Questions On Preparing Business Documents

Letters are used to let customers know of changes or asking them to call if necessary

When arranging a meeting types of information may include the reason for the meeting, the time and length, the date and location, what resources are required and a list of required attendees and their contact details.

A meeting agenda ensures that the meeting will be a productive use of everyone's time. It can focus the attendee’s efforts and provide a structure to accomplish the meeting purpose. It defines outcomes, and important information, attendee roles and responsibilities and a meeting timeline. It allows attendee’s to prepare for the meeting as it is made available a week before. It also works as a checklist of those attending, goals and topics for discussion to make sure that all the necessary information is covered and keeps team members focused on the specific goals and stay on track with the subject matter.

Meetings management involves a variety of different activities. Before a meeting has begun the office administrator should make sure that he/she has booked a room for the meeting and that it is in accessible location so that it allows access for anyone who is disabled and it complies with all current government legislation. The secretary should make sure that all the equipment is already set up in the room and check it is in good working order. For example: a computer and a projector if there are going to be presentations of any kind. There should also be sufficient refreshment available. An agenda which contain: Apologies, minutes of the previous meeting, matters arising, any other business and the date of the next meeting. This is sent to all attendees of the meetings in advance so they know what is being discussed.*

A document is information produced in either printed or electronic (on-screen) format. All documents can be produced using standard applications packages.

Review last meeting minutes is an important element in this process that explains all the activities of previous meeting if there is any out loud so that everyone clearly hears and knows what is going on in the project. This allows all members to know what has been said, what needs to be done, and it helps to go over everything about the agenda of the day.

Agenda and Minutes – When formal meetings are happening, they tend to require both an agenda and minutes. If a formal meeting has an agenda, it can be recorded in minutes. Minutes will clearly outline everything that has been discussed and can be seen as a record of the meeting. Action

* Must know the difference between a memo and a business letter they have very different purposes.

Informational Communication. Some documents are eyeing a goal, but some are simply to inform the audience. For example, an email can be about a change in a policy, a help manual for a particular program or facility, or changes in the organisational structure.

The meeting agenda included a call to order, roll call, reading of the call, pledge of allegiance, some recognition of county members for service, announcements, and a time for public comment. This happened all within the first twenty minutes of the beginning of the meeting. Then the meeting switched over into having a few appearances, talking about department reports, resolutions in the county, ordinances, annual

Non- electronic communication involves the distribution of a message usually in the form of: Reports, Letters, Flow Charts, Invoices and even Verbal Communication amongst employees. This form of communicating is not as popular as it once was, but it provides businesses with other avenues to communicate instead of electronic communication. Furthermore, different types of communication suit contrasting businesses in addition to, the preference of people involved within a business.

This would list the venue, date and time, speaker, contact details. An agenda of the meeting would be the best way to send out these details as it lists all that information and lets attendees knows how the meeting will be run.

The original pages of the formal memorandum use computer–generated letterhead for the first page and plain white paper for continuing pages. The informal memorandum uses plain white paper but does not use letterhead.

These documents will need to be developed and tested to ensure that they meet the organisations requirements. I would have the staff that are responsible for using the documents to test the documents and provide feedback on these to ensure that they are suitable.

“Written reports on the other hand give executives, managers, and supervisor’s detailed information as to their overall progress on projected tasks within different departments; and overall company goals” (Nelson & Quick, 2017, pg. 131). In addition, however, there is other types of written communications, such as memo’s and letter’s which give more adequate information when communicating officially, these being larger in span and theme compared to memo’s. “Thus, making the shortest kind of written communication to be that of form, which may be used to collect information inside or outside the organization” (Nelson & Quick, 2017, pg. 131).