BSBTEC301 Design and Produce Business Documents: Student Learning Guide

BSBTEC301
Design and Produce Business Documents

V2.0-21
Student Learning Guide

Disclaimer
This guide contains information that is correct at the time of printing. Changes to legislation and/or
training products may impact on the currency of information included. The training provider reserves
the right to vary and update information without notice. Readers are advised to seek any changed
information and/or updates from the training provider.
This guide has been prepared as a resource to assist assessors to understand the competency
requirements of the assessment tools. All assessors must read, understand, be familiar with, and
follow the instructions, policies and procedures outlined in this guide.
Reviewed by:
Company: Dativity Pty Ltd

ABN: 32657842263
Website: www.dativity.io
Version Control
Version: Date: Details of Changes:
1.0 18/07/2022 Initial Development
BSBTEC301
Contents
Disclaimer ............................................................................................................................. 2
Version Control .................................................................................................................. 2
Student Learning Guide.................................................................................................... 5
BSBTEC301 - Design and produce business documents (Release 1) ........................................... 5
Unit Application ..................................................................................................................... 5
Elements and Performance Criteria ......................................................................................... 5
Performance Evidence ........................................................................................................... 6
Knowledge Evidence .............................................................................................................. 7
Chapter 1: Select and Prepare Resources ........................................................................ 9
1.1 Select and use technology and software applications to produce required business documents 10
1.2 Select layout and style of publication according to information and organisational requirements
............................................................................................................................................ 16
1.3 Use basic design principles and ensure document design is consistent with organisational
requirements ......................................................................................................................... 18
1.4 Discuss and clarify format and style with required stakeholders ............................................ 20
Chapter 2: Design Document ......................................................................................... 24
2.1 Identify, open, and create files according to task and organisational requirements ................. 24
2.2 Design document and ensure efficient entry of information .................................................. 28
2.3 Use a range of functions to ensure consistency of design and layout ..................................... 29
Chapter 3: Produce a Document .................................................................................... 34
3.1 Complete document production according to organisational policies, procedures, and
requirements ......................................................................................................................... 35
3.2 Check document produced to ensure it meets task requirements for style and layout ............. 37
3.3 Store document appropriately and save document ............................................................... 39
3.4 Use help function to overcome basic difficulties with document design and production, where
required ................................................................................................................................ 42
Chapter 4: Finalise Document ........................................................................................ 43
4.1 Proofread document for readability, accuracy and consistency of language, style, and layout prior
to final output ........................................................................................................................ 43
4.2 Modify document according to task requirements ................................................................ 45
4.3 Name and store the document in accordance with organisational requirements and exit application
............................................................................................................................................ 47
4.4 Present document according to task requirements ............................................................... 48
3
BSBTEC301
Summary ............................................................................................................................... 51
BSBTEC301
Student Learning Guide
BSBTEC301 - Design and produce business documents (Release 1)
Unit Application
This unit describes the skills and knowledge required to design and produce various business
documents. It includes selecting and using a range of functions on a variety of computer applications.
The unit applies to those who possess fundamental skills in computer operations. They may exercise
discretion and judgement using appropriate theoretical knowledge of document design and
production to provide technical advice and support to a team.
No licensing, legislative or certification requirements apply to this unit at the time of publication.
Elements and Performance Criteria
Element Performance Criteria

1.1 Select and use technology and software applications to produce required business
documents
1.2 Select layout and style of publication according to information and organisational
1. Select and prepare resources requirements
1.3 Use basic design principles and ensure document design is consistent with
organisational requirements
1.4 Discuss and clarify format and style with required stakeholder
2.1 Identify, open and create files according to task and organisational requirements
2. Design document 2.2 Design document and ensure efficient entry of information
2.3 Use a range of functions to ensure consistency of design and layout
3.1 Complete document production according to organisational policies, procedures

and requirements
3.2 Check document produced to ensure it meets task requirements for style and
3. Produce document layout
3.3 Store document appropriately and save document
3.4 Use help function to overcome basic difficulties with document design and
production, where required
4.1 Proofread document for readability, accuracy and consistency of language, style
and layout prior to final output
4. Finalise document 4.2 Modify document according to task requirements
4.3 Name and store document in accordance with organisational requirements and
exit application
4.4 Present document according to task requirements
BSBTEC301
Performance Evidence
The candidate must demonstrate the ability to complete the tasks outlined in the elements, performance
criteria and foundation skills of this unit, including evidence of the ability to:
• design, produce and finalise four different types of business documents, using at least two different
software applications.
In the course of the above, the candidate must:
• comply with organisational policies and procedures for producing business documents
• adhere to task requirements when producing documents including:
▪ applying basic design principles

