Sei sulla pagina 1di 33

ACS Professional Year

Communication and performance in


the Australian Workplace (CPW)

CPW4 - Business Writing


Learner Workbook
Page |2

Table of Contents

Table of Contents.............................................................................................................................2
Candidate Details.............................................................................................................................3
Assessment – BSBWRT401: Write complex documents................................................................3
Competency Record to be completed by Assessor........................................................................4
Activities...........................................................................................................................................6
Activity 1A – 1C..............................................................................................................................6
Activity 1D – 1E..............................................................................................................................8
Activity 1F......................................................................................................................................9
Activity 2A – 2B............................................................................................................................10
Activity 2C....................................................................................................................................12
Activity 2D...................................................................................................................................13
Activity 2E – 2F............................................................................................................................14
Activity 3A – 3B............................................................................................................................15
Activity 3C – 3D............................................................................................................................16
Activity 4A – 4B............................................................................................................................17
Activity 4C....................................................................................................................................18
Skills and Knowledge Activity.......................................................................................................19
Major Activity..............................................................................................................................20
Page |3

Candidate Details
Assessment – BSBWRT401: Write complex documents
Please complete the following activities and hand in to your trainer for marking. This forms part of
your assessment for BSBWRT401: Write complex documents.

Name: Shilpa Mary Sunny_____________________________________________________

Address:
Toowoomba_____________________________________________________________

_____________________________________________________________

Email:

shilpatom89@gmail.com____________________________________________________________

Employer: _____________________________________________________________

Declaration

I declare that no part of this assessment has been copied from another person’s work with the
exception of where I have listed or referenced documents or work and that no part of this
assessment has been written for me by another person.

Signed: ____________________________________________________________

Date: ____________________________________________________________

If activities have been completed as part of a small group or in pairs, details of the learners
involved should be provided below;

This activity workbook has been completed by the following persons and we acknowledge that it
was a fair team effort where everyone contributed equally to the work completed. We declare that
no part of this assessment has been copied from another person’s work with the exception of where
we have listed or referenced documents or work and that no part of this assessment has been
written for us by another person.

Learner 1: ____________________________________________________________

Signed: ____________________________________________________________

Learner 2: ____________________________________________________________

Signed: ____________________________________________________________
Page |4

Learner 3: ____________________________________________________________

Signed: ____________________________________________________________
Page |5

Competency Record to be completed by Assessor


Learner Name: _______________________________________________________

Date of Assessment: _______________________________________________________

The learner has been assessed as competent in the elements and performance criteria and the
evidence has been presented as;

Assessor Initials

Authentic

Valid

Reliable

Current

Sufficient

Learner is deemed: COMPETENT NOT YET COMPETENT (Please circle)

If not yet competent, date for re-assessment: ____________________________________

Comments from Trainer / Assessor:

__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________

Assessor Signature:

________________________________________________________
Page |6

Observation/Demonstration
Throughout this unit, you will be expected to show your competency of the elements through
observations or demonstrations. Your instructor will have a list of demonstrations you must
complete or tasks to be observed. The observations and demonstrations will be completed as well as
the activities found in this workbook. An explanation of demonstrations and observations:

Demonstration is off-the-job

A demonstration will require:

 Performing a skill or task that is asked of you

 Undertaking a simulation exercise

Observation is on-the-job

The observation will usually require:

 Performing a work based skill or task

 Interaction with colleagues and/or customers

Your instructor will inform you of which one of the above they would like you to do. The
demonstration/observation will cover one of the unit’s elements.

The observation/demonstration will take place either in the workplace or the training environment,
depending on the task to be undertaken and whether it is an observation or demonstration. Your
instructor will ensure you are provided with the correct equipment and/or materials to complete the
task. They will also inform you of how long you have to complete the task.

You should be able to demonstrate you can:

1. Plan documents

2. Draft text

3. Prepare final text

4. Produce documents

You should also demonstrate the following skills:

 Reading

 Writing

 Oral communication

 Navigate the world of work


Page |7

 Interact with others

 Get the work done.

Activities
Activity 1A – 1C
Estimated 45 Minutes
Time
Objective To provide you with an opportunity to determine the purposes of documents,
choose appropriate formats for documents and establish means of
communication

Activity Individually, in pairs or in groups, complete the following;


Case Study
What are your organisations procedures to use technology safely?

