PREPARE BUSINESS DOCUMENTS
D1.HGE.CL7.09
D1.HGA.CL6.06
D2.TGA.CL6.09
Slide 1
Prepare business documents
This Unit comprises four Elements:
1. Determine document requirements
2. Conduct research
3. Prepare document
4. Follow up document
Slide 2
Assessment
Assessment for this unit may include:

Oral questions

Written questions

Work projects

Workplace observation of practical skills

Practical exercises

Formal report from employer/supervisor
Slide 3
Element 1 – Determine document
requirements
Performance Criteria for this Element are:

Define clearly the requirements for
documents including purpose,
audience, format, style, content
and scope in consultation with
relevant others

Obtain specialist assistance,
where appropriate, within budget
parameters
Slide 4
Define clearly the requirements for
documents
When preparing documents there may be a need to:

Compose/write them totally

Produce what other have written

Work with others to create a document

Use initiative

Work collaboratively
Slide 5
Define clearly the requirements for
documents
Business documents which may need to be prepared can
include:

Reports

Newsletters

Submissions
(Continued)
Slide 6
Define clearly the requirements for
documents

Proposals

Project reviews

Web pages
(Continued)
Slide 7
Define clearly the requirements for
documents

Client data bases

Tenders and RFT documentation

Complex letters (as opposed to ‘standard form’ letters)
(Continued)
Slide 8
Define clearly the requirements for
documents

Memoranda (memos)

Agendas

Minutes
(Continued)
Slide 9
Define clearly the requirements for
documents

Project briefs

Facsimiles (‘faxes’)

Business and operational plans
Slide 10
Define clearly the requirements for
documents
‘The audience’ will affect the way the document is
prepared/written – audiences may include:

Customers, guests, clients

Staff

Suppliers

Media

Government bodies

Businesses
Slide 11
Define clearly the requirements for
documents
‘Format’ may refer to:

Form of the document:
• Hard copy
• Soft copy (electronic form)

Structure/style of the document
Slide 12
Define clearly the requirements for
documents
Structure/style is usually:

Determined by the template used

Dictated by person who writes
the document

Related to purpose, audience
and standard organisational
practice

Governed by the ‘Style Guide’ for the business
Slide 13
Define clearly the requirements for
documents
Style Guides can address:

Layout – for various uses/documents

Font style and font size – for use in different documents
and at various locations throughout the document
Slide 14
Define clearly the requirements for
documents
‘Style’ of the document may be:

Formal

Informal

Dictated by the Style Guide
Slide 15
Define clearly the requirements for
documents
‘Content’ of the document:

Refers to what is contained within the document

Is a general description of the document

Will vary between documents even when general
description is same or similar
Slide 16
Define clearly the requirements for
documents
Requirements of documents may be clarified with:

Manager, supervisor or business owner

Legal advisers and Administration

Originator of document

Colleagues

Customers

Intended users
Always look at previous workplace examples before
preparing your first documents.
Slide 17
Obtain specialist assistance
Specialist assistance may be obtained from:

Copy writers and journalists

Researchers

Designers

Professionals

Colleagues

Officers and officials
Slide 18
Obtain specialist assistance
Copywriters and journalists may be able to:

Advise on wording, phrasing and terminology

Advise on content

Edit material

Identify openings for publication/distribution
Slide 19
Obtain specialist assistance
Researchers may be able to:

Check and verify data

Provide new information

Analyse and evaluate data

Conduct new research
Slide 20
Obtain specialist assistance
Designers can provide services relating to:

Graphic design

Instructional design

Page/document layout

Logos

Campaigns
Slide 21
Obtain specialist assistance
Professionals – who can include:

Solicitors

Accountants
Slide 22
Obtain specialist assistance
Other workers – with specialist knowledge such as:

Supervisors and managers

Health and safety representatives

Trainers and assessors
Slide 23
Obtain specialist assistance
Advice/assistance from external sources may need to be
paid for:

There are always limits on how much can be spent

Limits may apply:
• On a job-by-job basis
• As a % of sales generated
• For the department/venue for
a given period
Slide 24
Obtain specialist assistance
It is important to:

Stay within budget/limits

Clarify what is and is not provided for

Obtain quotations

Compare quotations/options
(Continued)
Slide 25
Obtain specialist assistance

Use preferred providers/suppliers

Obtain receipts for money spent

Get approval for over-spending

Be prepared to request additional funds if the money
allocated appears insufficient
Slide 26
Summary – Element 1
When determining document requirements:

Realise the documents may need to be
composed/developed as part of the preparation process

Understand document preparation means
producing what someone else has
written/composed

Identify the range of documents required by
the business, learn what they are used for,
investigate their content and research their
layout, style, form and structure
(Continued)
Slide 27
Summary – Element 1

Identify workplace templates used as the basis for
standard organisational documents

Read a range of documents which have already been
written/prepared to get a feel for what
is required

Identify the audience for any document to be
written/prepared
(Continued)
Slide 28
Summary – Element 1

Follow any workplace Style Guides which may exist

Change style and level of formality to suit the intended
audience

Involve others as/if required in the
development of documentation

Stay within any imposed budget
parameters if involving input from outside professionals
Slide 29
Element 2 – Conduct research
Performance Criteria for this Element are:

Conduct research according to the
requirements of the document, using
informal and formal data collection
methods as appropriate

Analyse and assess data for relevance
prior to incorporation into document,
identifying key issues
Slide 30
Conduct research
Research may be needed to:

Ensure documents are prepared effectively

Assemble required material

Acquire current information/data

Obtain supporting material

Make sure information is honest
and accurate

Verify response meets identified need/s

Demonstrate professionalism
Slide 31
Conduct research
Research may be:

Formal

Informal
Slide 32
Conduct research
In relation to research for business documents:

Much of the research done/needed is ‘informal’

Not every document requires formal research

Short timelines often mean formal research cannot be
undertaken

It is important to use initiative and
common sense

‘Required information’ is often the
only focus for research
Slide 33
Conduct research
Research methods may include:

Conducting interviews

Using focus groups

Attending conferences/seminars

Undertaking library research
(Continued)
Slide 34
Conduct research

Researching government publications

Doing internet research

Reading relevant hard copy materials

Applying surveys and questionnaires

Doing internal research
Slide 35
Conduct research
Keys to effective research:

Use a range of sources

Obtain ‘hard’ and ‘soft’ data

Conduct desktop to determine secondary information
available

Identify ‘primary research data’ needed on basis of
secondary information available
(Continued)
Slide 36
Conduct research

Strive for objective evidence

Check sources to ensure validity
and currency

Quote reference sources

Look inside and outside the business

Consider paying professional researchers
Slide 37
Analyse and assess data
Analysis and assessment of data may involve:

Checking data

Testing data

Evaluating information

Summarising facts and figures

Synthesising data

Totalling and manipulating figures and statistics

Drawing conclusions
Slide 38
Analyse and assess data
For material (facts and statistics) to be relevant for use in a
business document it must be:

Accurate

Current

Verifiable

Comprehensive
Slide 39
Analyse and assess data
After data has been assessed/analysed there is a need to
ensure:

Understanding of what the organisation wants to
achieve by preparing this document

Understanding of what recipient/end
user wants

All indicators of relevance have been
addressed
(Continued)
Slide 40
Analyse and assess data

Key points are highlighted

Meaning is clear to reader/recipient

Quality and quantity of information provided is
appropriate to document and user

Decisions/recommendations within
the document are supported by
proof
Slide 41
Summary – Element 2
When conducting research:

Be prepared to undertake formal research on topics as
required

Support formal research with informal
research as necessary

Consider the use of interviews and
focus groups
(Continued)
Slide 42
Summary – Element 2

Conduct market research as/of required

Capture qualitative and quantitative data as part of the
research process

Do desktop research to capture
secondary data
(Continued)
Slide 43
Summary – Element 2

Identify need for primary data/research

Realise many/most business documents to be
prepared do not require formal research to any great
degree, if at all

Use of common sense and initiative
are keys in preparing business
documentation
(Continued)
Slide 44
Summary – Element 2

Analyse and assess data to be included in
documentation

Make sure information used in documents is accurate,
current, verifiable and comprehensive