▪ applying consistent formatting
▪ using appropriate styles
▪ using correct layouts
▪ proofreading
• use required data storage options.
BSBTEC301
Knowledge Evidence
The candidate must be able to demonstrate knowledge to complete the tasks outlined in the elements,
performance criteria and foundation skills of this unit, including knowledge of:
• technology required to produce document
• key functions and features of contemporary computer applications
• organisational policies and procedures
• organisational requirements for document design, including style guide.
BSBTEC301
Please Note:
This guide will provide you with general information about the Business Sector. Some of the content you will
review here will include general requirements, as well as specific state-based rules and regulations. Please
ensure you reference the information relevant to your State.
BSBTEC301
Chapter 1: Select and Prepare Resources
The process of creating a document begins with the selection and preparation of resources. Before
you can begin writing business documents, you must first learn how to select the appropriate
resources to complete your project. Selecting appropriate resources in advance of making documents
is a talent in and of itself that you must master in order to ensure that the documents you produce
are valid and correct in accordance with organisational and task standards.
To choose and prepare resources, you must first choose and apply the technology and software
applications that are required to finish business documents. Then, based on the information and
organisational needs, you must choose the suitable layout and style of the publication. The next step
is to apply basic design concepts to the document and confirm that it adheres to the organisation's
guidelines. Finally, you must learn to communicate with relevant stakeholders about format and style.
BSBTEC301
1.1 Select and use technology and software applications to produce
required business documents
Humans have relied on technology to make daily jobs easier since its inception. Technology refers to
machinery and devices that apply scientific knowledge to real-world problems. People in today's world
use technology to create a variety of documents, including business documents.
Software apps make document management easier when you use technology. Software applications
are digital tools available in technology that can help you create documents by performing operations
that you couldn't do by hand.
Technologies are devices that contain software applications for user interaction. Software
programmes can be used to create business documents using technologies such as laptops and
desktop computers. Without these technologies, there is no way to access software products like
Office 365, Google Workspace, Open Office, and others.
Note that Office 365 will be discussed throughout this Learner Resource because it is one of the most
well-known applications for creating business documents.
Selecting technology for producing business documents
It is critical to make prudent design and manufacturing decisions in an environment where technology
is both an opportunity and a risk. In today's fast-changing economy, you need to know how to make
an informed selection when choosing among the plethora of specialised and integrated products
available.
The following are some examples of technology that can be used to create business documents:
• Desktop computer or laptop
Desktop computers and laptops are devices that allow you to create business documents using
software applications. These devices are essential for both physically and digitally creating
documents. Documents created on a desktop or computer can be harmonised and uniformed.
Additionally, desktop computers and laptops make document editing and replication simple.
• Printer
Printers are hardware devices that connect to desktop computers or laptops to print a physical
copy of your content. When you submit the document's information to the printer, the printer
immediately converts the data to paper.
10
BSBTEC301
• Scanner
Scanners are hardware devices that allow you to convert a physical document into a digital
image. They are connected to desktop computers and laptops. Devices that can both scan
and print documents are now available.
To make the best decision, you must first figure out what you want to accomplish. Are you
delivering a quick communication to someone else in your company? Perhaps an email or a
memo would suffice. If you need to create a report that is one page or longer, you may want
to use a computer, and if you need to include additional documents in the report, a scanner
may be useful. Of course, you'll need a printer to be able to physically hold and view the
documents.
Selecting software applications for producing business documents
Using software apps to create documents will greatly speed up your work. These software
programmes were created with the needs of users in mind when writing documents. Office 365, for
example, provides you with capabilities that make document creation simple and quick. Office 365 is
the most widely used set of software apps for creating various types of documents. These applications
contain capabilities that can help the user create documents that are simple to understand.
Here are some examples of Office 365 software that can be used to create business documents:
• Microsoft Word
Microsoft Word is the most often used software application for document creation. Microsoft
Word, or just Word, provides capabilities that make it easier to create documents.
Features include:
▪ Text Writing
Text writing allows the user to create documents using text characters that the
application recognises.
▪ Style Setup
Users can freely modify text styles within a business document thanks to style setup.
▪ Compatibility
The capability of an application that allows the user to open older versions of a
document is called compatibility. This also allows the user to open files created by
other text editors.
11
BSBTEC301
• Microsoft Excel
Microsoft Excel, or just Excel, is a spreadsheet-creation software programme from Microsoft.

These spreadsheets provide data in a tabular format and can contain formulas that do
computations for you automatically.
Features of Excel include:
▪ Conditional Formatting
Conditional formatting enables users to set cell
▪ Filters
Filters enable users to isolate certain data logged in the same column.
▪ Formulas
Formulas allow calculations to be automated using data from other cells.
• Microsoft PowerPoint
Microsoft PowerPoint, or simply PowerPoint, is a presentation-making software programme by

Microsoft. PowerPoint divides the document into slides, each of which contains information on
a certain topic.
PowerPoint features include:
▪ Slideshow Style
You can utilise pre-set styles in PowerPoint to build slideshow presentations that will
catch the audience's attention.
▪ Free-form Layout
PowerPoint allows you to move items around freely with little to no indentation limits.
▪ Video Integration
You can now use video clips in your presentations.
12
BSBTEC301
• Microsoft Outlook
Microsoft Outlook, or simply Outlook, is an email management programme developed by

Microsoft. Outlook allows you to send emails to clients, co-workers, and anybody else with
whom you need to communicate.
Outlook has the following features:
▪ Email management
Outlook allows you to save and organise emails that you have already sent and/or
received.
▪ Schedule Tracking
This feature helps you to keep track of your schedule by using a calendar interface to
place appointment reminders.
▪ Filter Junk
Outlook allows you to automatically segregate unnecessary emails, generally referred

