Effective Workplace Documents: Business Communication Assessment

This assignment comprehensively examines various aspects of workplace documents and business communication. It begins by exploring different types of computer-based documents, such as those created using Microsoft Windows, Internet Explorer, Microsoft Office, and McAfee Antivirus, and provi...Read More

Assessment 1
Q1. Provide three (3) examples of when you would write a computer-based document in the workplace.
Types of computer based documents in the workplace :
Microsoft windows : it is also called graphical operating systems which helps to develop the graphics for it
use and is sold by Microsoft.
Microsoft internet explorer : its used for browsing or searching important thing or poject material. It can be
updated in different versions.
Microsoft office and outlook : Microsoft Outlook is a personal information manager from Microsoft,
available as a part of the Ms outlook suite. Although often used mainly as an email application, it also
includes a calendar, task manager, contact manager, note taking, journal, and web browsing.
McAfee Antivirus : McAfee Total Protection. Viruses are just a small part of today's Internet threat
landscape. Get McAfee Total Protection to guard your PC, social network, identity, family, and home
network with our ultimate protection against hackers, malware, spyware, thieves, phishing, and other online
threats.
Q2.
Question :
Recreate the table below by identifying the most suitable document format to meet the needs of the documen
that format.
Audience Purpose Suitable document
format Reasons why this is most suitable format
Individual
customer Respond to complaint Email
This is because, it helps to communicate with
all people effectively and evidence also
maintained in effective aspect.
All office staff Announcing new safety
procedure Notice board
This is because, it is the best way to provide
all relevant information to staff members and
cost also reduced in this way.
Team members
Provide record of
discussion and decisions
made
Meeting
With the help of team meeting, proper
records can be maintained in effective aspect
that assist to develop proper communication.
Large number
of clients
Gathering feedback on
services Advertisement
With the help of advertisement, information
can be provide to large number of customers
easily.
Senior
manager
Feasibility of adding a
new product line Meeting
In this aspect, meeting can be considered
personally to provide brief towards new
product line.
Q4.
Question :

For each of the following examples listed in the table below, explain the key inclusions for a text document.
least three (3) key points for inclusion in each document.
Situation Key points for inclusion
You need to seek permission from your manager about
whether you can attend a two(2) day course that will
improve your sales skills
In order to take the permission from the manag
attending the 2 day course I required to write the m
to manager. In this I will write. Sir, I required
attend the course day program for two day throu
which I can improve my sales skill which help me
in delivering effective services to the customer in t
market. This course program can help me
improving my professionalism and personal skill a
it will also beneficial for the company.
You have been asked by your manager to contact a
client and organize a meeting with a client who
returned a large amount of stock recently because it
was faulty. Your manager is available any day other
than Monday after 2:00pm
In order to organize the meeting with client I requir
to communicate with client and ask for the furth
information. I required to communicate with client th
manager will available any day other than Mond
after 2.00 Pm. For this I required to develop
systematic schedule of timing and set all tim
according to the each activities and discussion in t
meeting. I have to provide all relevant information
for meeting to client as well as manager so as they c
acknowledge about the meeting.
Q6.
Explain the difference between active language and passive language. In your answer describe why active
language should be utilised when writing business documents.
The major difference between active and passive language is using active voice, the subject performs the
action noted by the main verb and using the passive voice, the subject is acted upon by another agent or
an unknown something. The identification of the subject of the sentence and decide whether the subject
is doing the action or being acted upon is active voice. The passive voice is a grammatical voice or the
noun phrase that would be object of an active sentence or clause in the passive voice.
Q7.
Question :
Answer the following questions:
a) Explain why work emails should always be written using a formal style.
It is very essential to use various formatting styles while drafting mail as it is considered as the primary and
email style can lead individual in trouble. It helps present their data clearly and in effective manner. Unclear

