1. Identify at least two reasons for producing documents that are fit for purpose.
If the documents are incorrect in some way this can have adverse effect on a business and documents can make a significant contribution to the effectness and efficiency of the business.
2. Use the table below to describe some of the different types and styles of documents that are produced in a business environment, and then explain when these different options may be used.
DocumentsWhen they are used
Letters are used to let customers know of changes or asking them to call if necessary
When a manager needs a detailed information on the business changes or statistics on what the sales have been for the year. Spreadsheets
These are used when someone needs to calculate the sales for the week
Section 4 – Know the procedures to be followed when producing documents
1. In most organisations, time is taken to agree the purpose, content, layout, quality standards and deadlines for the production of documents. What are the reasons for doing this level of planning?
So the customer can see what`s in the document easily and understand what the business is saying to them.
Purpose: so the documents can help the customer move towards desired outcome or objective.
Content: provides the information that is needed to get things done.
Layout: the customer can readily access the information in the document, information is presented in logical steps.
Quality standards: the customer can specify key output measures simply things like numbers of words and spelling accuracy.
Deadlines: customers can make arrangements knowing the document will be available from an agreed date and time. This aids efficient use of time resources suppliers will arrange their work in a way that delivers to the deadlines.
2. Businesses will spend time checking finished documents for accuracy...