BSBITU211

Produce digital text

documents
Prepare to produce documents

1.1 Adjust workspace,

furniture and
equipment to suit user
ergonomic
environments
 Aspects of comfort may include:
➢ Touch and feel
➢ Aesthetic properties
➢ Physical comfort to use
➢ Ease of use, both physical and mental
➢ Odour
➢ Temperature.
 Ergonomic requirements within
your role may include:
➢ Avoiding radiation from computer screens
➢ Chair height, seat, and back adjustment
➢ Document holder
➢ Footrest
➢ Keyboard and mouse position
➢ Lighting.
 Ergonomic requirements within
your role may include:
➢ Noise minimisation
➢ Posture
➢ Screen position
➢ Workstation height and layout.
Activity 1A
Prepare to produce documents

1.2 Ensure workspace

meets organisational
work health and safety
requirements for digital
device operation, taking
into account the type of
device to be used
 Meeting work health and safety
requirements
➢ There should be an inspection of any workspace in
which employees work continuously for an hour or
more with display screen equipment
➢ This should involve a review of the entire workspace,
including equipment, furniture, and work conditions
➢ There should also be some consideration of the
types of tasks that such employees are expected to
undertake.
 Assessments should be
undertaken in the following
instances:
➢ When new workstations are set up
➢ When new users begin work
➢ When changes are made to the
set-up of work stations
➢ When users complain of pain or
discomfort.
 Requirements specific to health
and safety within workspaces:
➢ Providing tiltable screens
➢ Providing adjustable chairs
➢ Providing foot supports
➢ Ensuring that there is adequate space around
electrical equipment
➢ Ensuring that lighting levels are suitable
➢ Ensuring that workstations aren’t cramped
➢ Ensuring that benches and desks are strong enough
for the support of equipment.
Activity 1B
Prepare to produce documents

1.3 Identify document

purpose, audience and
presentation
requirements, and
clarify with relevant
personnel as required
 Types of document may include:
➢ Agendas
➢ Briefing papers
➢ Envelopes
➢ Faxes
➢ Labels
➢ Letters
➢ Mail merges.
 Types of document may include:
➢ Memos
➢ Minutes
➢ Short reports
➢ Simple one-page flyers
➢ Standard form letters.
 Purposes include to:
➢ Inform
➢ Persuade
➢ Instruct
➢ Describe
➢ Educate.
 An audience may be:
➢ Internal – exclusively people within the organisation
➢ External – clients and other people outside the
organisation including external bodies
➢ Formal – involving the fulfilment of organisational
procedures and standard practices
➢ Informal – without need to refer to strict
organisational
➢ Senior management or another superior level of
authority.
 Relevant personnel may include:
➢ Fellow employee
➢ Supervisor
➢ Office manager
➢ Administration department.
Activity 1C
Prepare to produce documents

1.4 Identify
organisational and task
requirements for
document layout and
design
 Document layout and design may
be governed by the following
factors:
➢ Company colour scheme
➢ Company logo
➢ Consistent corporate image
➢ Content restrictions
➢ Established guidelines and procedures for document
production.
 Document layout and design may
be governed by the following
factors:
➢ House styles
➢ Observing copyright legislation
➢ Organisation name, time, date, document title, file
name, etc. In header/footer
➢ Templates.
Activity 1D
Prepare to produce documents

1.5 Select most

appropriate word
processing application
to produce document,
in accordance with
available resources and
organisational policies
 Word processing applications
should have these basic functions:
➢ Insert text
➢ Delete text
➢ Cut and paste
➢ Copy
➢ Search and replace
➢ Print
➢ Font specifications
➢ Spell checker.
 Word processing applications
➢ Microsoft Word
➢ Google Docs
➢ Corel Wordperfect
➢ OpenOffice Writer
➢ Apple Pages.
Activity 1E
Produce documents digitally

2.1 Format document

using appropriate
application functions to
adjust layout to meet
information
requirements, in
accordance with
organisational style and
presentation
requirements
 Formatting may include:
➢ Alignment on page
➢ Columns
➢ Company logo/letterhead
➢ Enhancements to format - borders, patterns, and
colours
➢ Enhancements to text - colour, size, and orientation
➢ Headers/footers
➢ Margins
➢ Page orientation.
 Software functions include:

➢ Default settings
➢ Document protection
➢ Grammar check
➢ Headers/footers
➢ Indent
➢ Line spacing.
 Software functions include:
➢ Page numbers
➢ Page set up
➢ Paragraph formatting
➢ Spell check
➢ Tabs
➢ Text formatting.
Activity 2A
Produce documents digitally

