Business Environment Report: Document Analysis for Unilever

This report examines the business environment, focusing on document types and formats used by Unilever for internal communication, particularly in the context of professional development training. The report begins by comparing various document types, including printed, electronic, formal, and informal formats like notices, circulars, emails, letters, memos, and announcements, and the use of text, numbers, graphics, and charts. It then explores the purpose, content, style, and deadlines associated with communicating training information. The report further investigates the importance of professional development, its benefits (confidence, efficiency, ability to lead, and career goals), and the technology used to prepare documents, specifically comparing Ms-Word, Notepad, and Ms-PowerPoint. The report concludes by selecting the most appropriate format for each document, outlining layout and structure, and producing and proofreading the documents. The report emphasizes the use of emails for efficient communication and Ms-Word for document creation to inform staff about training programs.

BUSINESS
ENVIRONMENT

Table of Contents
INTRODUCTION...........................................................................................................................1
TASK 1............................................................................................................................................1
a) In order to present information in organisation compare documents that can be use.............1
b) Comparison of formats used in different documents..............................................................2
TASK 2............................................................................................................................................3
a) Range of document.................................................................................................................3
b) Research about content...........................................................................................................4
c) Compare technology which can be used in preparing documents..........................................4
TASK 3............................................................................................................................................5
a) Most appropriate format for each document...........................................................................5
b) Layout and Structure of each document.................................................................................6
c) Produce documents.................................................................................................................7
d) Proofread documents and correct errors.................................................................................9
CONCLUSION..............................................................................................................................10
REFERENCES................................................................................................................................1

INTRODUCTION
Business environment comprises of all internal and external factors that directly or
indirectly affects organisation. Documents in business environment contains information in
different formats which assist management to inform, record, analyze and monitor various
activities (Gupta, 2013). Unilever is consumer goods company located in UK which produce
different products from personal care to food and beverages. In this report, comparison will be
done on different types of documents and formats that is used to present information in
organisation. There will be study showing purpose, style, research about content, deadlines of
documents which is useful for training sessions. Comparison will be there about use of
technology in preparing various documents and selecting appropriate one. At last proper format
is selected, documents are produced and errors are eliminated by proofreading it.
TASK 1
a) In order to present information in organisation compare documents that can be use
Unilever is international company which deals in consumer goods at global level.
Organisation is planning to provide training on importance on Professional Development to staff
to enhance professional skills and abilities. For this company will inform employees by different
documents produced in business environment. They can be broadly classified into Printed,
Electronic, Formal And Informal which are further divided into different formats:
Printed: Notice: These are printed documents use by management to inform employees about any
event. These are posted on notice board of Unilever which helps to easily communicate
wider audience.
 Circular: It is printed letter which contains important information and is distributed in
organisation to every employee. Unilever will use this to inform workforce about training
sessions as it is effective way to be precise about information (Wetherly, 2014).
Electronic: Email: An Email is text message send over network through electronic device which
contain attachments, files and other important information. Unilever can use this as
communication channel as it is easy and simplest form to inform staff about training.
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 Fax: This is electronic communication channel which is transmitted using fax machines
in departments. Unilever may use this method as these days fax machines are outdated
and replaced by computers.
Formal: Letter: It is formal message written or printed on paper and then send in envelope to
individual. Unilever is large scale organisation and to send each staff letter to inform is
complex and hectic process.
 Memo: These are widely use as official communication channel in business and purpose
is to remind and give instructions. Unilever may use it in providing information about
training programs (Siewiorek and et. al., 2012).
Informal: Announcements: These are unofficial announcement made by management to inform
employees about training. Unilever may make normal announcement for sessions which
may hinder quality of communication. Peer to Peer informal chats: These can be seen as informal chats, gossips and rumors in
between colleagues about training programs which also serves as base for
communication.
b) Comparison of formats used in different documents
Text Number Graphics Charts
These are normal text
messages written in
words. Such format is
used in letters,
memos, circulars
which contains
relevant information
in simplest form and
may be boring for
staff to read.
