Produce Documents, Reports and Worksheets on A Computer

Produce Documents, Reports and Worksheets on A Computer

PRODUCE DOCUMENTS, REPORTS AND WORKSHEETS ON A COMPUTER D1.HGE.CL7.10 D1.HGA.CL6.07 D2.TGA.CL6.02 Slide 1 Subject Elements This unit comprises three Elements: Determine presentation and format of document Produce document Print and deliver 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 supervisor Slide 3 Element 1: Determine presentation and format of document Slide 4 Determine presentation and format of document Performance Criteria for this Element are: Select software appropriate to the nature of the document to be produced

Select appropriate layout and style of document consistent with enterprise guidelines Discuss format and presentation of document with appropriate person Slide 5 Select hardware and software Hardware The physical components of a computer system - everything that you can touch Software The programs used on a computer are called software Slide 6

Select hardware and software Types of hardware and software What types of hardware are used to produce documents? What types of software are used to produce documents? Slide 7 Hardware Types of computers Notebook or Laptop

Touch Screen PC Palmtops Tablets/iPads and iPhones Slide 8 Hardware Computers, including laptops Digital cameras

Zip drives Modems Printer/scanner/photocopier combination Facsimile Paging equipment Slide 9 Hardware

Calculators Audio-transcribing machine Telephone answering machines External hard drives Ergonomical mouse Slide 10 Software

Email and internet browsers Word processing Spreadsheets Databases Work project Accounting packages

Presentation packages Slide 11 Software Slide 12 Hospitality documents Types of hospitality specific documents Guest mail Customer records Incoming and outgoing correspondence, letters, facsimiles, memos, reports

Menus Banquet orders Financial records, invoices, and receipts Slide 13 Generic documents Types of generic documents Memos

Faxes Letters Envelopes Agendas Slide 14 Generic documents Types of generic documents Minutes

Briefing papers Short report Long report Simple one page flyers Slide 15 Potential audiences Potential audiences for the wide range of documents includes: Customers, guests and those who attend parties,

conferences and seminars Staff Suppliers Media Agencies Government bodies Slide 16

Document processing tasks Recording receipt or sending of documents Mailing (including bulk mailing) Photocopying Faxing E-mailing

Collating and binding Banking Slide 17 Discuss format and presentation of document Appropriate person There are a number of people who may need to approve the format and presentation used in preparing documents. Supervisor Originator of document

Project leader Colleagues Intended client as an initial draft Slide 18 Discuss format and presentation of document Procedures and standards Who has responsibility for producing and handling documents The writing style and format to be used

Who has authority for authorising and signing documents Filing and storing copies of documents Use of pro forma documents Slide 19 Using different writing styles Purpose of writing documents They generally: Persuade

Discuss/Argue Inform Slide 20 Using different writing styles Writing to persuade Here the aim is to influence the reader and three options present themselves. We can make an: Emotional appeal Factual appeal

Appeal to authority Slide 21 Using different writing styles Writing to develop an argument Your argument must be: Be sound, logical and convincing Clarify and identify the problem being addressed Be based on facts collected through research Slide 22

Using different writing styles Writing to inform Consider your reader/audience and to Identify their existing knowledge Identify what is opinion and what is fact Keep information clear and concise Present in a logical format Slide 23 Clarification of requirements

The clarification of requirements includes confirming the following aspects of a document: Page setup Paragraph format Headers and footers Paper size and orientation File naming system Slide 24

Clarification of requirements The clarification of requirements includes confirming the following aspects of a document: Page setup Paragraph format Headers and footers Paper size and orientation File naming system

Time limitations for production Who to ask for help Slide 25 Element 2: Produce document Slide 26 Produce document Performance Criteria for this Element are: Produce document in required style and format

Produce document within designated timelines Save document regularly to avoid loss of data Information from same or other software packages is integrated as required Proof read draft document prior to printing Slide 27 Type of business documents Business letter Message

Minutes Receipt Agenda Invoice Report Memo/Email Slide 28 Prepare documents Basic principles: Introduction Introduce the subject One idea only.