to as spam or trash, from critical emails.
There are alternative software application bundles you can utilise to generate business documents
besides Office 365. Other software application bundles that you can use to create business documents
include the following:
• Google Workspace
Google Workspace is a collection of web-based software applications that you may browse
and use. You can use any web browser to create business documents in Google Workspace.
Google Workspace includes the following software applications:
▪ Gmail
▪ Google Docs
▪ Google Forms
• Open Office
Open Office is a free, open-source document authoring programme that can create and open
files in any format. Open Office documents can be opened in any other office software. Open
Office contains the following software applications:
▪ Writer
13
BSBTEC301
▪ Calc
▪ Impress
• WPS Office
WPS Office is a document writing app for mobile phones and tablets. Because it is built for
mobile devices, this software application bundle has the shortest download size and is
completely free to use for personal purposes.
WPS Office comprises the following software applications:
▪ WPS PDF
▪ WPS Docs
Using technology and software applications to produce business documents
Technology and software applications provide features that make it easier and faster to create
documents. They function in a way that allows you write documents quickly and easily, providing
tools to assist you when writing or revising them.
Here are some examples of software features and functions that can help you create business
documents:
• Ease of use
The majority of software applications are meant to be user-friendly, which implies that nearly
anyone can use them. These software programmes are often geared for novice users, with
sophisticated functionality for more experienced users.
Using technology to write business documents simplifies your work by allowing you to create
any type of business document simply by clicking buttons, hovering the mouse, or tapping the
screen in some cases. It is not necessary to write the document by hand with a pen and paper
or a typewriter. Using technology, you may quickly write long business documents.
• Consistent formatting
Special capabilities in software applications help you maintain consistency in all your
publications' layouts. When you edit digital documents, you have the ability to apply pre-
defined formatting settings automatically before you even begin working on them.
Technology helps you generate a document with consistent formatting and precise accuracy,
which is impossible to achieve with handwriting. You can utilise technology to create
documents that have the exact same formatting as current documents.
14
BSBTEC301
• Consistent style
Computer applications allows you to keep the style consistent, similar to how software
products guide you in preserving uniformity of format across documents. Software applications
have features that let you standardise the style of your documents based on your preferences.
Unlike other methods of drafting business documents, technology allows for a consistent style.
Making sure that style is consistent across all corporate documents is simple with the tools
that technology provides.
• Writing assistance
Features in software applications assist you in writing material for your document. This can
include things like spelling and grammar checks, as well as writing suggestions to try ensure
that there are no mistakes in the final product. This feature encourages novices to continue
writing even if they have inadequate English skills.
Technology can assist you in writing business documents by providing writing support.
Guidance in drafting business documents may be simply sought out within the technology at
any time, whether automatically or manually.
• Document storage
Software applications can help you store documents for future use in addition to supporting
you in writing them. With a few clicks of a button, you can find documents you have been
working on earlier. Documents can also be stored securely by adding password protection.
The Recent Documents feature allows you to quickly locate documents that you have
previously opened.
The use of technology makes document storage simple. Different digital storage alternatives
help you conserve space in your office. Servers and hard discs, unlike printed documents, can
hold a large number of files, including business documents, without taking up a lot of office
space.
• Document replication
Using software applications allows you to make copies of documents you have already created.
You can make several copies of the same file whenever you need them, digitally or on paper
with a printer or photo-copier.
You may make exact replications of documents thanks to technology. This also saves you time
if you're creating the same document over and over again, whether it’s exactly the same, the
same with a few changes, an updated version of the same document, or a very different
document following the same layout.
15
BSBTEC301
1.2 Select layout and style of publication according to information and
The layout and style of your document's

text will either tremendously increase or
significantly detract from its value. The
circumstances in which a document is laid
out are referred to as layout. The manner
with which a document is written, on the
other hand, is referred to as style.
Organisations create style guides when

developing business documents, to
guarantee that all materials produced are
consistent. The recommendations for
following the style that the organisation
intends to be followed while preparing a document are referred to as a style guide. In order to produce
business documents, each organisation needs its own set of organisational criteria.
Organisational requirements are requirements that must be met when creating a document that the
organisation specifies. In the next subchapters, the discussion of organisational needs for preparing
business documents will be expanded on.
When examining the layout and style of business documents, the following factors are taken into
account:
• Boxes
In this case, boxes refer to text boxes that can be included within the document's body to
highlight specific content. The text is sometimes wrapped in inboxes to organise the
information being given.
The instructions for adding a text box to your document are as follows:
▪ Select the Insert tab and then the Text tab. Select Draw Text Box after clicking the
Text Box button.
▪ Select the text box's location and drag the mouse to draw the needed box.
▪ Simply type the relevant information into the text box.
16
BSBTEC301
• Colour
Colours can be added to text documents using text document production software. Colours
can be used to change the colour of select areas of the document's information, such as to
highlight important information. When typing documents, the default colour is black; however,
default colours can be modified. For example, if your company's chosen text colour when
creating documents is blue, this can be done, and the colour change will be incorporated into
the templates.
• Headings
The use of headings may or may not be necessary, depending on the type of material.
Headings are used to make the reading process easier. The size of headings in a document is
usually larger than the rest of the text. Headings are sometimes bolded and/or underlined to
draw the reader's attention. The purpose of headings is to distinguish between distinct
sections of a document.
For example, an employee may be asked to prepare a report based on time management.
The following are examples of possible report headings:
▪ Time Management Strategies