to develop the understanding about the information presented in by sender. This formatting style assist send
the key points in order to attract attention of reader. This formatting style assist individual in organising the
senders in order to show their professionalism and communication skills. This also assist individual in dev
help individual inn gaining more professional oppurtunities.
b) Modify the following email message to a formal style: “Hi joe. How are things with you these da
received their information? It was spot on. Cheers Bill”
“Hi joe. How are things with you these days? Could you let your marketing branch know that we received th
Respected Joe,
I want to just know the status of your business Will you be able to provide me information about you
information from there.
Hope for your soon reply.
Thanks
With regards
Cheers Bill.
Q10.
Question :
Describe what you need to do when completing a final edit of your draft work, based on each of the
following considerations:
a)Suitability of tone for audience, purpose, format and communication style
b)Readability, grammar, spelling and sentence and paragraph construction
c)Meets organisational standards
Tone of the audience, purpose, format and communication style plays significant role while making the
draft, the person should know their audience that what style of reading they prefer, they should properly
define the purpose of the document and other than that communication style is very important for the
document, effective communication style have been chosen by the researcher in order to write the
document in effective way. Readability, grammar, spelling and sentence and paragraph construction should
be done in proper way so that content show meaning to write the document. Other than that document
should communicate the organizational standard so that it can be communicate to all the members.
Q11.
Why should you have your draft
documents and work proofread by
another person? List three (3)
reliable people that may proof-read
a draft copy.
The draft should be made because when ever there is some mistake is
done it can be corrected on the spot. This will maintain accuracy of the
document as well as when ever is being read by some person he or she
will easily understand the meaning and concept of the document. Draft
is made so that burdened of removing the mistake will be reduced. Prof

reading helps the person to remove all the mistake done by him and if
he will prof read them it Is easily understood by him because the
document is made by him only.
Q12.
Question :
“Once you have changed the document after proof reading, you do not have to do anything else”.
Do you agree or disagree with this statement? Explain and justify your response.
Answer :
Once the prof-reading is done, nothing have to be done again because all the mistake such as readability,
grammar, spelling and sentence and paragraph construction can be removed while prof-reading. This is
because it is final stage of making any document. All the steps have been taken place already and prof-
reading is the final stage to correct all the mistakes which is done by the writer. Thus, after doing the
proof-reading, nothing to be done.
Q13.
What steps should you take to ensure that any document you have created is received by the intended
recipient?
It is very important for the sender to take several steps which helps him order to sending all the data to the
recipient in proper way, when the document is being send, the sender should take several measures to
protect the data from unauthorised user. There are many people who use different software to sole the data.
Sender should choose effective way or source of communication so that document can not be stole or alter
by the person who want to harm the document which is made by the sender. Use different software of share
level security, make password protect document, use EFS encryptions, disc encryption, use of public key
infrastructure etc.
Q14.
Question :
To complete this task, you will need access to the Global Star Enterprises (GSE) Intranet > Policies &
Procedures > Style Guides & Templates > General > ‘Instructions for Electronic Filing’.
Answer the following questions:
a)Why is it important to follow an organisation's filing procedures?
b)Using at least 150 words, summarise GSE’s electronic filing procedure.
Answer :
a) It is important to follow all the filing procedures of the organization because it is subject matter of the
records, finling of the records, use of records when it is needed, helps in well planned system.
b) Access the total income of the organization: the venture should identify their gross and net income and
then they need to identify that how much percent they need to file for the income tax, because there are

different standard for filing the income which is based on the level of income.
Type of organization: After that they need to identify that which type of venture they are, because there is
different standard for different structure of the firm.
After, that they need to finish their auditing report and that report need to be submitted to the income tax
filling.
They need to give notice under the Section 11(2)(a) to the assessing officer
The firm need to go for the jurisdiction as the artificial jurisdiction person, cooperative society and local
authority
The access should finish the returns
There are different types of filling such as digital signature certificate, e filling, e return etc. by which
person can file for the income tax return
Assessment 2
Question :
This assessment consists of two pathways - you are only required to complete either:
Option 1 - Your Workplace
OR
Option 2 - Simulated Workplace (GSE)
Read through the options and choose the one that is most appropriate for you and follow the option through.
Choose either Option 1 or Option 2
Option 1: Your workplace
Note: You may use documents/templates from your
workplace or from GSE.
Project
Your task is develop three (3) business documents that
need to be created in your current or most recent
workplace to meet the different needs of an audience
and for a specific purpose. You need to use at least two
(2) different software applications in the creation of
your document, for example, Outlook, Word,
PowerPoint or Excel.
For each document, you must complete the following
criteria:
The content for each document must
be at least 200 words in length
Option 2: Simulated workplace (GSE)
Project
To complete this task, you will need access to the fo
Product Range > Residential
People & Departments > ‘GSE O
Policies & Procedures > Style Gu
Policies & Procedures > Style
Template’
Policies & Procedures > Style G
Your task is to develop three (3) business documen
the GSE workplace to meet the different needs of a
at least two (2) different software applications in t
Word, Power point or Excel.