Employers have recourse to several software applications that can enable them to
incident reporting, OSHA record-keeping, leave and medical management,
employee safety monitoring, training, and reporting, and worker compensation.
While technology has been preventing worker fatalities and injuries for many
years, the emergence of more sophisticated tools and gadgets offers a fresh
perspective on how workplace safety can be further improved.
3D visualization technology: The 3D visualization software technology is allowing
employees to become more aware of their workplace surroundings and its related
dangers. The software works by generating lifelike images by recording the image
using two angles.

The use of high-speed communication and real-time data technology: Another


way in which technology can be utilized to improve workplace safety is by
harnessing the strengths of high-speed communication. Workers that are required
to work within remote and isolated environments, experience many risks.

Journey management software: The prospect of travel work can be nightmarish to


say the least, especially if there are considerable risks involved while flying, driving,
or using any means of transport to another location.

Why is ergonomics important in your work place?

Health and safety managers must deal with many facets of worker well-
being; sometimes it’s difficult to decide what to prioritize. Poor ergonomics is a
major contributor to acute workplace injuries and injuries that develop over time.
An example of an acute injury caused by poor ergonomics is back strain caused by
lifting an object using poor technique.

Many jobs require people to perform the same movement again and again, day
Page |8

after day. Over the long term, if someone is repeatedly engaging in movements
that are unhealthy—not ergonomic—that can lead to discomfort, injury, and
disability. These are known as repetitive stress or overuse injuries.

Workers often sit or stand for long periods of time. Poor posture caused by an ill-
fitting workstation leads to pain and injury. Chronic neck and shoulder pain are
commonly associated with poor workstation ergonomics.

People spend a huge portion of their life at work. By some estimates, we spend
one-third of our life working. That means that if we’re going to experience a
repetitive stress or posture-related injury, it’ll likely be in the workplace.

Repetitive stress and posture-related injuries take time to develop, so the poor
movement pattern or posture that causes an injury could go overlooked for weeks
or months before the injury sets in. Similarly, people may get away with poor
lifting technique many times without getting injured—until that one time when it
all goes wrong. Muscle strains, sprains, and tears, as well as repetitive stress
injuries, are one of the most common workplace injuries.

How can you avoid Over Use Syndrome?

A number of steps can be taken to prevent overuse injury in the workplace:

 Design equipment, workspaces, and tasks with people in mind eg:


ergonomic workstations

 Organise reasonable workloads/deadlines, and schedule frequent rest


breaks

 Pay attention to work environment eg: good lighting

 Train and educate all staff

 Use safe work methods.

The following approaches play an important role in the prevention of overuse


injuries in general:

 Stop activity when you feel discomfort

 Maintain correct posture


Page |9

 Use proper equipment

 Gradually increase activity levels

 Cross-train to avoid overloading a particular muscle group

 Maintain a good level of general fitness

What procedures are in place to conserve energy in your work area when you
use technology?

Switch off counterfeit lights and utilize characteristic light

· Choose vitality proficient lights

· Select PCs over work areas

· Adopt vitality sparing choice on all gadgets

· Update every single obsolete gadget

· Always use vitality proficient hardware's

· Switch off all gadgets when not being used

· Use sun-oriented boards when it is conceivable

· Promote maintainability in working environment

Case Study
Clare, your Manager, has asked you to find out information about equipment to
replace damaged production equipment. You are required to use facts and
figures to ensure that a decision can be made about the replacement equipment.
This report is for management. (Note: If you would like to define equipment,
choose equipment that you would use in your workplace).

What is the purpose of this research?

Many companies have equipment used in production and testing that needs to be
regularly maintained or replaced. A large defense contractor, Company X, has
many advanced pieces of production equipment that support its operations. These
pieces of production equipment operate in conjunction with support equipment.
P a g e | 10

Breakdowns can cause a variety of issues. In some cases, they occur in support
equipment when the production equipment is not in use. Lead times in obtaining
replacement parts or extended repair time can cause outages that delay
production, and result in missed deadlines. These can have severe impacts in the
short-term for lost award money from current contracts, and in the long-term will
reduce the number of contracts and programs. Company X has requested a review
and recommendations on the current support equipment maintenance and
replacement processes to prevent excess work or costly breakdowns.

What format would you use for the document?