These contains
statistical data and
numbers use to
analyse information
and represents facts
and figures. This is
most commonly used
in circular and fax to
provide information
related to numbers.
These are most
expressive format
used in Emails for
communications. It
contains pictures,
videos, characters,
music, etc. This
makes information
attractive and grab
attention of reader.
It comprises of pie, bar
and tabular charts which
contains facts and figures
. This format is mostly
used in fax which are
hardly use nowadays
(Belás and et. al., 2015).
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Unilever can use graphics formats to inform staff about training sessions in Email as this
will help company to reach to each and every employee. This is most attractive form and easiest
communication channel to target all workforce in organisation. This will contain all relevant
information regarding date, time, venue, trainer and topic for programs.
TASK 2
a) Range of document
Communication is key requirement in any organisation to operate in business
environment and inform employee, stakeholders and outsiders about strategies and plans.
Training mammograms are part of employee engagement and motivation methods to that
workforce productivity can be enhanced. Communicating about training session in appropriate
manner is very essential for company. Unilever can use Emails for communicating about training
programs using graphics and different formats (Georgescu and Popescul, 2015). Here is details
about relevant data that will be use to inform staff about training program of Professional
Development:
 Purpose: The only purpose of using Email as communications channel is that Unilever is
large organisation which is currently employing thousands of staff at one place. This
makes it difficult to communicate to each and every personnel on personal basis so using
electronic channel is most appropriate to inform about training programs.
 Content: The Email will contain following information like Date, Time, Venue, Topic,
Benefits, Name of Expertise, Training Method, Syllabus, Performance Measurement
Techniques and Feedbacks Process.
 Style: This channel will be using Intuitive Style for communication which depicts
information which is most important in process and brings out big picture. This can also
use while writing Emails so that main topic will explain in precise manner.
 Deadline: To get enrol in training program deadline is of 2 days after receiving Email.
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b) Research about content
Professional Development: It can be stated as acquiring knowledge and skills for career
development which includes formal education courses, attending conferences and informal
learning. It improves abilities and capabilities of personnel to work more professionally in
organisation. There are many importance of Professional Development as stated below:
Confidence and credibility: Gaining professional knowledge provides new and
enhances perspective about issues and improve expertise ability of employee. It will improve
personal as well professional ability to work effectively. This boosts confidence of personnel in
taking more responsibilities and credibility about accepting challenging tasks.
Efficiency: This will develop new skills and abilities of performing tasks in effective
way to reduce errors. The ultimate goal of professional development is to increase efficiency of
employee which will contribute in achieving organisational objectives (Saleem, 2015).
Ability to influence and lead: The acquired knowledge which helps in increasing
confidence and credibility will fuel ability to lead teams and influence members. This will help
employee to manage team work and acts as motivator to help them achieve higher efficiency. By
this development it will easy for personnel to put more facts and figures in front of management
to assist in decision making.
Achieve career goals: This not only provide professional growth inside organisation but
it also assists in finding opportunities for career growth as well. Employees works more
effectively when they know that it will benefit their own career, this will work as motivator.
Employees can achieve personal career objectives by acquiring professional knowledge and
skills.
c) Compare technology which can be used in preparing documents
Ms-Word Notepad Ms-PowerPoint
This computer software is
helpful in writing Letters and
Notice.
This helps in searching words
or statement easier and faster.
Notepad is the simplest and
easiest word processor and
computer software.
This is compatible in preparing
notice and memos for
This computer software is
basically used in making
presentation.
It makes documents attractive
and create impact on audience.
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This allows to share
documents over mails and
other internet browsers.
It can make text attractive by
adding visual effects like
charts, pictures, characters,etc.
This provides flexibility to
word documents like letters
and reports using different
fonts, colour, tables, charts and
other options.
organisation.
The major advantage of using
notepad is it allows users
option to edit and format text.
It also contains basic functions
of save, edit, find and replace,
copy, paste, etc.
this is very useful for learning
Websites design to type codes
easily.
