
3 54 75 64.5
4 23 51 37
5 40 20 30
Spreadsheet:
Year X Y
1 125 94
2 115 85
3 245 75
4 245 103
5 92 115
5

1 2 3 4 5
0
50
100
150
200
250
300
Demand of Two Products
X
Y
Year
Demand
Memo:
MEMO
To: HR department
From: John Cohlen
Date: 05th of May, 2019.
Subject: Required two days leave for the Emergency.
(c) Produce the documents
For the production of documents these are the required resources which provide high
quality documents and it will be mentioned below:
 Required high quality printer to the clear print out (Sangsawang and Chaitusaney,
2012).
 Scanner help the individual to scan their documents in their original form.
6

 Computer for the further functioning along with high quality software and processing
system.
 Capable person required to build documents who have basic knowledge of typing,
formatting and layouts.
 Use standard font size, colour or style which make the document attractive.
 Binding of documents who provide attractive looks.
CONCLUSION
From the above discussion, it has been concluded that different types of documents and
format is essential required for the business environment. It help the organisation to perform
their work in well manner with the help of above mention documents. It is beneficial for the
business to represent their information and use it for the various purpose.
7