A report document design is a book or twofold record position for taking care of
files on a limit media, especially for use by PCs. There at present exist an immense
number of opposite chronicle archive positions.

A cruel understanding has been developed that XML is to be the particular purpose
behind future report record formats, despite the way that PDF is likely going to
remain the course of action of choice for fixed-plan documents. Examples of XML-
based open measures are DocBook, XHTML, and, more starting late, the ISO/IEC
rules OpenDocument (ISO 26300:2006) and Office Open XML (ISO 29500:2008).
P a g e | 11

You have two weeks to investigate the different options. Draw a timeline for the
report. Make sure that you rely on consultation with other workgroups as
required.
 1.Researching Topic

o Gather data about my subject

o Make a rundown of occasions to incorporate

o Use the course of events to recount to a story

 2.Creating a Framework

o Check out model courses of events

o Draw your course of events Choose a beginning and end point

o Decide how I will introduce your occasions

o Select your time increases

o Put the most significant dates on the course of events.

 3.Filling in Your Timeline

o Give your undertaking a title

o Add subtleties and significant data about every occasion

o Write plainly and compactly/include photographs


P a g e | 12

Activity 1D – 1E
Estimated Time 30 Minutes
Objective To provide you with an opportunity to determine requirements of documents
and determine categories and logical sequences of data, information and
knowledge to achieve document objectives

Research Individually, in pairs or in groups, complete the following;

Choose one piece of equipment in your workplace. You have to write the
safety process for using this equipment – obtain access to the equipment’s
Manufacturer’s manual.

What are the requirements of the document?


Requirements of documents may include:
 compliance with genre
 compliance with proformas, standardised reporting requirements or
undertakings made by the organisation about reporting
 file types and sizes for online documents
 languages other than English requirements
 legal or traditional requirements for the document format
 organisational policy, procedures and guidelines applying to writing
documents, including house style
 point numbering systems
 requirements for illustrations, photographs, graphs, charts, maps and other
illustrative material
 standards for references, footnotes, citations, acknowledgements
 timelines, including deadlines
 word length
 writing styles, including simplicity of English and use of technical language

Make sure that you include references in the space provided here:

While writing your product requirements document, clear your head of all
those potential future features and just define those that will be included in
the first version of the product.

Enough preamble, below are the sections for a simple product


requirements document:

 Goals
 User Personas
 User Stories
 Page List
 Page Descriptions
 Wireframes (optional)
P a g e | 13

 Non-Functional Requirements
 Risks
 Future Iterations

What categories and logical sequence of data, information and knowledge


would you use to achieve the documents objectives? Why?
Sequencing refers to the flow of information throughout the document. Think
of the time that you received a document and then spent a couple of hours
trying to understand the message being conveyed. The message did not flow
together. Instead the writer would make a recommendation but would not
support their recommendation until three pages later.
 arguments and rebuttals

 categories and sequences traditionally used for the document being prepared

 chronological, alphabetical or operating sequences

 facts, observations, conclusions and recommendations

 illustrative case studies and other examples

 linking and summary statements

 recommendations and supporting arguments


P a g e | 14

Activity 1F
Estimated Time 20 Minutes
Objective To provide you with an opportunity to develop overview of structure and
content of documents

Activity Individually, in pairs or in groups, complete the following;

What is a tag? What does it do?


“Document Tags” are tags that you can assign to files in your account in order
to label and color code them. Tags help you to visually link together similar
documents or files very quickly. These tags are consistent through your
Keep&Share account and can be found in your Files, Addresses, and Calendar
application.

All tags are created in the Calendar application and you can assign a unique
color or an icon to each tag. When you apply a tag to your documents, the
name of your document will appear with the color and icon that you've
chosen for your tag. Since the same tags appear in your Files, Addresses, and
Calendar applications, these tags allow you to visually link items across
applications. The total number of document tags depends on what type of
account you have.
Once you have tagged your documents, then you can use the star icon in the
brown bar at the top of your document folder to filter for tags with a certain
document tag

In your own words, explain how you would develop a good structure to your
document?

Document writing, then, is the process of creating a written document. Before


setting out to write a complex document, it is necessary to design and develop
the structure of the document.

Step 1: Planning Your Document

As with any other project, a writing project requires some planning. Start by
determining the scope of the document — which information it needs to
include and what can (and should) be left out. The scope is determined by the
document’s purpose and its readership (aka your target audience).