▪ Time Management Tips
There will be pertinent information relative to the headings under each heading. Because the
headings are large and distinct from the rest of the text, when the report is read by various
stakeholders, they will be able to target and identify their areas of interest.
• Letter and memo conventions
The convention or standard of document presentation employed by an organisation in the

creation of letters and memos will be an amalgamation of all of the style and design criteria
discussed in this section. The appearance of a letter or memo is determined by how the
company's logo and details and dates, headings, and content are placed on the document.
• Page layout
Margins, watermarks, page colours, page borders, indents, and spacing are some of the
aspects that need to be brought together to produce the greatest page layout possible when
it comes to page layout. Documents with the proper page layout options look more
professional.
17
BSBTEC301
• Typeface
In the context of text document production, typeface refers to the numerous types of fonts
that can be employed to create texts. Here are some typefaces to consider using in your
document:
▪ Arial
▪ Times New Roman
▪ Calibri
• White space
In a document, the balance of text, graphics, images, and the empty white space must be
carefully considered. A dense document with too much white space may appear uninformative
or empty, whereas a sparse document with too much white space may appear uninformative
or empty. This is why a balance must be achieved. It takes time to learn how to establish this
balance, and with practice comes the skill to recognise how much white is just perfect.
You can choose the suitable settings for your business document if you know what to look for
when reviewing the layout and style of business documents. These components can be
adjusted and used to meet all of the information and organisational needs in the creation of
specialised business documents.
When developing a product brochure, for example, you can choose which of the elements
listed above is best for presenting your information. Because you know that related goods
should be clustered together, you can use boxes to highlight the product attributes of each
product within the cluster. The use of headings and colours to emphasise crucial product
information should also be considered.
1.3 Use basic design principles and ensure document design is

consistent with organisational requirements
Certain design principles must be followed when creating documents to guarantee that they are
presented in an acceptable manner. The document you create must attract the reader's attention
while also conveying the message. Basic design principles are suggestions for how to effectively write
a document that meets the organisation's criteria. The six main design concepts must be incorporated
into the document production to ensure that organisational requirements in developing effective
business documents are addressed.
18
BSBTEC301
The following are essential design concepts to consider when creating a document:
• Balance
The symmetry of pages against each other is referred to as balance. With the exception of
the last page, each page must have a comparable distribution of text to achieve balance in
your manuscript. When you use digital tools to create documents, you can see all of the pages
in your working file and make any necessary adjustments to the page balance.
• Proportion
The way your elements in your document are presented is referred to as proportion. This
refers to how images and texts should be combined, as well as their organisation and
placement. The natural centre of the document is used as the focus of the proportion, which
is somewhat above the document's real centre. You can freely manage the proportion of your
document when you use digital tools.
• Order
The sequencing of the items in your documents is referred to as order. The most important
information will be displayed at the top portion of the first page. The sections after that would
either be extra details or less important material connected to the document's main point.
Digital tools usually have references and templates that you can use as a guide for organising
your business document's order.
• Contrast
The emphasis on key information in the document is referred to as contrast. Important

information, for example, can be highlighted to draw the reader's attention. This allows you
to draw the reader's attention to the most significant information in your document.
• Similarity
In contrast to contrast, similarity informs the reader of your document that the content in the
same style is comparable in nature. Suppose the document's information is enclosed in a box,
for example. In that case, other information enclosed in the box can imply that the information
inside it is just as vital as the preceding information.
• Unity
The term "unity" refers to how the document's pieces appear when put together. The
consistency of your document guarantees that it is easy to read and follow. The structure of
the document's pages must be consistent.
19
BSBTEC301
You can use the basic design principles as a guide to improve your business document if you know
the task requirements specified by the organisation. Because each basic design principle touches on
different areas of how documents should be produced, following these guidelines will assist you to
ensure that the organisational needs of developing an effective business document are met.
1.4 Discuss and clarify format and style with required stakeholders
In today's business world, almost every

organisation has developed a corporate
image or branding. This is done to entice
customers to desire to be linked with the
company's brand and image.
Consider the main four banks in Australia:

when people see the names of the banks
or the logos of the firms, they have a
certain perception of them.
Consultation with relevant stakeholders

about job requirements is crucial to
ensure that the document you will
produce meets the organisation's standards for generating a document of the same type.
Staff and supervisors who have experience writing business documents that meet the task
requirements are referred to as stakeholders. Clarify the organisation's requirements with
stakeholders to ensure that the business document you develop meets the organisation's standards.
Task requirements on format and style
Companies strive to achieve success in developing a positive or well-regarded image of themselves

