B Sbwrt 411 Learner Guide PDF

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B Sbwrt 411 Learner GuideB Sbwrt 411 Learner GuideB Sbwrt 411 Learner Guide...

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BSBWRT411 Write complex documents Learner Guide Unit within the qualification

BSB40820 Certificate IV in Marketing and Communication

Duration

3 weeks

Mode of Study

Face to face + Online

ESTABLISH INNOVATIVE WORK ENVIRONMENTS BSBSTR501 BSBWRT411 - Write complex documents – Learner Guide

Last Updated: September 2021, V. No. 1.0

BSBWRT411 Write complex documents Modification History Release

Comments

Release 1

This version first released with BSB Business Services Training Package Version 7.0.

Application This unit describes the skills and knowledge required to plan, draft and finalise complex documents. The unit applies to individuals who work in a range of business environments and are skilled in the creation of documents that are more complex than basic correspondence, memos and/or forms and that require review and analysis of a range of information sources. No licensing, legislative or certification requirements apply to this unit at the time of publication.

Unit Sector Social Competence – Written Communication

Elements and Performance Criteria ELEMENT

PERFORMANCE CRITERIA

Elements describe the essential outcomes.

Performance criteria describe the performance needed to demonstrate achievement of the element.

1. Plan complex document

1.1 Determine audience, purpose and requirements of document according to organisation policies and procedures 1.2 Determine required format, style and structure for document 1.3 Establish method of communication 1.4 Develop content overview of document 1.5 Determine categories and logical sequence of information according to proposed structure, content and document requirements

2. Draft complex document

2.1 Confirm information is cohesive and satisfies document purpose and requirements 2.2 Develop draft document to communicate data, information and knowledge according to organisational policies and procedures

BSBWRT411 - Write complex documents – Learner Guide

Last Updated: September 2021, V. No. 1.0

ELEMENT

PERFORMANCE CRITERIA 2.3 Identify gaps in required data, information and knowledge, and collect additional material from relevant sources, if required 2.4 Draft text according to document purposes and requirements

3. Finalise complex document

3.1 Review draft text and confirm document purpose and requirements are met 3.2 Check grammar, spelling and style for accuracy and punctuation 3.3 Confirm draft text is approved by relevant organisation personnel 3.4 Review and incorporate any amendments in final copy 3.5 Apply basic design elements for document appropriate to audience and purpose 3.6 Check document and confirm all requirements are met

Foundation Skills This section describes those language, literacy, numeracy and employment skills that are essential to performance but not explicit in the performance criteria. SKILL

DESCRIPTION

Reading

Interprets a variety of text to determine and confirm task requirements Proofreads document checking for grammar, spelling, structure, and suitability of style and format for audience Uses listening and questioning skills to seek additional information or confirmation of task completion

Oral Communication

Self-management Follows accepted communication practices and protocols when seeking information or feedback from others Takes responsibility for planning, sequencing and prioritising tasks to achieve required outcomes Technology

Uses the main features and functions of digital tools to complete work tasks

Unit Mapping Information Supersedes and is equivalent to BSBWRT401 Write complex documents.

Links Companion Volume Implementation Guide is found on VETNet https://vetnet.gov.au/Pages/TrainingDocs.aspx?q=11ef6853-ceed-4ba7-9d874da407e23c10

BSBWRT411 Write complex documents | 3

Contents Overview

5

Topic 1: Planning a complex document

6

Topic 2: Drafting a complex document

17

Topic 3: Finalising a complex document

21

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Overview The Student Guide should be used in conjunction with the recommended reading and any further course notes or activities given by the trainer/assessor.

Application of the unit This unit describes the skills and knowledge required to plan, draft and finalise complex documents. The unit applies to individuals who work in a range of business environments and are skilled in the creation of documents that are more complex than basic correspondence, memos and/or forms and that require review and analysis of a range of information sources. No licensing, legislative or certification requirements apply to this unit at the time of publication.

