Unit 312 Design And Produce Documents In A Business Environment

Unit 312 Design and Produce Documents in a Business Environment

1. Understand the purpose and value of designing and producing high quality and attractive documents.

1.1 Describe different types of documents that may be designed and produced and the different styles that could be used.

There are lots of different types of document that can be produced in a business environment, e.g. agendas, minutes, spreadsheets, letters, presentations, business cards, charts etc.

Agendas - An agenda is a list of what should happen in a meetings, generally in the in the order in which they are to be taken up. It usually includes the items of business to be acted upon. An agenda can help attendees prepare in advance of meetings.

Minutes - These

They can be given out during formal introductions as a convenience and a memory aid. A business card typically includes the giver's name, company (usually with a logo) and contact information such as address, telephone number(s), fax number, e-mail addresses and website information (if applicable). They may can also include social media addresses such as Facebook, LinkedIn and Twitter.

Charts - A chart represents data, which is usually produced from a spreadsheet - these can be bar charts, line charts or pie charts. Charts are often used to make it easier to understand large quantities of data.

Poster - Posters should be designed to be eye-catching and informative. Posters may be used to communicate a message easily.

Operating Procedures - These are usually specific to a company’s operation and describes the activities necessary to complete tasks in accordance with company policy.

1.2 Describe different formats in which text may be presented.

Text can be presented in a lot of different ways to make a document look high quality and attractive, e.g:

use an attractive font convert text to bold, itallic or underlined change the font size or colour align text in various ways - centred embellish text with borders and shading
• use bullets
1. or

filing cabinet as it may be required in the future). Also, if it is of a confidential nature the record must be kept safe so the Data Protection Act is not breached.
Files and records should be stored to comply with the regulations and company policies to ensure the safety of the documentation/data. Information must be securely stored so it can not be disclosed to third parties without the relative permissions. It is important because any data that is not secure can be used criminally, i.e. identify theft. Changes to any document, drawing or spread sheet you are working on should be saved regularly because if there is a power cut or computer crash work can be lost.

Most businesses which rely on electronic data should have a good backup solution, so that data is being backed up every night to an external storage