in order to expand their market presence and consumer base. As a result, when it comes to developing
text documents, a corporation will have specific task needs in order to maintain consistency in terms
of style and image. These task specifications fluctuate depending on the document you're working
on.
The following are some examples of task requirements for business document format and style:
• Company Colour Scheme
A company's image is defined by a certain colour scheme. As a result, all correspondence and
documents produced by the company will be subject to specific organisational criteria in terms
of the company's colour scheme.
20
BSBTEC301
The layouts that the company has set up for their documentation determine how this colour
scheme is portrayed in text documents.
• Company Logo
The company logo serves as a visual representation of the organisation. Logos are created in
such a way that they allow consumers and industry competitors to recognise a brand just by
looking at it. A company's name does not have to be present to be identified. For the most
part, people will be able to link a logo with a certain company when they see it.
Because logos are an important aspect of a firm's marketing strategy, they will be required to
appear on all company documents. This element is a text graphic that enhances the letter's
professional appearance. When a consumer receives a letter from a corporation, the logo can
be included on the letterhead. The corporate logo and colour scheme will be the first thing
they notice when they open the mail. Given that the letter reader is familiar with the company,
its logo, and the like, this begins to develop an idea in the reader's mind as to who the letter
is from.
• House Styles
The set styles that an organisation utilises while developing documents are known as house
styles in text documents. These styles can be used to describe written words or symbols.
Using straight quote marks rather than curly ones is an example of house style. Perhaps italics
should only be used to emphasise a point. When it comes to bullet points, the company may
opt for a specific type of document bullet.
• Relevant Details in the Header/Footer
In order to keep track of version control, organisations will include specific details in the
document's header or footer. In a header or footer, copyright or trademark indications may
be used to indicate that the document and its contents belong to the company.
Other metadata could include the filename of the document, making it easier for staff to locate
it in the organisation's electronic filing system. Another essential feature that can be found in
the header or footer of a document is version control.
In terms of house styles or templates, version control indicates how many times a certain
document has been updated.
• Templates
The idea of using templates in the workplace has previously been mentioned a few times.
Templates are a useful option because they save time and are consistent.
21
BSBTEC301
Employees are often not expected to design a template. Management is usually in charge of
this.
Consulting relevant stakeholders regarding the format and style of business documents
Stakeholders, with prior experience in drafting business documents, are consulted by asking their
thoughts and opinions. People in the organisation who have previously produced a business document
identical to the one you will be generating are referred to as stakeholders. Taking into account the
perspectives of people with experience-based knowledge will aid you in producing business
documents that match your organisation's needs.
You can consult stakeholders about the format and style of business documents in the following ways:
• Personal Meeting
Personal meetings are the most prevalent method of consulting stakeholders. Scheduling a
face-to-face meeting allows you to openly enquire about the organisation's format and style
standards for business documents. This also encourages a more fluid flow of dialogue because
the interaction between you and the stakeholder is unrestricted.
• Email Correspondence
Sending emails to stakeholders might help you consult and validate business document format
and style requirements. You can expedite the discussion topics, including screenshots and file
attachments, that you'd like the stakeholder's opinion on by sending emails.
Email threads also act as correspondence, which you may go back to whenever you need to
retrace your steps.
• Voice and Video Call
Alternative solutions for consulting stakeholders in a more personal but remote manner include
voice and video calls. This allows you to easily communicate with the stakeholder no matter
where you are. During voice and video chats, discussions are more free-flowing, similar to in-
person meetings. These conversations can also be recorded for future use.
• Online Chat
Online chat is a fun approach to consult with stakeholders over the internet. You can question
stakeholders about format and style standards in writing business documents via online
platforms. This allows you to communicate with the stakeholder using any device access, as
long as the device can handle the online platform. Desktop computers, laptop PCs, and
smartphones are commonly used for online chatting.
22
BSBTEC301
Clarify the organisation's format and style criteria during the stakeholder interaction. You must
be able to determine how the organisation adjusts these requirements in terms of the business
document's type and layout. In order to make your task easier, you should also ask for
suggestions on standard workplace practices when preparing business documents.
23
BSBTEC301
Chapter 2: Design Document
The design of the document is just as

important as the creation of it. The format
and appearance of the business document
you are about to create are determined by
document design.
Organisations frequently create a style

guide that outlines how business
documents should be designed. This
ensures that business documents are
formatted and styled consistently,
regardless of who creates them.
To begin, you must learn to recognise,

open, and create files based on task and
organisational needs. Then you will need
to know how to create the document and
make sure that the information contained within it is useful. Finally, you'll need to learn how to employ
a variety of functions to ensure that the design and layout of the business document you are creating
are consistent.
2.1 Identify, open, and create files according to task and