Step 2: Research and Brainstorming

While you can certainly use a text document to collect all quotes, links, facts
and other references you want to incorporate, a linear format isn’t ideal for this
purpose. The classic mind map format, which was popularized by the English
researcher Tony Buzan in the 70s, is great for visualizing how individual pieces
P a g e | 15

of information are connected. Using a mind map, you can collect all your notes,
ideas and references on a single page. Digital mind maps are especially practical
as they let you move elements around to group them in a way that makes
sense.

Besides links, digital mind maps also offer space for multimedia attachments
such as images, videos, and entire files, so you can collate all your research in a
central place.

Step 3: Outlining the Structure of Your Document

The structure of your text is largely determined by the type of document you’re
writing. Below is a — by no means exhaustive — list of document types you
might encounter:

Academic documents:

 Thesis

 Paper

 Journal

 Argumentative essay

 Research Proposal

Business documents:

 Contract

 Report

 Business plan

 Financial statement

 User guide

 Project documentation

 White paper
P a g e | 16
P a g e | 17

Activity 2A – 2B
Estimated 40 Minutes
Time
Objective To provide you with an opportunity to review and organise available data,
information and knowledge according to proposed structure and content and
ensure data, information and knowledge is aggregated, interpreted and
summarised to prepare text that satisfies document purposes and objectives

Activity Individually, in pairs or in groups, complete the following;

Find all the procedures in your workplace that will impact on the way in which
you perform your job.

List the procedures.


A procedure explains a specific action plan for carrying out a policy. Procedures
tells employees how to deal with a situation and when.

Using policies and procedures together gives employees a well-rounded view of


their workplace. They know the type of culture that the organization is striving for,
what behaviour is expected of them and how to achieve both.

All organisations who employ staff should have well documented policies and
procedures, at the very least, for the following reasons:

 Procedures can fulfil employers’ obligations and responsibilities under


certain legislation such as work health and safety and discrimination
legislation.

 Procedures provide employees with a clear understanding of what is


expected of them.

 Procedures provide a fair, predictable and consistent approach to


managing the workplace and workplace issues. Avoiding the need make it
up as you go which in almost all cases will result in a problem.

 Being able to refer to a set of procedures can save time when inducting
new employees and for training purposes.

 Procedures and a written employment agreement are valuable reference


tools in managing workplace issues arising from employee misconduct or
inappropriate behaviour.
P a g e | 18

How would you organise this information if you were going to train another
member of your team to perform your job role?

Review your existing staff skill sets and you may find they have the skills you need.

 Have staff members train others – make sure that useful skills aren't lost
due to staff absences or retirement.

 Develop the skills of existing staff – refresher courses, seminars and online
tutorials can help staff further their own career goals and improve job
satisfaction.

 Have senior staff mentor juniors – they may be the best people to train
juniors, but make sure it's a good use of their time and abilities.

What logical sequencing and/or categories would you use? Why?

Aggregate and summarise the information so that you have a small chart to
guide your training of the worker.
P a g e | 19
P a g e | 20

Activity 2C
Estimated Time 15 Minutes
Objective To provide you with an opportunity to include graphics as appropriate

Activity Individually, in pairs or in groups, complete the following;

What graphics would you recommend to be used in Activity 2A -2C? Why?

Use JPEG for photos, PNG for screenshots, EMF for drawn pictures, WMF for
simple drawn pictures, and EPS and TIFF for professional publishing. Use RGB
colour format (24-bit colour) always, except for professional publishing.

Let’s define two kinds of graphic:

 Raster

 Vector

And four purposes:

 Email

 Web

 Locally-printed documents (school projects, office documents)

 Professionally-printed documents (books, manuscripts, theses)


P a g e | 21

Activity 2D
Estimated Time 30 Minutes
Objective To provide you with an opportunity to identify gaps in required data and
information, and collect additional material from relevant enterprise
personnel

Activity Individually, in pairs or in groups, complete the following;

You have researched a hazard in the workplace. A recent survey on


accident/incident reports identified a marked increase in incidents. However,
there seemed to be no justification for the variations. You notice that on the
accident/incident reports, the name of the person or persons has been
rubbed/crossed out.

What legislation may be stopping you from accessing the name of the
person/s filing the report?