Learning goals Learning goals include: 

planning a complex document



drafting a complex document



finalising a complex document

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Topic 1: Planning a complex document

Identifying the purpose and requirements of a document with an audience in mind A document needs to be planned before it is created. Businesses use documents for a range of purposes. Business documents range from brief email messages to complex legal agreements. Many documents are prepared by staff within the business, while others are drafted by professionals from outside of the company, such as accountants and lawyers. If you are the person who is creating a document you should have a clear idea for the purpose of the document and be able to summarise information and ideas into key themes. This will help to create meaning and highlight the main points that you would like to get across to your audience. Your audience for the document can be the owners of the business, directors, investors, employees, customers, suppliers, unions, and so forth. Digital documents can be created using a range of different software and it can be used to communicate with internal and external audiences or stakeholders. Workplace documents should be well written as they are a reflection of the business itself. Examples of business documentation are: 

memos and flyers



business reports

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procedures

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agendas

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emails

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minutes of a meeting.

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business letters

Most organisations have their own guidelines for producing documentation. This can include: 

planning – inputs and outputs required



using a style guide, which is a set of policies and procedures for writing business documents style guide, which is a set of policies and procedures for writing business documents

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the use of company templates, which presents a consistent professional image

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consultation of stakeholders to ensure only the relevant information is included or to consult on what can be distributed to both internal and external stakeholders

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editing and reviewing, obtaining approval to send

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form filling/procedures to follow

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file management – filing documents correctly both electronically and manually.

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The importance of planning When developing your messages and positions that you want to get across to others, you need to think carefully about each audience or ‘stakeholder’ and how they fit with the purpose of your document. It is crucial to understand the level of interest of each stakeholder in your message. Once you know who you are communicating to and you are able to define what level of support you are seeking from them, you need to consider their perspective. Depending on the level of knowledge of your audience, your document may contain general information or very complex information.

Image by Alvaro Reyes on Unsplash

If you need to illicit a response from your audience, make sure to clearly outline the next steps to be taken. Some questions you might want to ask yourself are: Factor

Description

The target audience

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Who will you communicate with/who needs to know?

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Why would the target audience care to know this information?

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Am I presenting my document to multiple target audiences at the same time?

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When do you need to communicate?

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By when do you need the audience to respond?

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Why are you communicating about this topic?

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Why is it unique or different?

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What is the background?

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What will the format and structure be?

The topic and key points

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What do you want to communicate?

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Are your key points in a logical order?

The structure and content

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Should you include charts, tables or pictures in the document?

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What is the appropriate tone and look for the document?

The timeline

The purpose

The context

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Activity: Reflect What type of business documents have you come across? What software were the documents created with?

Determining the document layout and design An important part of planning a document is to identify the purpose of the document as this will determine the type of document you develop. If the purpose of the document is to communicate with a customer, an email written in a professional tone will be required. However, if you want to present a proposal to management, this would need to be in a more formal form such as a report and written in a professional, formal manner. Most organisations have their own guidelines for producing documentation. Organisational requirements can include: 

company colour scheme and guidelines for visual presentation, including margins, fonts and style.

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spelling, grammar, punctuation and writing style to ensure a consistent corporate image.

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graphics standards, including the use of logos and brands.

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document naming conventions and filing protocols

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the use of company templates or letterheads, which presents a professional image

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consultation within the organisation to ensure only the relevant information is included or to consult on what can be distributed to both internal and external audiences.

Image by Aleks Dorohovich on Unsplash

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It is important to set an example when communicating with others and to ensure that you are meeting organisational standards regarding professional and respectful language. This applies to verbal and non-verbal communication within the organisation. Always check documents such as emails, letters, reports and notes for spelling and grammar before it is distributed.

Style guides A style guide is a set of standards for the writing and design of documents, either for general use or for a specific publication, organisation or field. A style guide establishes and enforces style to improve communication. Writers, editors, programmers, engineers, social media managers, and support agents all need an indication of how their company wants to work, so they can ensure consistency. The number one goal of a style guide is consistency within a document and across multiple documents. Inconsistency in the style and design of documentation makes businesses look unprofessional. The style guide gives staff assistance in how to write and format the different communication products they might use. For example, the style guide sets out what font type and size to use, how to use the logo, consistent paragraph spacing, default colour schemes for SmartArt, charts and tables and how to write a briefing note. Style guides can also provide information on naming conventions and version control. Style guides can also help project a strong brand identity for a company.

Activity: Research Research some examples of style guides by clicking on the links below: http://www.logodesignlove.com/brand-identity-style-guides 

Visit at least 3 websites from the list– pay attention to the logo, content and structure of each page.

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For each website, list the web source, the name of the business, the type of style used throughout the website.

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Why do you think it is important to create documents according to the style guide of an organisation?

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Apart from using a style guide, what other requirements or policies might an organization have regarding written communication?