To comply with task and organisational requirements, organisations utilise software programmes to
locate, open, and create files. As stated in the previous subchapter, task requirements are a condition
that must be completed to fulfil your work role's obligation for producing business documents.
Organisational requirements, on the other hand, are concerned with the document's conformance to
the organisation's rules and procedures. However, before you can learn to comply with task and
organisational standards, you must first learn how to use software applications to manage your
documents.
The following are the basic processes in managing business documents based on job and
organisational needs:
• Identifying Files
• Opening Files
• Creating Files
24
BSBTEC301
Identifying files refers to categorising the kind of documents you'll be creating based on the work and
organisational needs. The ability to open these files in the relevant software packages is a skill in and
of itself.
Finally, you must understand how to create documents using software tools in order to ensure that
your document meets all task and organisational requirements.
Organisational requirements
You must first comprehend the difference between task requirements and organisational
requirements before you can construct a business document. Knowing that task requirements are
fundamental to your job, organisational requirements can be distinguished since they are more
focused on achieving the organisation's collective goals. These standards ensure that the business
records accurately reflect the company.
The following concepts are taken into account while defining organisational requirements for business
documents:
• Branding
Business documents produced within the company must be consistent in order for branding
to be established and visible. The public image that an organisation wishes to project is
referred to as branding. Making documents representing the company's brand strengthens
relationships with clients and other stakeholders.
• Organisational Values
Within their circle, organisations have particular principles that they uphold. These principles
must be expressed in business documents, and elements that contradict the organisation's
values should be included in the document's text.
• Organisational Policies and Procedures
Organisations set policies and procedures to guarantee that every aspect of corporate
operations, including document generation and design, follows a consistent approach.
Organisational policies and procedures for dealing with corporate documents may include
instructions on locating, opening, and generating, saving, and sharing files within the
company, and externally.
This is to ensure that when employees deal with files containing company documents, they
produce consistent document and do not lose data or share confidential information with the
wrong parties.
25
BSBTEC301
Identifying files for business documents
You must learn to recognise business documents that are relevant to your task. Each document is
created to serve a specific business objective. The file format in which documents are saved can be
used to identify them.
The following are some common file formats for business documents:
• Text File
Text files are document file types with editable fields and are written in a standard writing
format, similar to a sheet of paper. When generating a document, you will usually start by
drafting the contents of the document in a text file. This offers you the ability to format and
style your document however you like.
• Portable Document File (PDF)
The Portable Document File (PDF) is a file format for documents with a restricted number of
editable fields. This is commonly used in documents having pre-defined languages, such as
contracts and forms. PDF files are frequently opened with PDF readers or web browsers.
• Spreadsheet
Spreadsheets are document file types containing tabular information. Calculations and simple
programming using Excel functions are common in documents using these file formats.
• Presentation
Presentations are file formats in which data is displayed in a slideshow format. The data is
divided into slides and organised based on its topic and discussion flow. Presentations can
also be used as visual aids during actual discussions with an audience.
Using software applications to open and create files for business documents
Recalling the discussion in Subchapter 1.1 about software applications for business documents,
Microsoft Word, Microsoft Excel, and Microsoft PowerPoint can all be utilised to handle files for
business documents. These software programmes enable you to open and produce business
document files based on your work requirements.
If you are going to use software apps, you'll need to know how to open them first. These apps can
be opened in a variety of ways, including:
26
BSBTEC301
• Right-clicking the file and selecting the application
You can open the application you want by right-clicking your mouse and selecting the Open
option. This procedure works for all of the programs on your computer.
• Double-clicking the application’s icon
This is the most typical method of starting an application. Depending on the application with
which the file is attached, you can double-click it to open it. If you want to write a letter, for
example, you may open your preferred word-processing software by double-clicking its icon
on your desktop.
If your job requires you to use spreadsheets, you can also double-click the spreadsheet
application's icon on your desktop. One such application is Microsoft Excel.
• Using the Start button
You can also open your chosen application by pressing the Start button. To do so, go to the
lower-left corner of your desktop and click the Start button.
After that, go to the search bar and enter the program you want to use. If your task requires
the usage of Microsoft Excel, for example, you can search for Microsoft Excel in the search
bar.
After locating the application you're looking for, click on its icon to open it.
27
BSBTEC301
• Opening email applications
The same approaches outlined above can be used to open email programmes. As illustrated
in the image below, opening your email application will initially take you to your inbox's
existing messages.
Other messages in your email account, such as sent messages, draughts, and junk mail, can
also be opened.
2.2 Design document and ensure efficient entry of information
Document design is the process of determining the format and style of a business document that you
are about to create. This guarantees that the document you produce meets the organisation's
requirements for producing documents of the same type. You must also ensure that the information
contained in the business document is sufficient for use in business activities or transactions.
Designing business documents using style guide
Organisations set and execute document

design standards to ensure consistency
across all sorts of documents, regardless of
who creates them. As a result, businesses
construct their own style guides to help them
preserve the consistency of their business
documents' designs.
A style guide is a set of instructions and

guidelines for applying consistent
formatting, layout, and style to documents
produced by an organisation. This is applied
to all of the organisation's documents to
ensure that vital information is presented in a visually efficient and effective manner.
Style guides are widely used for both general and specialised purposes. This usually contains all of
the information required to construct whatever the organisation requires. If you have any questions,
consult the style guide, and look for the section that clearly defines the organisation's requirements.
Assessing the efficiency of entries of information in a business document
Aside from the design, you must also evaluate the effectiveness of information entry in a business
document when preparing it.
28
BSBTEC301
The way the information is displayed within the document is referred to as the efficiency of
information entry. To ensure that the entries of information in the business document are efficient,
some principles must be considered.
The following are the principles to consider while evaluating the efficiency of data entry in a business
document:
• Precision
Precision is the term used to describe the quality and correctness of the information contained
in a business document. When creating a business document, you must think about what vital
information has to be included.
• Conciseness
The clarity of the information offered inside the document is referred to as conciseness. The
wording should be as brief as feasible while yet conveying the substance of the information
that the document is designed to support.
• Readability
The comprehensibility of a business document is referred to as readability. The information in

the business document must be presented in such a way that readers can comprehend as
much of the document as feasible.
You must examine if the document's viewers will be able to comprehend the phrases
employed. Create a document that is simple to understand and thorough.
2.3 Use a range of functions to ensure consistency of design and

layout
While consistency in document design is vital, and the many parts that must be considered have been
discussed, the next step is to learn about the several automatic functions that can be utilised to
achieve design and layout consistency.
Functions are characteristics of a software application that make a specific task of document creation
easier.
To ensure consistency in style and appearance, Microsoft Word offers the following functions:
29
BSBTEC301
• AutoFormat
AutoFormat is a useful setting since it can automatically format a word document. It works by
predicting the document's appearance. It's almost as if AutoFormat cleans up the document
for the user based on the options that have been activated.
However, it is possible that it will format parts of a document incorrectly. Therefore, users
should double-check that the document is created according to the organisation's
requirements.
The AutoFormat feature in Microsoft Word can be accessed by doing the following steps:
▪ Go to the File tab and select Options (found on the leftmost side of the ribbon).
▪ Select the Proofing option from the drop-down menu.
▪ From the drop-down menu, choose AutoCorrect Options.
▪ Select the AutoFormat tab, then the AutoFormat As You Type box from the drop-
down menu.
▪ Pick the formatting options you think will be most helpful for the project.
• Default settings
When you first open a text document, the default settings are the ones that have previously
been set up. If you start working on a document and do not make any modifications to the
settings as you go, you are working with the default settings. Calibri (Body) 11 is commonly
used as the default font in documents. The font settings can be changed to use Times New
Roman 12 if the user chooses. As a result, this will be the new standard typeface for all
documents. You can also change the default parameters to match your document's needs.
• Header and footers
Headers and footers are informational lines that display at the top (header) or bottom (footer)
of a web page (footer). In terms of what type of information must be given in both the header
and footer, the headers and footers chosen must be in line with defined organisational
standards. Page numbers (primarily found in footers), document titles, version control, dates,
and file names are all examples of information found in headers and footers.
The steps for using headers and footers are as follows:
▪ Go to the Insert tab and click it.