Acute hazards should always be reported immediately to a supervisor, delegated


Workplace Health and Safety officer or representative. Hazards that are less
acute may simply require completion of a Hazard Report form and forwarding it
to the appropriate person. Always store personal data carefully in line with
privacy law.

Offences in relation to health and safety representatives (sections 61, 70 – 74,


97, 99) It is an offence to:

Provide an HSR with access to personal or medical information of a worker


without the worker’s consent unless it is released in a form that does not
identify the worker.

How can you find out if this is the same person or a series of people?
On the off chance that the occurrence happens in a similar spot and same time,
we can accept that there is an opportunity of getting similar individuals
association. We can likewise discover the guilty party by doling out them in
various territory and see whether they are having occurrences like the past one.

What may the cause/s of this problem be?


         Lifting
·         Fatigue
·         Dehydration
·         Trips and falls
P a g e | 22

·         Stress

In this instance/s, what additional information can you obtain to breach this
gap?

Prerequisites material to the organization

Organizations may be needy upon certain authentic duties depending upon


different segments. For example, the propriety may change while pondering
the area where the association is joined or does its business works out, the
character of the offered sorts of help or made product, and the clients or
accessories influenced by the association.

· Classification of the occasion

Exactly when it is clear which acts are authentic on the association, it is


essential to appreciate which cases "trigger" the responsibility to report the
scene – to be explicit, the sorts of information, structures, people that are
influenced, and on which scale, and which level of peril the event falls under
and whether this requires introduction.

· Reaction time

Activity 2E – 2F
Estimated Time 30 Minutes
Objective To provide you with an opportunity to draft text according to document
requirements and genre and use language appropriate to the audience

Activity Individually, in pairs or in groups, complete the following;

Draft an email for your responses to the department head for the information
you outlined in Activity 2D. Your document should be very brief. Your
audience will be health and safety representatives and middle level
management of which several have English as a second language.

Hello
P a g e | 23
P a g e | 24

Activity 3A – 3B
Estimated Time 15 Minutes
Objective To provide you with an opportunity to review draft text to ensure document
objectives are achieved and requirements are met and check grammar,
spelling and style for accuracy and punctuation

Activity Individually, in pairs or in groups, complete the following;

Review Draft of document completed in Activity 2E – 2F. Consider whether


the language is appropriate for the audience.

The format of a document will be determined by its purpose and the type of
information it is intended to present. Matching the format to the document
purpose and information type is important to ensure that the information can
be presented appropriately and according to the purposes or objectives for
which it is being created.

 proofread very carefully to check accuracy, particularly numbers as


sometimes they can be transposed;

 check all enclosures are enclosed or attachments are attached;

 ensure the letter is signed; and

 use the correct size envelope for the letter

If you require assistance, ask another member of your team to review the
document. Ask them to mark the email in another colour pen.
P a g e | 25

Activity 3C – 3D
Estimated Time 15 Minutes
Objective To provide you with an opportunity to ensure draft text is approved by
relevant enterprise personnel and incorporate revisions in final copy

Activity Individually, in pairs or in groups, complete the following;

Who in your organisation would be appropriate personnel for this type of


document?

Update email with amendments to text being made.


Print and attach both emails to this Learner Work Book. Make sure that you
save a draft of both emails.
P a g e | 26

Activity 4A – 4B
Estimated Time 30 Minutes
Objective To provide you with an opportunity to choose basic design elements for
documents appropriate to audience and purpose and use word processing
software to apply basic design elements to text

Activity Individually, in pairs or in groups, complete the following;

Open the amended email and add design elements to the email using the
basic design elements identified in this learner guide.

Print and save the email.


Attach Email to Learner Work book.

Print and attach both emails to this Learner Work Book


P a g e | 27

Activity 4C
Estimated Time 15 Minutes
Objective To provide you with an opportunity to check documents to ensure all
requirements are met

Activity Individually, discuss the following questions;

Review email for all organisational requirements has been met. Design a
check sheet for the requirements that you would review.
P a g e | 28

Skills and Knowledge Activity


Estimated Time 60 Minutes
Objective To provide you with an opportunity to demonstrate your knowledge of the
foundation skills, knowledge evidence and performance evidence.

Activity Complete the following individually and attach your completed work to your
workbook.