Identify key issues to be addressed in
all documents which have to be prepared
Slide 45
Element 3 – Prepare document
Performance Criteria for this Element are:

Write the document, using a suitable format, structure and style
in accordance with requirements

Select and use appropriate technology and software for the
requirements

Use a range of written presentation and graphic techniques to
enhance the impact and effectiveness of the information
presented

Use language and style appropriate to the document and
intended audience, ensuring clarity of information and ease of
reading
(Continued)
Slide 46
Element 3 – Prepare document

Make recommendations for action where appropriate

Review and check document presentation prior to
finalisation to ensure it is accurate, free from spelling
and typing errors, and meets all requirements

Adjust where necessary, and seek advice or comment
from relevant others, where appropriate

Publish the document in a format and style appropriate
for the intended audience and purpose, and according
to enterprise guidelines
Slide 47
Write the document
Need to clarify final requirements in relation to (for
example):

Page set up – with reference to:
• Justification/text alignment
• Margins

Fonts – type face and size
(Continued)
Slide 48
Write the document

Paragraph format/s

Headers and footers

Paper size/s and orientation/s
(Continued)
Slide 49
Write the document

Need to use company colour scheme/s

Need to maintain consistent ‘company image’:

Restrictions imposed on content by requirements of
different documents
(Continued)
Slide 50
Write the document

Copyright (©) limitations

Need to apply internal file naming system/protocols

Need to produce documents by the time required

Name/s of those to ask for assistance
Slide 51
Write the document
‘Traditional’ letter contents:

The letterhead

Reference number – for internal use

Date

Inside address – company address

Attention line – name of person letter is for
(Continued)
Slide 52
Write the document

Greeting/salutation

Subject line – what the letter is about

Main body – or the ‘content’ of the letter

Closure

Signature
(Continued)
Slide 53
Write the document

Typed name of the person signing

Indication of ‘Enclosures’ if applicable – ‘Enc cheque’

Copies – ‘CC James Chan’
Slide 54
Write the document
Points to note when writing letters:

Be brief but not rude

Be polite

Write from a personal point of view

Write positively
(Continued)
Slide 55
Write the document

Write logically and sequentially

Use active tense

Ensure gender neutral language/terms
Slide 56
Write the document
There may be a requirements to write:

Letters to persuade

Letters to develop an argument

Letters to inform
Slide 57
Write the document
Preparing routine letters – 3 steps:

Opening paragraph = refer to previous
correspondence/communication

Middle paragraph = provide information

Ending paragraph = include a ‘goodwill’ close
Slide 58
Write the document
Preparing ‘good news’ and ‘neutral’ letters – 3 steps:

Opening paragraph = write the good news

Middle paragraph = provide relevant detail

Ending paragraph = repeat the good news
Slide 59
Write the document
Four types of good news/neutral letters:

An inquiry – asking others to share information and
ideas

A request – seeking specific action

An acknowledgement – acknowledging
requests, confirming orders, thanking
readers

A Letter of Introduction – aiming to maintain contact,
create goodwill and the opportunity for future sales or
business
Slide 60
Write the document
Strategies for writing Inquiry letters:

Identify inquiry in Subject Line

Open with the inquiry and a short background

Indicate need for receiver to respond

Close courteously
Slide 61
Write the document
Strategies for writing Request letters:

Identify request in Subject Line

If Subject Line is omitted identify request and reason in
opening paragraph

Ask for specific response

Close courteously
Slide 62
Write the document
Strategies for writing Letters of Acknowledgement:

Start with the acknowledgement

Say ‘Yes’ clearly when relevant

Supply necessary details/information

Close courteously
Slide 63
Write the document
Strategies for writing Letters of Introduction:

Use Subject Line to catch interest

Open with reason for the introduction

Use details/information in middle paragraphs to create
desire to read further

Close by saying what business can do for the reader
and what the reader should do in response
Slide 64
Write the document
Contents of a ‘Short Report’:

Introduction

Main body

Conclusions

Recommendations
Slide 65
Write the document
Contents of a ‘Long Report’:

Title

TOC

Introduction

Executive Summary

Main body

Conclusions

Recommendations

Bibliography/references
Slide 66
Write the document
‘Submissions’ – 3 critical elements:

Define the problem

Define current position

Seek authorisation to fix the problem
Slide 67
Write the document
Contents of a ‘Submission’:

Title page

Introduction

Main body

Conclusion

Recommendation

Space for signatures/approvals
Slide 68
Write the document
Contents of a ‘Proposal’:

Cover page

Executive Summary

Description of project management

Qualifications of people/experience of the organisation

Budget

Proposed schedule

Terms and Conditions

Summary

Attachments and Appendices
Slide 69
Write the document
Contents of a ‘Tender’ (where there is no RFT):

Statement of purpose

Ability to meet objectives

Budget

Funding and payment

Timeframes
Slide 70
Select and use appropriate
technology and software
It is a general requirement all those preparing business
documents:

Must be computer literate

Must be able to use the system in
operation at their workplace

Are able to use PCs and laptops

Have appropriate levels of clearance/security
to access necessary files
Slide 71
Select and use appropriate
technology and software
Five basic software packages exist:

Word processing

Spreadsheets

Databases

Email

Integrated
Slide 72
Select and use appropriate
technology and software
Modem:

Connects computer to the internet:
• Modulates and demodulates the signal

Installed when the system is installed

Problems may require:
• Turning it on and off
• Contacting IT department or ISP
Slide 73
Select and use appropriate
technology and software
Scanners:

Allow material to be scanned into a computer

May be ‘stand alone’ or ‘integrated’

Allow hard copy originals to be saved in electronic form

Save time
Slide 74
Select and use appropriate
technology and software
Facsimile machines:

Known as ‘fax’ machines

Used to send (and receive) some
documents

May operate on a dedicated telephone
line and stay ‘on’ at all times

Need to be checked regularly to see
if a fax has been received
Slide 75
Select and use appropriate
technology and software
Photocopying machines:

Known as ‘photocopiers’

Require paper and toner

Can copy single or double-sided

May be able to collate and staple documents

May be able to enlarge or reduce size of item

Often capable of using different paper sizes
Slide 76
Select and use appropriate
technology and software
Binding equipment:

Used to bind documents for more formal/enhanced
presentation

Often used for reports and submissions

Often used in conjunction with a laminating machine
Slide 77
Select and use appropriate
technology and software
Printers:

Used to print computer generated documents

Require paper and toner

Some printers also functions as a scanner, photocopier
and fax machine
Slide 78
Select and use appropriate
technology and software
Audio-transcription machine:

Allows managers to dictate letters for others to type out
• ‘Dictaphone’

Features foot operation and a headset

Software is available to convert sound to print
Slide 79
Select and use appropriate
technology and software
Adding a signature to emails in Microsoft Outlook:

Many business use this facility to add a professional
image to their emails and help recipients know who
sent the email to them

The signature may be specific to an individual
employee or generic from the organisation
Slide 80
Use a range of written and graphic
presentation techniques
Written presentation techniques include:

Variety of font styles and sizes

Headings

General page layout

Basic text options

Dot points and numbering options
Slide 81
Use a range of written and graphic
presentation techniques
Reasons to use graphic techniques:

Add interest and variety

Make a point

Allow statistics to be better/easier
understood

Demonstrate a point

Illustrate an item, product, service or facility
Slide 82
Use a range of written and graphic
presentation techniques
Graphic presentation techniques include:

Photographs

Drawings and diagrams

Maps

Illustrations

Cartoons

Graphs, charts and tables
Slide 83
Use language and style appropriate
to the document
It is vital to understand:

There is strong need to understand who the audience is
before business documents (especially letters, tenders
and submissions) are written

Many documents need to be ‘tailor-made’
on an individual basis

Templates will dictate what is to be written
when producing documents which are
standard and prepared on a regular basis
Slide 84
Use language and style appropriate
to the document
In relation to audiences it is important to:

Clearly identify the organisation the document is being
written for

Write/speak at the level of the
person who is expected to read
the document

Use a relevant level of formality

Avoid industry/venue jargon where
person cannot be expected to know
what they mean
(Continued)
Slide 85
Use language and style appropriate
to the document

Avoid long and complicated words – keep it simple

Factor in what they already know

Address what they want/need to know

Respect them
Slide 86
Use language and style appropriate
to the document
General thoughts/guidelines when writing:

Sentences should be about 15 words

Paragraphs should be about 7 lines long

Beware of using conjunctions (and, so, but, or, yet) –
one thought per sentence
Slide 87
Make recommendations for action
where appropriate
Possible need to make recommendations/suggestions for
change can occur:

When client has required/demanded a certain type/style of
response to their query, RFT or request for quotation there is
a need to:
•
Follow these requirements exactly rather than reply in the
standard way
•
Avoid using a standard template for the response
•
Supplement documentation with some other form of
action/contact
(Continued)
Slide 88
Make recommendations for action
where appropriate

Where there is an OBVIOUS error in the document:
• All mistakes MUST BE FIXED

If the draft is overly complicated – it must be simplified
and made more attractive/easy to read
(Continued)
Slide 89
Make recommendations for action
where appropriate

Where the document looks overly complicated and
lacks appeal:
• Add white space
• Add graphics or photographs
• Separate contents
• Convert text-based data to
charts, graphs or tables
(Continued)
Slide 90
Make recommendations for action
where appropriate

Where the intended option for actually using a document
seems to be an ineffective/not the best option – may mean a
need to:
•
Use email instead of a paper-based memo?
•
Producing a promotional brochure rather than a sales
letter?
•
Using a web page instead of normal mail?
•
Using social media?
•
Preparing original document instead of using a template?
•
Updating layout/terminology?
(Continued)
Slide 91
Make recommendations for action
where appropriate

When feedback has been received from those who
read the documents saying there need to be a change
so they can use/read them better

When there has been a re-branding/brand change
within the organisation:
• Get rid of ‘old’ stationery
• Develop new Style Guide
• Change colours, logos, letterheads
and similar as required
(Continued)
Slide 92
Make recommendations for action
where appropriate

When unacceptable language has been used – for
example, if there is:
• Inappropriate gender-specific terminology
• Racism
• Ageist references
• Local terms/colloquialisms likely
not to be understood by others
• Local currency references where the audience will
be overseas readers
Slide 93
Review and check documentation
prior to finalisation
In relation to documentation produced and distributed by
businesses:

People (to an extent) judge the business by their
documents

‘Good’ documents elicit a positive response so it is
important all documents are ‘right’ and reflect well on
the organisation

Keys are to ensure correct grammar, spelling,
punctuation and other aspects of all documents before
they are released
Slide 94
Review and check documentation
prior to finalisation
Proof read everything before releasing it – principles of
proof reading relate to:

Actually reading the document

Using spellcheck facility on computer

Using grammar check facility on computer

Checking page breaks

Checking both hard and soft copies
Slide 95
Review and check documentation
prior to finalisation
‘The rule of the 7Cs’ – all work should be:

Clear

Concise

Complete

Correct

Courteous

Clean

Checked
Slide 96
Review and check documentation
prior to finalisation
Key proof reading necessities:

Check the finished article/product

Check sequencing

Check layout

Check attachments

Check mailing details

Check spelling and grammar

Maintain confidentiality
Slide 97
Review and check documentation
prior to finalisation
Presentation of documents may feature/use:

Table of Contents

Divider sheets
(Continued)
Slide 98
Review and check documentation
prior to finalisation

Notation – which may use either:
• Footnotes
• End notes
(Continued)
Slide 99
Review and check documentation
prior to finalisation

Appendix (‘appendices’) at the end of the document

Other ‘literary conventions’ – such as:
• Name of writer
• Date/s and time
• Recommendations
• Glossary
• List of acronyms
(Continued)
Slide 100
Review and check documentation
prior to finalisation

Use of enterprise stationery – with reference to:
• Letterheads
• Followers
• Company envelopes
• ‘With Compliments’ cards
• Prescribed paper (type, colour, weight)
• Logos
(Continued)
Slide 101
Review and check documentation
prior to finalisation

Types of bindings – options include:
• Ring binders; binding machine; staples; clips

Covers and coversheets:
• Plastic or paper/card
• Coloured or plain
• Tabbed – by number or words/description
(Continued)
Slide 102
Review and check documentation
prior to finalisation

