WRITE COMPLEX DOCUMENTS CANDIDATE RESOURCE & ASSESSMENT BSBWRT401A

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1 WRITE COMPLEX DOCUMENTS CANDIDATE RESOURCE & ASSESSMENT BSBWRT401A

2 Precision Group (Australia) Pty Ltd 9 Koppen Tce, Cairns, QLD, info@precisiongroup.com.au Website: BSBWRT401A Write Complex Documents ISBN: Copyright Notice No part of this book may be reproduced in any form or by any means, electronic or mechanical, including photocopying or recording, or by an information retrieval system without written permission from Precision Group (Australia) Pty Ltd. Legal action may be taken against any person who infringes their copyright through unauthorised copying. These terms are subject to the conditions prescribed under the Australian Copyright Act Copying for Educational Purposes The Australian Copyright Act 1968 allows 10% of this book to be copied by any educational institute for educational purposes, provided that the institute (or the body that administers it) has given a remuneration notice to the Copyright Agency Limited (CAL) under the Act. For more information, info@copyright.com.au or visit www. copyright.com.au for other contact details. Disclaimer Precision Group has made a great effort to ensure that this material is free from error or omissions. However, you should conduct your own enquiries and seek professional advice before relying on any fact, statement or matter contained in this book. Precision Group (Australia) Pty Ltd is not responsible for any injury, loss or damage as a result of material included or omitted from this material. Information in this course material is current at the time of publication.

3 Table of Contents 2 Legend 3 Qualification Pathways 4 Qualification Rules 5 Introduction 7 BSBWRT401A/01 Plan Documents BSBWRT401A/02 Draft Text Key Points Determine the purposes of documents Choose appropriate formats for documents Establish means of communication Determine requirements of documents Determine categories and logical sequences of data, information and knowledge to achieve document objectives Develop overview of structure and content of documents Review and organise available data, information and knowledge according to proposed structure and content Ensure data, information and knowledge is aggregated, interpreted and summarised to prepare text that satisfies document purposes and objectives Include graphics as appropriate Identify gaps in required data and information, and collect additional material from relevant enterprise personnel Draft text according to document requirements and genre Use language appropriate to the audience 17 True or False Quiz 19 BSBWRT401A/03 Prepare Final Text BSBWRT401A/04 Produce Document Key Points Review draft text to ensure document objectives are achieved and requirements are met Check grammar, spelling and style for accuracy and punctuation Ensure draft text is approved by relevant enterprise personnel Process text amendments as necessary Choose basic design elements for documents appropriate to audience and purpose Use word processing software to apply basic design elements to text Check documents to ensure all requirements are met 39 True or False Quiz 40 Summary 41 Bibliography 43 Assessment Pack 1

4 Use considered risk taking in your grey area...and others will follow you! Legend This symbol indicates the beginning of new content. The bold title matches the content of the competency and they will help you to find the section to reference for your assessment activities. Activity: Whenever you see this symbol, there is an activity to carry out which has been designed to help reinforce the learning about the topic and take some action. This symbol is used at the end of a section to indicate the summary key points of the previous section. This symbol is used to indicate an answer to the Candidate s questions or notes to assist the Facilitator. 2

5 Qualification Pathways There are always two choices. Two paths to take. One is easy. And its only reward is that it s easy. Source Unknown This unit of competency is provided to meet the requirements of BSB07 Business Services Training Package although can be used in a range of different qualifications. The BSB07 Business Services Training Package does not state how a qualification is to be achieved. Rather, Registered Training Organisations are required to use the qualification rules to ensure the needs of the learner and business customer are met. This is to be achieved through the development of effective learning programs delivered in an order which meets the stated needs of nominated candidates and business customers. 3

6 Qualification Rules You re either part of the solution or part of the problem. Eldridge Cleaver Qualification requirements include core and elective units. The unit mix is determined by specific unit of competency requirements which are stated in the qualification description. Registered Training Organisations then work with learners and business customers to select elective units relevant to the work outcome, local industry requirements and the qualification level. All vocational education qualifications must lead to a work outcome. BSB07 Business Services Training Package qualifications allow for Registered Training Organisations (RTOs) to vary programs to meet: Specific needs of a business or group of businesses. Skill needs of a locality or a particular industry application of business skills. Maximum employability of a group of students or an individual. When packaging a qualification elective units are to be selected from an equivalent level qualification unless otherwise stated. 4

7 Introduction Whether as an individual, or as part of a group, real progress depends on entering whole-heartedly into the process and being motivated to make you a more deeply satisfied human being. Source Unknown This unit of competency is about being able to plan documents, draft text, prepare final text and produce documents of some complexity. This manual is broken up into four distinct sections. They are: 1. Plan Documents 2. Draft Text 3. Prepare Final Text 4. Produce Document At the conclusion of this training you will be asked to complete an Assessment Pack for this unit of competency. The information contained in this resource will assist you to complete this task. You will then have demonstrated your ability to produce complex and professional documents. 5