▪ Locate the ribbon's Header & Footer section.
▪ Choose the function you require and the appropriate header or footer option for the
job at hand.
30
BSBTEC301
• Page numbering
In the headers and footers, page numbers can be added. The page numbering options are
found under the insert tab.
• Styles
In a text document, styles allow users to be more creative with their work. Styles are used in
text document generation systems to change the font style used in the document. When
creating a document, there are several different styles that can be employed. When templates
are utilised, however, the chosen or desired organisational style will already be embedded in
the template settings.
Following these steps will give you access to a number of styles:
1. Select the text area where you want to apply the style.
2. Go to the Home tab and look for the Styles tab.
3. Choose your favourite style from the available options.
• Table headings
The next chapter will walk you through the steps of learning how to make tables in a text
document. When it comes to introducing headings into a table, the heading or headings can
be entered after the table has been prepared and created to satisfy the task criteria.
• Table borders
The bordering of tables in a document is known as table borders. In document creation

software, there are two sorts of border insertions.
The first has to do with utilising the border function to insert borders:
1. Go to the Home tab. Locate the Borders button in the paragraph area.
2. Select the downward-facing arrow will bring up a drop-down menu with border
alternatives. You can also use borders and shading settings to put boundaries around
a certain block, either all the way around the cell or just one side. It also allows you
to select different widths of borderlines and the kind of border you want to use.
• Bullets and numbering lists
You can use bullets and numbering lists to organise information that is grouped together.
Follow these instructions to put bullet or number lists into a document:
31
BSBTEC301
1. Go to the Home tab, go to the Paragraph section, and choose Bullet and/or Number
List as shown below.
2. These buttons will allow you to choose from various bullet and numbering
alternatives.
3. You will notice the Multilevel List button next to the Numbering list, which can help
you create outlines.
• Captions
Graphs, tables, collections of text, and graphic art can all include captions, which are
numbered labels. Figure 1 is an example of a label for a graph. This serves as the graph's
caption.
Captions can be added by following these steps:
1. Draw a box around the place where the caption should go.
2. Locate the Captions tab on the References tab and click Insert Caption. A
conversation window will appear below.
3. In the dialogue box, pick all of the relevant options and click OK.
• Footnotes
Footnotes are utilised when further information is needed in a document, but it cannot be
included in the main text due to task constraints or word limits. A footnote contains the
supplementary material (at the foot of the page). Footnotes are made by first adding a number
to the body of the text. This is a reference to a footnote. This number will then serve as a
reminder to the reader to check the bottom of the page for additional information.
• Indentations
Indentions are used to change the distance between paragraphs from the left or right margin
of the page. Users can indent simply the first line of a paragraph, the full paragraph with a
left or right indent, or the complete paragraph except for the first line.
• Page numbers
Page numbers are part of the Header & Footer function, as previously mentioned. Page
numbers should be placed in the same place on each page by default in document generation
systems. The consistency of page numbers throughout a manuscript is critical. The reader will
find it easier to use and understand a material that flows smoothly.
32
BSBTEC301
• Spacing
There is always a component to consider in any document when it comes to spacing. The
placement of the information on the document is referred to as spacing. When focusing on
the spacing, consider the following factors:
1. The sort of material that will be contained in the document.

2. The best approach to organise the data such that it all complements one another
3. Appropriate spacing between headers, text, and data.
4. The amount of written material as well as various graphical or numerical
presentations in the document
The basic goal of document space is to avoid presenting information in a packed manner.
There must be a decent balance of information and white space on a page. The amount of
space in a document can affect readability and how well an audience engages with it.
• Typeface styles and point size
Small details should never be disregarded when creating a document. Keep in mind that the
typeface and font size should be consistent throughout the document. Constantly shifting
styles can have an impact on how a document's reader reacts to it. It is fine to use various
styles for different elements like headings and titles. The major goal is to maintain consistency
in the style and font size throughout the document.
There may be a variety of documentation that needs to be prepared and delivered with some
jobs or work assignments. A PowerPoint presentation or spreadsheets containing critical
information about the activity at hand are examples of documents.
Employees are responsible for ensuring that all documents are in sync in this situation. This
means that if a colour scheme is utilised, all of the different documents must use the same
colours, typefaces, and content must be consistent from one document to the next. These are
just a few examples of how to keep your documents in sync.
Most businesses will have ready-to-use templates on hand. The majority of settings and styles
have already been specified in the template, making it easier for users.
Other times, you may need to make a few adjustments. Check to see whether any other
documentation you're utilising for the same work needs to be changed as well before making
any changes.
33
BSBTEC301
Chapter 3: Produce a Document
You must now learn how to construct a document now that you have a basic understanding of
document design. This necessitates your understanding of how to develop and create the contents
of business documents in accordance with organisational requirements.
This chapter will teach you how to complete document creation in accordance with the policies,
procedures, and needs of your organisation. The next step is to learn how to determine whether the
document you have created satisfies the task's style and layout requirements. After that, you must
understand how to properly save and store business documents. Finally, to overcome basic obstacles
in developing and preparing business documents, you must learn how to use support functions.
34
BSBTEC301
3.1 Complete document production according to organisational
policies, procedures, and requirements
The ultimate purpose of this