The trainer/assessor will facilitate a discussion.

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Paying attention to tone The audience, purpose and method of communication all have an influence on the tone of the document. The overall tone of a written message affects the reader. Your tone should be confident, courteous and sincere. Some examples are: 

To accept an offer of employment, the tone should be appreciative and enthusiastic about starting the new job.

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To apply for a new position, the tone needs to convey confidence.

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In communicating a new work procedure to staff, the tone will be polite and concise.

Choose your words carefully: Use: The system may automatically shut down if any installation errors occur. Instead of: You didn't read the instructions carefully, thus your system has shut down. Apply appropriate emphasis and subordination, emphasise the main point by using a short and simple sentence at the top of the document. Other supporting or subordinate ideas can be in longer compound sentences. Use: The WHS Committee has finished considering evidence on passive smoking and they have decided, in the interests of all employees that smoking will no longer be permitted on the business premises. Instead of: Smoking will no longer be permitted on the premises. Keep your language non-discriminatory. Make sure your writing is free of sexist language and free of bias based on such factors as race, ethnicity, religion, age, sexual orientation, and disability. Use: Chairperson Instead of: Chairman

Use: When orders are received from the office, they are filled within 24 hours. Instead of: After the girls in the office receive an order, our office fills it within 24 hours.

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Use: Executives and their spouses Instead of: Executives and their wives

Use: To Whom it May Concern: Instead of: Dear Gentlemen: Stress the benefits for the reader: write in a way that shows what you can do for the reader: Use: Your order will be available in two weeks. Instead of: I am processing your order tomorrow It is important to write at an appropriate level of difficulty, matching the style of writing to the reading abilities of the audience.

Methods of communication Using word processing applications Word processors offer a convenient way of creating text-based documents. These applications help to make the writing process easier, including templates for general documents such as reports, flyers, and letters. Some of the features of word processors include: 

word count and page count



checks for correct spelling and grammar

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document protection

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headers/footers

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line spacing and page numbers

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paragraph formatting.

Types of word processing applications There are many types of word processing software with the most common being Microsoft Word. Business documents such as memos, agendas, letters and minutes of a meeting can all easily be created in an application such as Microsoft Word and emailed, or printed and distributed to the relevant audience.

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Word from Microsoft Office is software program that allows you to 

enter, edit, and format text and graphics

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copy and move text

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format text with fonts and colour

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format and design page layout

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insert tables, charts, diagrams, and graphics.

Activity: Research Use the internet to research other types of software that can be used for creating documents. 

Find two types of software that can be downloaded for free and another two examples of software that needs to be purchased.

File Management Part of the process of writing documents is being able to save and store them with an appropriate name and in the appropriate place. Organisations have standards that can specify how and where documents should be saved.

Image by Bram Naus on Unsplash

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Every computer has at least one hard drive that stores data. Data is stored in the computer memory while the computer is on, but will be lost if the computer is switched off. Therefore, it needs to be stored on a drive if it is to be retrieved at a later date.

Saving a Document To store a document permanently, you must save it as a file. 

When you save a file, you give it a name, called a filename, and indicate the location to store the file. A filename identifies the file.

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Files can be stored on an internal or external hard disk, a server, a memory stick, or in another web-based location.

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Saving a file allows you to close the file and open it later for editing or printing.

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Save a file for the first time using the Save button on the Quick Access toolbar or the Save command on the Office menu.

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Assign a filename and a file location to a document using the Save As dialog box.

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After you save a file for the first time, save your work frequently.

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Saving updates, the stored copy of the file with your changes

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Save changes using the Save button, the Save command, or [Ctrl][S]

Some characters such as the backslash (\), forward slash (/), colon (:), asterisk (*), question mark (?), exclamation mark (!), less or greater than symbol (< > greater than symbol) cannot be used in a filename. It is important to save files according to your organisation’s requirements. Be careful not to change the file extensions when changing file names. You could lose your data if you do, since the program may not recognise the type of file. When you have many files, they can become hard to find. Folders are used to keep files organised. You should give folders logical names too, for example you might have folders called ‘Memos’, ‘Letters’, ‘Feedback, ‘Complaints, ‘Quotes and so on. Groups of folders can be created and be placed into a main folder.

Activity: Research Work through the word processing tutorials to support your learning and understanding of the software being used: The following links to the office support website for Microsoft Word, which provides a list of videos and tutorials for the Beginner, Intermediate and ...