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9 PART 1: Plan Documents; & PART 2: Draft Text Key Points Section 1 & 2 Determine the purpose of your document. Select an appropriate format. Different formats have different requirements - use the right one. Organisation is imperative to be effective. Arrange your material in a logical and sequential order. Ensure that you do not repeat yourself and that all information is interpreted. Only use tables, illustrations and graphics if they improve reader understanding. Identify gaps in information. Draft text using language appropriate to the targeted reader. 7

10 Part 1: Plan Documents; & Part 2: Draft Text Planning a Document Document writing is an essential skill. The purpose, length, format and order of the document may vary according to what you are trying to achieve, but there are similar basic requirements in every document. All document production starts with deciding the purpose of your writing. Complex Documents The various uses of documents that we will study in this unit include: Conveying Research Findings: Information about research findings are generally produced to communicate results to other researchers, funders, policy makers and the public. Often these are lengthy and incorporate great amounts of technical information. We will not be looking at extensive technical issues, but rather the basic reporting format that applies to all reports. Policies, Procedures and Processes: Policies and procedures drive the processes. Policies are a precise plan of action that guides the decisions and achieves outcome(s). It clearly states the goals and conditions and is similar to a report in length. It is formally written and may use very technical language. Procedures are detailed actions which have to be executed in the same manner to obtain the same result which was described in the policy. These are written to make the policy workable and achieve the intention of the policy. Processes are the smallest actions or functions used to allow staff to perform the actions that make up the procedures to enact the policy. Documents used to influence attitudes, opinions and beliefs: These documents will contain arguments and information. They could range in length, depending on the message and intended audience, from an to a report. Meeting legal requirements: Again, the length of these documents will vary according to the purpose, but will all be dated, use formal language and may use many words and phrases which you will require assistance to fully understand. They usually require a signature and often a witness to that signature. Always use black ink when writing or signing legal documents. Meeting other data, information or knowledge needs of an audience: The transference of information may take many forms. Short amounts of data may be included in a memo or and there may be an attachment of other longer documents included in the . If there is substantial information, a report may be required. This could also require a public presentation or speech, and is included here because you must produce a written version of your presentation before you actually stand up and speak if you truly intend your audience to understand and be able to act on your information. 8

11 Part 1: Plan Documents; & Part 2: Draft Text Proposing recommendations, options and actions: To propose a recommendation, you may have to do so at a meeting, or you may be able to present the background, information and your recommendation in a written format. Although there are many different styles and methods of meeting the needs of each of these documents, there are also many common points. We will now look at the common points of writing complex documents and then move on to the individual formats of these documents. Purpose The purpose is the single reason for writing your document. What you intend to achieve is your reason for writing. Selecting your goal is the first and very important step. Expressing your purpose in one clear and concise statement will clarify your thoughts and prepare you for the next steps. Be careful that you are satisfied with, and interested in, your topic. Your attitude will convey itself through your writing! Keep a note of your purpose in clear view while you are working so that you can check periodically to ensure you are not drifting off course. If, of course, you discover that your writing has taken you in a different direction, stop and reassess what you are trying to achieve. You can then rewrite your document with a renewed focus or change your purpose to meet the needs of the new information. Selecting Data Collect the information that you think will be useful to include in the document you are producing. Often you will have far more, some repetitive and some unrelated material, to sort through. This is the time to do that. When you select material and information for your document, it should never be just collected and forgotten. You should constantly compare the information and the order in which you plan to present it to ensure that the information is the most effective and convincing. After you have collected your information, identified your document s purpose, objective and audience, developed an appropriate format or outline, and if appropriate, sketched out key graphics and tables, you are ready to begin writing the first draft of your document. Graphics in written and oral reports are invaluable aids to your audience because they condense text, clarify relationships and highlight patterns. Good graphics display the significance of your data (which may be more exactly displayed in a table) and allow the reader to follow your discussion. Drafting graphics may also be a very effective way to help you draft a long written report or oral presentation. 9

12 Part 1: Plan Documents; & Part 2: Draft Text Write to be understood, speak to be heard, read to grow... Lawrence Clark Powell Choosing the Best Method of Communication As mentioned earlier, there are many document formats. We will broadly state how different types of documents can be used, and then demonstrate the formatting for each later. For the purpose of this training, we will discuss the following documents: Detailed Business Letters: More formal with a standard format including address, full names, title, salutation and closings. Can be one page to many pages. s: is an abbreviation of electronic mail and is used to send small amounts of information. This can be expanded by using the attachment function to attach documents. It is usually reserved for less formal communication but the use in a formal sense is growing and gaining approval. 10