The answers to the following questions will enable you to demonstrate your
knowledge of:

 Plan, draft and finalise complex documents that require review and
analysis of a range of information sources
 Use business technology to apply formatting, and incorporate graphics
 Edit the draft text to ensure accuracy and clarity of information, obtain
feedback on the draft and revise the draft
 Apply the enterprise style guide/house style
 Reading skills
 Writing skills
 Oral communication skills
 Navigate the world of work
 Interact with others
 Get the work done
 Identify the enterprise style guide/house style
 Outline formatting styles and their impact on formatting, readability
and appearance of documents
 Explain rules and conventions for written English, as defined by general
and specialist sources.

Using a computer, demonstrate your knowledge and ability of the above


criteria by designing a series of posters for use within your workplace. The
posters should adhere to company style (i.e. logo, font, colour scheme).

 For use in the office environment: a poster advising colleagues of


ergonomic information, such as seating position etc.
 For use in the office environment or printer room: poster explaining
your company’s policy and guidelines on resource conservation and
management.
 For use in the reception area: a poster instructing visitors of your
company’s procedure on accepting visitors, for example, signing in,
reporting to a reception desk, wearing a pass etc.

You should bear in mind your intended audience and adjust your language
and style accordingly.
P a g e | 29

Major Activity
Estimated Time 60 – 120 Minutes
Objective To provide you with an opportunity to revise the unit.

Activity This is a major activity – your instructor will let you know whether you will
complete it during class or in your own time.
Attach your completed answers to the workbook.
You must individually, answer the following questions in full to show your
competency of each element:
1. Plan documents
o Determine the purposes of documents
 Choose appropriate formats for documents
o Establish means of communication
o Determine requirements of documents
o Determine categories and logical sequences of data,
information, and knowledge to achieve document objectives
o Develop overview of structure and content of documents

2. Draft text

 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
3. Prepare final text
 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 required

4. Produce document

 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
P a g e | 30

Individually, complete the following and present it as a portfolio;


Identify a hazard in your workplace or a workplace that you are familiar with.
Produce a report for the possible cause/s for the hazard.

At the start of the report, write a list of the basic procedures that you should
follow for:
 Ergonomics: Ergonomics is the relationship between the tools of doing
your job and the people using the tools. The tools of any job must be
appropriate for the job. In an office environment, to decrease the
chance of risk; chairs, tables and desks need to be adjustable.
 If you cannot adjust your furniture you can do the following
damage: If you sit incorrectly, you can suffer musculature damage.
 If you do too many repetitive tasks you could end up with RSI.
 Fatigue can be caused by eye stress.
 These problems are addressed through the control and use of the
workstation design.
 Minimising over use syndrome: If you work in an occupation that
consists of many repetitive tasks, then you need to make sure that you
take breaks and vary your tasks. OOS can affect your ability to work, so
it is important to make sure that you follow the steps outlined.
 Avoid all risks in the workplace
 Avoid stretching
 Maintain comfortable grip on all hand tools
 Use ergonomically designed furniture e.g. mouse, keyboard
 Vary your workload throughout the day
 Breaks: A short 1 -2minute break every 20 -30 minutes will help you to
minimise eye fatigue. If necessary, change tasks every five to ten
minutes. Use the correct posture and move every 5-10 minutes.
 Using software and hardware

This should be a checklist which shall be used at the end of this project
Explain the hazard and answer the following questions:
1. What is the purpose of the document?
For the purposes of using safe work practices, you should understand your
duty of care regarding using technology in a work environment. As a worker
you are required to ensure that your worksite is safe and free from hazards
and risks. If you see a hazard or risk, you must report it to your employer. If
you do not report a risk or hazard you may be held liable under law if
anyone is injured. Your employer has a duty to you, the worker, to correct
any risks and hazards on the worksite. If you are injured; your employer can
be held liable for negligence. No environment is free from danger no matter
how much the organisation plans.
2. What format and means of communication will you use? Why?
At the point when you convey, you must consider the most fitting bundle
that will address your issues. Recorded beneath are three bundles regular to
most associations. By comprehending what programming choices there are
accessible and what each bundle will permit you to do, you will have the
P a g e | 31

option to pick the bundle that will manage the cost of you the most efficiency
. If you are not familiar with the communication software, hardware, and
devices, you should take steps to learn how to use it. Most software
packages will come with help and written manuals. Hardware will usually
have a user’s instructor guide or a user manual. These manuals are
designed to teach you how to use the equipment.