Personalised video can also be
added to be more precise.
It can be transfer through
mails and other online
platforms.
This provides documents high
quality graphics and easy
understanding for audience.
This makes reader to be
captive and with visuals and
animations.
Unilever in order to be effective in communicating about training programs to employee
will use Ms-Word as technology to prepare documents and circulate it using Emails to each and
evert targeted personnel (Babu, 2012). This will allow company to be effective in
communication and accessible by staff containing full information about session.
TASK 3
a) Most appropriate format for each document
Document Format
Notice Notice are generally prepared in text so that its looks formal and contain
relevant information for employees.
Unilever will prepare notice document in proper text format so that its
produce qualitative results in informing employees.
Notice are prepared in Ms-Word so that it provides different benefits to
organisations and personnel.
Apart from this main disadvantage is that it has rigid structure which limits its
information carrying capacity.
Emails Unilever can use emails as electronic method to inform employee about
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training programs (Morgan, 2012).
This will help organisation to reach to targeted employees for giving sessions.
This can carry graphics, text, numbers and charts to make information
attractive and loaded with facts and figures.
This enhance quality of data is transmit to personnel and makes it easy to
understand and interpret.
After so many pros, Email is security sensitive which makes it major
disadvantage in using at workplace for communication.
Letters In this, text and numbers both can be used to prepare document and transmit
information to employees.
Unilever can record relevant facts and figures in respect of training sessions to
inform personnel about its importance.
These are formal letters which are covered by envelop and sent to department
or respective reader (Zeng and et. al., 2012).
These are simplest and easy to prepare documents using both text and
numbers to understand easily.
Besides all these benefits, major limitation is it is slow method of
communication in era of digitalisation.
b) Layout and Structure of each document
Document Layout and Structure
Notice Name of issuing Organisational
NOTICE
Date of issue
Title of Event
BODY
(Date, Time, Venue, Duration and other related Information)
Authorised Signature
(Name, Position and Sign)
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Emails From: Sender's email id
To: Receiver's email id
Cc: other receivers (in case of more than one recipient)
Bcc: other receivers (in case of more than two recipient)
Subject: Title or reason for sending mail
Salutation: words like respected, dear, sir, etc.
Main Body: This section will contain main body of email and other
information
1. Introduction
2. Details
3. Conclusion
Closing: ending statement
Attachments: any word file, PowerPoint presentation, etc.
Signature Line: Sender's name, sign and other details
Letters The format of formal letter is standard and applicable in all organisation
and comprises of different headings which are given below:
1. Address: Sender's address will be at left corner which will includes
complete address with pin code, state and contact number.
Receiver's will be at right corner below date.
2. Date: it is written just below sender's address with space of one
line.
3. Subject and Body: Subject is brief form of reason for writing letter.
Body is main context which contains each and every details of
information. It is written in paragraphs with accurate grammar and
vocabulary (Sodeyfi, 2016).
4. Ending: This is closing statement which contains signature and
name of sender.
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c) Produce documents
Unilever will produce both Emails and notice to inform employees about training programs
which will be held by Human Resource Department to enhance skills and knowledge of
professional abilities (Carroll and Buchholtz, 2014). This will contain information regarding
details of sessions and email will carry Word file which gives knowledge about syllabus and
points that will be covered in program.
Notice:
Unilever
NOTICE
23rd September, 2019
Training sessions
Training Program on Importance of Professional
Development on 5th October, 2019
Session will be held in conference room from 10:00 am
to 2:00 pm
Respected Speaker will be Sir XYZ who has experience
of training employees of 15years
Email:
From: [e-mail]
To: [e-mail]
Cc: [e-mail]
Bcc: [e-mail]
Subject: Information about Training Session
Dear employees,
Company is planning to held training programs on importance of Professional Development on
5th October, 2019
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Respected speaker XYZ will be there to address employees who have 15years of experience to
provide training
It will be held in conference room from 10:00 am to 2:00 pm and lunch after completion of
session
It is requested from all employees to be present on that day and take benefit of session
Attachment: word file with complete information
HR Manager
Letter :
HR Manager,
Unilever,
London.