13 Part 1: Plan Documents; & Part 2: Draft Text Instructions and Procedures: These are step-by-step instructions allowing an individual to successfully accomplish a task. They are detailed, written in the third person and objective. Manuals: These are usually written for organisations and are a technical document which provides guidance and instruction in using a system or process. They are usually written by someone very familiar with the system or a professional technical writer. Publications, Leaflets, Brochures: These are promotional documents which are intended to influence the target audience to act, buy or make a choice in the same way as the information suggests. Reports: These are written documents describing findings. Formal language is used and it is presented in a traditional format with varying sections depending on the audience and topic. Speeches and Presentations: This is delivering a report verbally to an audience. It is usually well prepared and formally presented. Submissions, Tender Documentation and Public Notices: Submissions are a formal, structured response to a request for information. Tender Documents are legal documents that provide all information necessary for a purchase, development or activity that requires prices to be given by a supplier to enable a decision regarding the supplier to be made. Website Text: This is the verbal information placed on the web. It can be used for many purposes from blogging to selling or informing. It should be (but is often not) proofed, formatted and concise. What is Required You have defined your purpose and chosen your method of communication or style of communication. Before you start writing, you must also consider the following: Organisational Style Guide: Most organisations have preferences for the type of documents used for differing information and purposes. This is often called a Style Guide. Always check if there is an organisational preference if you are producing a business document and follow precisely the guidelines contained therein. If there is not such a document, ascertain if there is a preference. And if there is no guidance available, use the following to design a professional document. 11

14 Part 1: Plan Documents; & Part 2: Draft Text The Heading and subheading font, style, size, and placement used to indicate the importance of information. Decide how you will apply each and be consistent. Formatting includes the following: 1. Will it be bound? 2. Graphics placement 3. Margin size 4. Indentation Use 5. Text Justification Emphasis: Will you use Highlighting (e.g., icons, logos, colour, boxes, underlining)? Typographical variation (e.g., font, style, size)? Forecasting and summarising (e.g., lists, headings, graphical summaries)? Visuals: If you use graphics are they: Appropriate and referenced Artfully arranged Labelled, titled or captioned Properly cited Interpreted clearly Coloured appropriately. Document layout and design: Appropriate to your choice of document. So, there is much to be considered long before you actually commence your writing! There is one more important decision to be made before you commence putting pen to paper. Think carefully about who your intended audience is. This will influence not only your use of words, detail and length, but needs to be considered in the format. If you provide a report, will they and are they capable of reading it? If you hand out pages of information, will your audience be influenced or would a presentation be more effective? Is an with attachment enough, or should you formally submit a report? Finally, looking at the reason for writing, was the material requested to be submitted in written form or a particular format such as a tender document? 12

15 Part 1: Plan Documents; & Part 2: Draft Text Once you have made these decisions, you are ready to organise your material. Logical Sequence You are about to start writing it is not your final copy, but the draft is essential so you know what you do have, and what you still need to do. Place your documents in an order that reflects how you intend to use it in your document. Does it explain your topic in an order that the reader will understand? Are there any gaps? Refer to your purpose statement and begin to write an outline. If your papers are arranged in the order that you feel is most appropriate, you can make key point notes. This should highlight gaps in information. 13

16 Part 1: Plan Documents; & Part 2: Draft Text Activity One - Choosing Effective Language The object of this activity is to consider the most effective use of words in business communication. Write the following sentence on the whiteboard and ask Candidates to write down their understanding of the meaning. Singular specimen of the scientific class of avis contained within the boundaries of the upper prehensile is equivalently valuable as a doubled inventory of that item located in a lowspreading thicket. 14

17 Part 1: Plan Documents; & Part 2: Draft Text Activity Two As the CEO of Facilitator Clothing Pty Limited [GPO Box 2107, Brisbane Qld 4001] you must draft a letter to Mr T Jones [PO Box 31 Lockman Road, Wellington Qld 4023] to explain that there will be a ten day delay in delivering the goods he ordered. Do your best with the format, but the important thing here is the words you choose. 15

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19 Part 1: Plan Documents; & Part 2: Draft Text Section 1 & 2 - True or False Quiz Once you have a clear opening sentence stating the aim, you can use poetic licence to make points as they occur to you, rather than in order. Please tick True False Effective report writing requires making a plan following normal guidelines. Punctuation is used to clarify meaning and to highlight structure. In the conclusion, restate all of the material contained in the body using bullet points. Long sentences with very big words will impress the reader and give credibility to the report. Every paragraph in a report should justify itself, serve a purpose, convey a single idea and should begin with a statement of that idea. Proofread thoroughly because mistakes can embarrass you and affect your career! Once you have written the report, just print it on clean paper and despatch. Any mistakes will demonstrate the originality. We need to know who our audience is, so we can adjust the content, language and suggestions to suit their needs. All appendix and reference material should be noted in the body of the report and attached at the end. 17