Body All information must be grouped Chunking: breaking down of info Labelling Integrated graphics. Summary Summarise all you have said Action. Slide 29 Slide 30 1: Be clear about your purpose 2: Plan what you will say

3: Draft your document 4: Edit 5: Type the final draft 6: Proof read Six steps to good writing Different styles of letters Modified Block Style Full Block Style

Semi block Style Slide 31 Different styles of letters Modified Block Style Recipients address and the salutation are placed against the lefthand margin Each paragraph is blocked against the left-hand margin Senders address is blocked to the right margin. Date is in line with the senders address The complimentary close and signature blocks are centred in line with the writers address and the date.

More conservative style of layout. Slide 32 Different styles of letters Full block style Each part of the letter is placed against the left-hand margin of the page (the senders address, the date, the inside address and the salutations). Supplementary parts such as enclosures, file numbers and copy notations are also blocked. Attractive and modern layout that is easy to read. Slide 33 Different styles of letters Semi block style

Uses the same layout as Modified Block Style, except that the first line of each paragraph is indented from the left-hand margin. This is the most conservative of the three layouts. Slide 34 Memos versus letters Memos: internal Letters: external Memo Date: 19 December 2012 To:

Hospitality staff From: Birgitta March Re: Work placements You are invited to a meeting to discuss work placements for our hospitality volunteers for the upcoming New Year's Eve function. Time: 10 am Date: 22 December 2012 Where:

Meeting room B245, level 3 R.S.V.P: By 21 December 2012 Email: [email protected] I hope you can all attend. Slide 35 Preparing letterheads Essential Parts Writers name and address Date

Inside address Greeting or salutation Body of the letter Complimentary close Writers signature and job title or designation Slide 36 Routine letters Opening

Paragraph Here is the information you asked for Refer to the in your letter of 12 November. communication In your letter of 9 June, you asked they sent to you for... In reply to your letter of 8 August... Middle Paragraphs Provide complete information Ending Paragraph Include a goodwill close I have enclosed a brochure detailing

our hotel... If I can be of any further assistance please dont hesitate to contact me on the above contact numbers. 37 Good news letters Opening Paragraph Write the good news Middle Paragraphs Provide relevant detail Ending Paragraph Repeat the good news

Although the warranty on your heater ended six months ago, we have decided to replace it without further charge. We overestimated the costs of repairs to your roof. The account will be $700.00 less than we anticipated. Our repair staff have thoroughly tested the heater over three months and found that... Please telephone our office to make a suitable time for our plumber to fit your new heater. Our cheque for seven hundred dollars is enclosed. 38 Bad news letters Opening Paragraph Middle Paragraphs Ending

Paragraph Allude to the situation with a neutral comment The heating unit that you returned has been checked by our laboratory. The cost of the repairs to your roof which we originally estimated at $8000 can now be compared with the actual costs of the materials. Give details and reasons. State the bad news. Provide workable alternatives. In the process of installation your heater has received some damage which has stopped the flow of water into the unit. Broken pipes may

result from improper positioning during installation or from mistreatment of the pipes once they are in place. Close with a neutral or positive statement. We can recommend an excellent tradesman to correctly install one of our new heaters. Thank you for thinking of us for your heating needs. 39 Preparing short report A short report can describe progress on a project and present information. Introduction

Main body Conclusion Recommendations Slide 40 Preparing long report Long reports will provide exhaustive data, and supply informed opinion and advice on a nominated topic, problem or issue. Title page

Table of contents Introduction An Executive Summary Main body Conclusions Recommendations

Bibliography/references Slide 41 Preparing submissions Submissions are commonly created when you make a request for funds or seek authorisation to amend a current practice, procedure or protocol. There are three critical elements to any submission: Define the problem Define current position Seek authorisation to take action to fix the problem Slide 42

Preparing submissions Submission inclusions Title page Introduction Main body Conclusion Recommendation

Space for signatures and approval Slide 43 Preparing proposals Proposal format Cover page Executive Summary Introduction Description of management of the project

Description of qualifications and experience of the organisation/individuals Slide 44 Preparing proposals Proposal format Outline of the budget Proposed schedule Description of terms and conditions

Summary Attachments and appendices Slide 45 Preparing tenders Tender inclusions The purpose of the project Your ability to meet the project objectives The budget