Paper size:
•

Range is from 4A0 to A10 – common size is A4
Paper type – may require use of:
•
Recycled paper
•
Bond paper
•
Textured paper
•
Embossed paper
•
Coated paper
(Continued)
Slide 103
Review and check documentation
prior to finalisation

Paper weight:
• Measured by weight per square meter – known as
‘gsm’
• 70 – 100 gsm is common weight for normal office
stationery

Pagination:
• Refers to location of page breaks and where
paragraphs sand ‘sections’ (of content) start in the
document or the page
(Continued)
Slide 104
Review and check documentation
prior to finalisation

Logos:
• Sign/symbol (graphic) which represents the
company
• May also include a few words

Copyright information:
• Some documents will require © to be added
Slide 105
Adjust where necessary and seek
advice/comment from relevant others
Reasons for adjustments can include:

Errors on the document

Omissions which are identified

Poor or incorrect writing/language

Need for improvement to the layout

Management directives for change

Need to accommodate ‘last minute’ changes
Slide 106
Adjust where necessary and seek
advice/comment from relevant others
In this context ‘relevant others’ may be:

Supervisors and managers

Co-workers and colleagues

Customers and clients

External organisations
Slide 107
Adjust where necessary and seek
advice/comment from relevant others
Checking documents must address:

Verifying ‘content’ and ‘form’

Revising where there are identified:
• Inaccuracies and/or misleading or
incomplete information
• Needs from the writer to do so
• Matters have changed since the draft was prepared
Slide 108
Adjust where necessary and seek
advice/comment from relevant others
‘Editing’ (checking to make sure everything is OK)
includes:

Checking/verifying all information is complete and
accurate

Checking/verifying style and layout is correct

Checking/verifying spelling

Checking/verifying sentence construction

Checking/verifying paragraphs

Checking/verifying there are no ambiguous statements
Slide 109
Publish the document
Publishing means/refers to:

Printing the documents

Sending/distributing them electronically
Slide 110
Publish the document
Activities in publishing:

User requirements are known/understood

Using ‘Print Review’ facility

Loading required paper into printer

Printing a hard copy draft
(and adjusting if needed)

Producing required final numbers
Slide 111
Publish the document

Determining printing format (single or double-sided)

Using designated printer

Sending final version to external printer

Collating papers

Adding attachments
(Continued)
Slide 112
Publish the document

Binding

Mailing

Distributing internally

Recording distribution

Filing
Slide 113
Publish the document
Points to note when preparing documents for signatures
and posting:

Those who wrote the original will usually sign the final
copy/version

Where management has to sign/give approval an
envelope should be provided

A copy should be supplied
Slide 114
Publish the document
Attaching enclosures:

Type ‘Encl’ at bottom left-hand side of letter

Use envelope large enough to accommodate
enclosures

Use ‘With Compliments’ slip where
appropriate

Seek approval/input from others to
ensure all is correct/as required
Slide 115
Summary – Element 3
When preparing documents:

Use a suitable format when writing

Apply appropriate structure and style

Select technology suitable for the tasks
to be done
(Continued)
Slide 116
Summary – Element 3

Include a range of different written and graphic
techniques to enhance presentation

Strive to produce a document which optimises impact
and effect

Abide by organisational Style Guide
requirements
(Continued)
Slide 117
Summary – Element 3

Aim for ease or reading and clarity of end document

Target the language and style used to the individual
document

Make recommendations for action
where these are required to benefit
the final product
(Continued)
Slide 118
Summary – Element 3

Check spelling, grammar and punctuation of all items

Proof read all documents

Check the 7Cs
(Continued)
Slide 119
Summary – Element 3

Review and revise all documents before distributing or
releasing them as needed

Be ready to accommodate ‘last minute’ changes

Obtain necessary authorisations and/or
signatures as necessary

Publish documents as required
according to purpose and intended audience
Slide 120
Element 4 – Follow up document
Performance Criteria for this Element are:

Present and circulate documents for comment as
appropriate

Respond to any feedback and comments received, and
adjust document where required

Submit document to relevant persons as appropriate

Maintain and file copies of all documents within a
secure and ordered system, according to enterprise
practices
Slide 121
Present and circulate documents
for comment as appropriate
Standard practice:

Provide copy in ‘final form’

Include all attachments

Attach an envelope

Include writer’s name
Slide 122
Present and circulate documents
for comment as appropriate
In relation to ‘recipients’, circulation of documents may be
required:

‘Generally’ – free and open to everyone

‘As indicated’ – only to nominated persons or
organisations as shown for the document

In accordance with the Distribution List for the particular
document
Slide 123
Present and circulate documents
for comment as appropriate
Physical distribution:

Electronic – email or fax

Postal system

Courier

Pigeon holes and/or memo envelopes
Slide 124
Present and circulate documents
for comment as appropriate
Need to adjust documents will usually be identified:

In person by person showing what is required

Via telephone call indicating requirements

Electronically
Slide 125
Present and circulate documents
for comment as appropriate
Changes may need to made because:

Document has not met need

Circumstances have changed

Recipient has changed their mind about what they want

An error/omission has been identified

Original document has given rise to the
need for more/other information to be
provided
Slide 126
Present and circulate documents
for comment as appropriate
When making changes important considerations are:

Get a full understanding of the required changes

Be prepared to contact person
requiring the changes

Be willing to seek advice/get help
from others

Apply the same protocols to revisions
as were applied to original production

Keep a copy/record of everything
Slide 127
Submit document to relevant
persons as appropriate
Revised copy may need to be sent to:

Client/customer

End-user

Public

Person who requested the document

Anyone CC’d into the document

Everyone on the Distribution List
Slide 128
Submit document to relevant
persons as appropriate
Important to observe/implement the following:

Meet required timelines/deadlines

Check/verify submission/re-submission requirements

Follow to standard/required forwarding protocols

Update file names/version control protocols

File and record amended documents

Follow-up/check to see if more/other is required
Slide 129
Maintain and file copies of all
documents
Reasons to file documents:

For future reference

To help with production of similar documents in the
future

For legal/compliance purposes
Slide 130
Maintain and file copies of all
documents
Many organisations use a reference and index system to
help track and facilitate location of files and documents.
This approach can be used where the business elects to:

Store only hard copy files

Store only electronic documents/files

Store both hard and soft copies
of documents
Slide 131
Maintain and file copies of all
documents
Reference and index system:

May involve an index file in alphabetical order

May use a variety of sections and
sub-sections to suit individual
organisational requirements

May be as simple as using an exercise
book to write down where documents
are physically and/or electronically
stored or located
Slide 132
Maintain and file copies of all
documents
When using a filing cabinet:

Be careful

Follow internal protocols as they apply

Make sure items are put in the
correct location (file, drawer,
folder, book, binder)

Ensure all required items are filed

Keep (staple, clip) all related items together

Use a Register to identify who takes/uses files
Slide 133
Maintain and file copies of all
documents
Files may be classified/differentiated by:

Colour

Alphabetical order

Numeric order

Date order

Physical location/department

Subject/topic
Slide 134
Maintain and file copies of all
documents
Security of documents is important to:

Protect confidentiality

Provide back-up in case of loss

Provide hard copy evidence if it is
needed for proof/reference
Slide 135
Maintain and file copies of all
documents
Many businesses back-up computer files ‘off the
premises’.
Standard office computer security requirements include:

Locking computers when not in use

Using password protection

Positioning screens so others
cannot read them
(Continued)
Slide 136
Maintain and file copies of all
documents

Closing screen in presence of unauthorised people

No sharing of passwords

Regular changing of passwords

Restricting access to rooms where computers are
situated

Running anti-virus and
protection software
Slide 137
Maintain and file copies of all
documents
There can periodically be a need to:

Cull inactive files

Archive files which have been culled
Slide 138
Summary – Element 4
When following up document:

Present documents according to requirements

Distribute documents to those authorised
to receive them

Be prepared to revise the document
(Continued)
Slide 139
Summary – Element 4

Clarify revisions required

Determine deadlines for alterations/adjustments

Ask others for their input and
assistance if required
(Continued)
Slide 140
Summary – Element 4

Record changes made

Name files according to internal protocols

Maintain version control
(Continued)
Slide 141
Summary – Element 4

File all documentation

Ensure files and records are secured
Slide 142