3. What are the requirements of the document?


When you gather information, consult with the recipient to determine what
they require. This could mean the end-user, customer, or developer. Some
of the information that you may require, includes:
 Who the target audience is
 Have an idea of what you are trying to achieve
 Describe the features of the document and what the document
needs to achieve.
 Ask the end-user what they need the document for
4. What are the logical sequence or categories should you use in this report?
Why?
The sequencing and structure will be enhanced when you asking yourself the
following questions. They are:
 Are there any inconsistencies in the font type including the
headings and captions that you included in the document?
Also make sure that the artwork and graphics flow together by making sure
that you:
 Proofread artwork and captions to make sure that words are spelt
correctly with them
 Check that the spacing is consistent
 Ensure sure that text font is consistent across the different
headlines.
 Identify the correct template used to write the document
 Access information archives to find out how the document was
written and presented. If you are lucky, the original writer of the
document may have also maintained a record of how the
document was written and the methods used to collect and present
information
The way you present information to a reader, should not only hold
their interest but be another way in which to emphasise important
issues and suppress the unnecessary.
5. What is the structure and contents of the document?
The structure of a document and the content of documents are linked
together using tags. Headings, illustrations, appendices and tables can be
shown in the table of contents. If the document is still in an electronic
format you can click on the table of contents item and press control and
the word processing program will send you to the Heading within the
document.
Structure: The structure is the way in which a written document is
formatted. Not all written records have the same structure. For example,
the conventions of most letters will vary according to the type of letter and
P a g e | 32

who the recipient is. Refer to Appendix Number Two and look at the
formatting of the different letter formats in the templates. Notice that the
positioning of the name and address, and the formatting differs. This is the
structure of the document.
6. How will you review data, information and knowledge according to the
structure and contents of the document?
Familiarise yourself with the information and data. Note how the
information is relevant to the purpose of the document and compare it to
the organisational requirements. Make sure that your document is within
the organisational requirements as well. Identify patterns in the data and
cluster information together. When information overlaps, you may try
taking a copy of the information and highlighting it so you will find the main
points easier to find when you require using them.

Information may be interpreted in many ways. The priority of the way in


which the information is interpreted will depend on the priorities set by the
organisation. For example, emphasis on a choice of product may be based
on price. Conversely the priority is based on the level of safety and then the
consideration of price. Remember that when performing risk assessments,
it is important to identify all of the levels of risk control for the hazard.

When this information is identified, then the budget allocated will influence
which control measure will be put in place to minimise or eliminate the risk.
This is where you should consider the organisational requirements as they
should influence the way information is presented.

When you start interpreting information, make sure that you:


 Always start with a review of your goals, the reason why you are
writing this document. This will assist in how you present the data. If
you want people to fully understand how the document or purpose
works, you could organise information into chronological order so that
the reader can go through the data. If you are going to categorise data,
categorise it according to the measure that will be used to evaluate the
results.
 Attempt to put all of the information together and compare results
from expected or promised or against other similar products that align
with the goals of the document
 Consider worker recommendations to improve and discuss them in
alignment with your break down of the information.
7. Draft the report, Review, add any additional information, obtain approval
from your trainer to process amendments. Three drafts of the report must
be produced including:
 Original Draft
 Reviewed draft with updates and trainer initials to show approval
 Final Draft with graphics and use of appropriate technology and
software
8. What document requirements would you check to ensure all requirements
are met? Why?
P a g e | 33

As you develop a document, add and subtract information which may


impact on your original planning. To ensure that you have taken into
consideration all of the original requirements of the document, review it.
This means that you should ensure that you have:
 Met all of the document objectives  Followed all of your
organisations requirements
 Not breached any legislative requirements
 Chosen the appropriate means of communication
 Adhered to document requirements
 Maintained a logical sequence
 Reviewed and organised information into a logical format
 Made appropriate use of graphics
 Identified and minimised gaps in information and data
 Drafted and reviewed document text
 Prepared final text – checked grammar and spelling
 Obtained appropriate personnel approval
 Processed text amendments
 Used appropriate software
 Checked document requirements to ensure that they were met
9. Complete the checklist you completed at the start of this project. Where
can you improve in practice? Why?

Potrebbero piacerti anche