Funding conditions and conditions of payment The timeframe for completion Slide 46 Produce documents within timelines Types of timelines Immediately By a set date No hurry

Slide 47 Produce documents within timelines Timing considerations Each document that needs to be prepared should be awarded a suitable amount of time to: Conduct necessary research to compile information Hold relevant meetings and discussions required Type the actual document Review and collect feedback

Distribute or transport final document Slide 48 Types of software functions Default settings Page setup Paragraph formatting Text formatting

Tabs Line spacing Page numbering Headers and/or footers Application of spell check Indenting

Document protection protocols Slide 49 Save document regularly Methods to store data Storage in directories and sub-directories Storage on hard drive Storage on networked computers Storage of memory sticks

Storage on CD-ROMs Storage on portable hard drives Appropriate storage/filing of hard copies Slide 50 Proof read prior to printing Principles of proof reading Proofreading may involve: Utilising spell check function of software

Utilising grammar check function of software Checking page break placement Checking hard copy of document Checking soft copy of document Slide 51 Rule of 7 Cs Clear

Concise Complete Correct Courteous Clean Checked

Slide 52 Check spelling Online dictionaries/thesauruses Slide 53 Ensure text is without spelling,

punctuation and/or grammatical errors Necessary tasks Running a spell check Follow spelling rules Omit unnecessary words Correct use of punctuation marks Slide 54 Element 3: Print and deliver document

Slide 55 Print and deliver document Performance Criteria for this Element are: Utilise printing function Proofread document Make any necessary modifications to document to improve appearance and meet required specification/s Print and present documents according to requirements Slide 56

Print document Now that the document has been prepared it is now time to: Print Review to ensure it is correct Make ready for distribution to the intended audience Slide 57 Print document Check printer Ensure printer is attached

Appropriate Adequate paper toner Slide 58 Print document Conduct print preview Using the Print Preview facility can help to: Identifies areas that require attention before the final article is printed Makes it easier to review

Helps identify positioning of the letter on the page Helpful in determining overall balance and layout Slide 59 Print document Printing from Word There are three methods that can be used to print from word: File Menu option Printer icon

Shortcut key Ctrl-P Slide 60 Proof read document Proof reading requirements Check the finished article Check the sequencing Check layout Check the attachments

Check the mailing details Check the spelling and grammar Observe confidentiality Slide 61 Collective advice from others Purpose of presenting and circulating documents A writer may wish to present a document in draft format to: Gather feedback Gain suggestions for improvement

Slide 62 Collective advice from others Issues for discussion Purpose and flow Content Spelling, grammar and punctuation Layout and style Slide 63

Collective advice from others Issues for discussion Smooth flow of the document Accurate comments and use of data Referencing of data and statistics Recommendations or action required Slide 64 Collective advice from others Methods of presenting and circulating documents

Mail Email Fax By hand Courier As an accompaniment to an oral presentation

Slide 65 Make modifications to documents Types of modifications Changing information within document Streamlining wording Change page size and orientation Change page margins Add/delete columns

Formatting Slide 66 Make modifications to documents Types of modifications Copying, cutting and pasting Inserting page breaks and section breaks Inserting or changing headers and footers

Inserting page numbers Adding styles Slide 67 Make modifications to documents Types of modifications Inserting and formatting tables Saving documents Inserting images and graphics/clip art

Inserting smart art and shapes Check spelling and grammar Slide 68 Make modifications to documents Types of modifications Attaching documents Saving and naming documents Copying files/folders

Setting up the correct printer Slide 69 Print and present documents Print and present document Now that all necessary amendments have been made to documents it is now time to: Print the final copy Undertake any additional activities to get document ready Slide 70 Print and present documents Additional requirements

Producing multiple copies Collating documents Adding attachments Binding Slide 71 Print and present documents Additional requirements Mailing

Disseminating internally Recording dissemination in a file or book Filing Slide 72 Print and present documents Preparing for signature and posting Who signs documents?

Who gives final authorisation that documents are complete? Slide 73 Print and present documents Additional tasks Attaching enclosures Folding an envelope Folding a standard letter Slide 74 Finish: Thank you!

Slide 75

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