2.2 Use application

features to identify and
manipulate display
options and controls
 Screen display options include:
➢ Layout view
➢ Maximise/minimise
➢ Normal view
➢ Page view
➢ Print preview
➢ Ruler
➢ Toolbars
➢ Zoom percentage.
Activity 2B
Produce documents digitally

2.3 Use relevant help

functions to overcome
simple issues relating to
document presentation
and production
 Using relevant help functions
➢ You can access help in Microsoft word by selecting
the drop down file menu and then clicking on Help
➢ You will then be presented with a variety of options
including accessing the Microsoft online help facility,
getting started in learning about the relevant
functions in the version of Word that you are using,
and accessing the contact details.
 Using relevant help functions
➢ You will see a blank search box underneath the basic
navigation in the online window
➢ You should type in a term which applies to the
specific function of Word that you want help with
into the search box
➢ If you then press enter then you will see a list of
results specific to the search term that was entered
➢ You should click on the most relevant result for a
breakdown of instructions.
 Issues relating to document
presentation and production
➢ Changing margins
➢ Aligning text
➢ Spacing letters
➢ Spacing paragraphs
➢ Changing text characteristics
➢ Adding or removing page breaks
➢ Correction of repeated mistakes and errors.
Activity 2C
Finalise and present documents

3.1 Review and edit final

document, and prepare
for delivery in
accordance with
organisational and task
requirements
 You may check the following
aspects of documentation:
➢ Accuracy of information
➢ Consistency of layout
➢ Ensuring instructions with regard to
content and format have been followed
➢ Grammar
➢ Proofreading
➢ Spelling, electronically and manually.
Activity 3A
Finalise and present documents

3.2 Deliver document to

relevant audience
within designated
timelines and in
accordance with
organisational
requirements
Designated timelines may include:
➢ Organisational timeline e.g. Deadline requirements
➢ Timeline agreed with internal/external client
➢ Timeline agreed with supervisor/person requiring
document/s.
 Organisational requirements
➢ Business and performance plans
➢ Personal performance plans
➢ Goals, objectives, plans, systems and processes
➢ Legal and organisation policies, guidelines and
requirements
➢ WHS policies, procedures and programs.
Activity 3B
Finalise and present documents

3.3 Name and store

document appropriately
in accordance with
organisational
requirements and exit
application without
information loss
 Appropriate storage of
information depends upon factors
including:
➢ How often it is accessed
➢ Who needs access to it
➢ The security level with which it is classified
➢ The physical form of the information
➢ The personnel with responsibility for managing it.
 Things to consider when naming
and storing documents:
➢ Appropriate file type
➢ Authorised access
➢ File names according to organisational procedure
➢ File names which are easily identifiable in relation to
the content
➢ File/directory names which identify the operator,
author, section, date, etc.
➢ Filing locations.
 Things to consider when naming
and storing documents:
➢ Organisational policy for backing up files
➢ Organisational policy for filing hard copies of
documents
➢ Security
➢ Storage in folders/sub-folders
➢ Storage on hard/floppy disk drives, CD-ROM, tape
back-up.
 Good practice for paper-based
filing systems:
➢ Use a logical classification system that best suits the
type of records held
➢ Locate the filing cabinet, so it is easily accessible to
all colleagues who require access
➢ If the system needs to be secure, decide whether
locked drawers will suffice or whether the cabinet
needs to be in a locked room
➢ Keep up to date indexes of all files held.
 Good practice for paper-based
filing systems:
➢ Allocate time in your schedule for housekeeping
filing systems
➢ Before filing paper records, make sure they are in
good order or amended if necessary
➢ Create new files if existing ones are full to avoid
overcrowding and damaging the documents
➢ Observe workplace health and safety.
 Good practice for storing
electronic files:
➢ Name documents and folders meaningfully and
logically, ensuring consistency with existing
documents, for example, “Customer Complaints
January 2014”
➢ Spell words in full rather than using abbreviations,
acronyms, or peoples’ initials
➢ Date your documents and folders
➢ Do not store the same information in multiple
locations
➢ Do not add unnecessary new folders.
 Good practice for storing
electronic files:
➢ If filing versions or drafts, ensure this is included in
the name of the document and which particular
version or draft it is
➢ If documents need to be accessed by a number of
people in the organisation, make sure they are saved
to a shared area
➢ If creating a document in a shared area that is a
master copy or something you don’t want to be
changed, attach Read Only status to it
➢ Not all personnel need access to all documents.
Activity 3C
 Summative Assessments
Summative assessments consist of:
➢ Skills Activity
➢ Knowledge Activity
➢ Performance Activity.

Your assessor will provide you with further guidance on

how and where to complete these assessments.
 Summary and Feedback
➢ Did we meet our objectives?
➢ How did you find this session?
➢ Any questions?