The writing style must be
appropriate to the purpose and audience for each task
Complete a first draft copy of each
document and save each as a separate file with the
words “Draft Copy” at the end of the file name
Complete a proof-read and edit on
your document using “Track Changes” located in the
review tab to review and improve the text to ensure the
tone, communication style, format, readability,
grammar, spelling, sequencing and sentence and
paragraph structures are all suitable to the purpose,
audience and communication method
You must show evidence that your
organisation’s Style Guide and individual template
requirements have been adhered to. This must include a
reference to and copy of the style guide or the original
template that was used to produce the document. If you
do not have a style guide or template to use, you must
use the resources available on the GSE Intranet > Style
Guides and Templates > General
Complete a final copy of each
document and save each as a separate file with the
words “Final Copy” at the end of the file name
Upload the draft and final copy of each document, as
well as your style guide and templates below once
completed.
IMPORTANT: If you submit a project/case study that
is not appropriate or complex enough for the
assessment, there is a possibility that your assessment
will not be accepted. If you have concerns or would
like advice regarding your choice of project/ case study,
please use the Contact form ;to request a trainer
contact you to ensure your chosen project/case study is
appropriate.
For each document, you must complete the followin
The content for each document m
The writing style must be approp
Complete a first draft copy of ea
words “Draft Copy” at the end of the file name
Complete a proof-read and edit o
review tab to review and improve the text to ensu
grammar, spelling, sequencing and sentence and
audience and communication method
Ensure the GSE Style Guide and
Complete a final copy of each do
“Final Copy” at the end of the file name
Details of each of the content and communication m
to develop are provided below:
Document #1 – A new customer has emailed you
luxury and residential shower screens for her new
customer’s name is Helen Bannister. You must prov
Template’ and ‘Style Guide’ and the product inform
Document #2 – A new Accounts Officer is abo
Administration department, reporting to Karen Cos
been asked to develop a basic presentation about the
Karen to the new employee. You must provide an o
GSE ‘Style Guide’ and a blank PowerPoint Presen
organisational structure can be found on the GSE Int
Document #3 – It has been agreed to by the GM of
be offered a loyalty discount of 10% off their next p
(3) months. The offer applies to any residential pu
value of $100,000. You must develop a business
department for this campaign. The letter must ensure
company and are eligible for the incentive. You mu
Guide’.
Upload the draft and final copy of each document be
Option 1: Your workplace
Note: You may use documents/templates from your workplace or from GSE.

Project
Your task is develop three (3) business documents that need to be created in your current or most
recent workplace to meet the different needs of an audience and for a specific purpose. You need
to use at least two (2) different software applications in the creation of your document, for
example, Outlook, Word, PowerPoint or Excel.
For each document, you must complete the following criteria:
The content for each document must be at least 200 words in length
The writing style must be appropriate to the purpose and audience for each task
Complete a first draft copy of each document and save each as a separate file with
the words “Draft Copy” at the end of the file name
Complete a proof-read and edit on your document using “Track Changes” located in
the review tab to review and improve the text to ensure the tone, communication style, format,
readability, grammar, spelling, sequencing and sentence and paragraph structures are all suitable
to the purpose, audience and communication method
You must show evidence that your organisation’s Style Guide and individual
template requirements have been adhered to. This must include a reference to and copy of the
style guide or the original template that was used to produce the document. If you do not have a
style guide or template to use, you must use the resources available on the GSE Intranet > Style
Guides and Templates > General
Complete a final copy of each document and save each as a separate file with the
words “Final Copy” at the end of the file name
Upload the draft and final copy of each document, as well as your style guide and templates
below once completed.
IMPORTANT: If you submit a project/case study that is not appropriate or complex enough for the
assessment, there is a possibility that your assessment will not be accepted. If you have concerns or
would like advice regarding your choice of project/ case study, please use the Contact form ;to request a
trainer contact you to ensure your chosen project/case study is appropriate.
Answer :
Global star enterprises is the Australian leading organisational for manufacturing, designing and
distributor of the residential and commercial window, door and shower screens, they offer the largest
range of products in the Australia which enhance the living standard of the thousands of homes and
office in all over the country. Each of the window and door is made in the order not retrieved from a

warehouse of the finished products. This process helps them to meet the unique design and
performance specification and enables them to offer the most expensive collection of shapes, styles and
options. The serve durable high performance products which bring lasting value to the home of the
country. They serve 10 years guarantee for their products. They promise to their customers that they
have the highest quality products which remains good for the long year. The organisational have
production department who are responsible for producing high quality of doors, window and shower
screen, marketing department who is responsible to promote and generate awareness about their
organisation and their products, human resource department who is responsible for managing people in
the venture, research and development who is responsible for creating innovativeness in the venture.
And financial department who are accountable to keep proper records of all the financial information of
the organisation.