23rd September, 2019
departments of Unilever,
London
Subject: Training session on Importance on Professional Development
This is to inform employees that organisation is organising training session on 5th October, 2019
on Professional Development and its Importance by respected XYZ who has 15years of
experience.
It will conducted in conference hall from 10:00 to 2:00 and lunch after program.
All employees are requested to be present there by 9:30 to take seats before speaker.
ABC,
HR Manager,
Unilever
Emails can be used by Unilever as it will cover all targeted employees with complete
information about session and speaker. This will increase employee interest in attending training
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programs. This is most useful and appropriate method for communicating with personnel on
personal basis.
d) Proofread documents and correct errors
In the above produced documents there is error in notice writing as it is not in proper
format. Authorised Signature is missing from format which came into notice after proofreading
documents. This missing section will make information unauthorised as there is no authorised
person who read and signed it for confirmation. Notice will be treated as meaningless
information which will not be ascertained seriously by employees and other managers. The
proper format is given below with correction:
Unilever
NOTICE
23rd September, 2019
Training sessions
Training Program on Importance of Professional Development on 5th
October, 2019
Session will be held in conference room from 10:00 am to 2:00 pm
Respected Speaker will be Sir XYZ who has experience of training
employees of 15years
HR Manager,
Unilever
This proves authenticity of notice by management and will be taken into consideration as
information by other managers and employees (Seethamraju, 2012).
CONCLUSION
From this report it can be concluded that communication is crucial in business
environment for survival and smooth functioning of operations. Professional development is
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enhancing skills of employees through continues learning and practical knowledge. This increase
capabilities of personnel to manage and lead teams with finding new solutions. In this report
different types of documents are compared to provide information to employees with suggesting
most appropriate one. Various formats are evaluated for preparing each document and selecting
suitable for organisation. It includes purpose, deadlines, content, style and along with this
content is find out through research. Technologies are analysed for creating each documents and
most purposeful is selected. Choose format, structure and layout for documents then prepare and
in last correct errors to make it effective.
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REFERENCES
Books and Journals
Babu, K. V. S. N., 2012. Business intelligence: Concepts, components, techniques and benefits.
Components, Techniques and Benefits (September 22, 2012).
Belás, J. and et. al., 2015. The business environment of small and medium-sized enterprises in
selected regions of the Czech Republic and Slovakia. E+ M Ekonomie a Management.
Carroll, A. B. and Buchholtz, A. K., 2014. Business and society: Ethics, sustainability, and
stakeholder management. Nelson Education.
Georgescu, M. and Popescul, D., 2015. Social Media–the new paradigm of collaboration and
communication for business environment. Procedia Economics and Finance. 20.
pp.277-282.
Gupta, A., 2013. Environment & PEST analysis: an approach to the external business
environment. International Journal of Modern Social Sciences. 2(1). pp.34-43.
Morgan, N. A., 2012. Marketing and business performance. Journal of the Academy of
Marketing Science. 40(1). pp.102-119.
Saleem, S., 2015. BUSINESS ENVIRONMENT, 3/e. Pearson Education India.
Seethamraju, R., 2012. Business process management: a missing link in business education.
Business Process Management Journal. 18(3). pp.532-547.
Siewiorek, A. and et. al., 2012. Learning leadership skills in a simulated business environment.
Computers & Education. 58(1). pp.121-135.
Sodeyfi, S., 2016. Review of literature on the nexus of financial leverage, product quality, &
business conditions. Journal of Economic & Management Perspectives. 10(2). pp.146-
150.
Wetherly, P., 2014. The business environment: themes and issues in a globalizing world. Oxford
University Press.
Zeng, L. and et. al., 2012. Business intelligence in enterprise computing environment.
Information Technology and Management. 13(4). pp.297-310.