lesson is to learn how to
create a document that
adheres to organisational
policies, processes, and
requirements.
The process of creating a

document, both in terms of
content and structure, is
known as document
production. To do so, you
will need to learn to recognise the organisational policies and processes related to document
production at your place of business. You must also determine the organisational requirements that
are associated with document production.
Creating business documents compliant with organisational policies and procedures
Organisational policies and processes must be considered while creating business documents. Specific
business documents must be created in accordance with certain organisational standards and
processes.
Organisational policies and procedures are concerned with the consistency of business documents
inside the company.
The following are some examples of organisational policies and procedures for developing business
documents:
• Established guidelines and procedures for document production
In any organisation, document production occurs in large quantities. These documents can be
tangible documents, such as letters, or electronic documents, like as emails, that are
subsequently shared with the persons involved. There are principles and procedures that must
be followed for every business document. These rules can be simple and straightforward, such
as ensuring that the correct font and styles are utilised throughout the page.
Other techniques could be more difficult. You might, for example, be in charge of writing
particular sections of a report. However, once you have completed your assignment, protocols
may demand that the report be sent to your supervisor, who will complete the remaining
portions of the report. It may then return to you for additional work before being given a final
review and submitted to the appropriate parties.
35
BSBTEC301
Policies and procedures should be made available to employees regardless of the document
format or design to instruct them on how to develop organisational documentation.
• Observing copyright legislation
The Copyright Act 1968 governs copyright legislation in Australia. The Act aims to protect any
unauthorised reproduction of an author's work for which the proper permits have not been
granted.
Copyright infringement can result in lawsuits and legal actions. This can harm a company's
reputation. If you are unsure what legal content to put in your documentation as an employee,
either don't use it or get assistance from your supervisors.
Creating business documents compliant with organisational requirements
Compliance with organisational requirements must be considered when creating business

documentation. Organisational criteria specify how information pertaining to the organisation should
be presented. The provisions of organisational requirements are concerned with the general
appearance of business documents in relation to the organisation's image and ideals.
The following are some examples of organisational requirements for business document creation:
• Consistent corporate image
An organisation's documents are reflective of the corporation. Documents can be used to infer
how people feel about a company. For example, if a corporation is recognised as well-
organised and professional, one would expect the paperwork to reflect this image. The
identical image must subsequently be encased within company documents due to
organisational requirements.
When dealing with clients, every material must be presented in a professional manner that
allows all information to be appropriately interpreted and transmitted to the clients. It's
possible that this is why businesses like to utilise templates for all of their official documents,
as this ensures consistency.
Consider a corporation with 500 employees, each of whom is expected to write their own
letters of correspondence with clients or external stakeholders. Correct language use, degrees
and forms of expression, and the type and quality of the information provided in written
communication will all become issues. Things like this might have an impact on a company's
corporate image.
36
BSBTEC301
• Content restrictions
When developing organisational needs, privacy and secrecy are key considerations. As a
result, there are limitations on what may be contained and what cannot be included in a
document. Employees will undoubtedly be informed of these restrictions. If a corporation fails
to properly train its personnel on what may and cannot be included in the documentation, it
can leave a terrible image on customers, resulting in lawsuits, bad press, and a loss of trust.
The following are examples of information that should not be disclosed to the general public
or external stakeholders:
▪ Research and development projects that the company is involved in

▪ Client details and information (unless it is with the client themselves)
▪ Sensitive details such as any court case proceedings, any details of meetings, or
basically anything which occurs internally in the organisation
▪ Financial information, unless a statement concerning annual profits and losses has
been released through a media release
3.2 Check document produced to ensure it meets task requirements

for style and layout
Business documents are created in accordance

with the organisation's work needs. Each
assignment necessitates a specific style and
layout that is appropriate for the type of
business document required.
Depending on the assignment, you may need to

use different designs and layouts. To avoid
revising your document multiple times, these
task requirements for style and layout must be
defined before you begin working on it.
Here are some examples of how to ensure that

the document's style and layout meet the task's
requirements:
• Checking the style guide
The style guide explains how to apply style and layout options to the many business
documents you'll be writing. Because style guides are established by organisations to provide
consistency across their documents, this standard also covers task criteria for applying
consistent layout and style to business documents.
37
BSBTEC301
Once you have finished your document, double-check that everything is in order by consulting
the style guide's guidelines. Identifying elements of your documents that do not meet the
style guide's requirements can help you pinpoint areas that need to be updated to meet your
task's needs.
• Consulting a stakeholder
Stakeholders can assist you in developing a business document that is fully compatible with
task layout and style criteria. These people can provide you feedback on where parts of your
document deviate from the layout and style guidelines. They can also offer advice on how to
improve your document so that it meets the task's requirements.
• Comparing to older documents
Examining previous documents is a viable alternative for verifying that the document you
produce is formatted and styled correctly. Because businesses have standards for creating
business documents, earlier versions of the document you've prepared can be used as a guide
for how yours should look. Keep in mind that older documents may not reflect recent changes
in work requirements, so be cautious when using them as a reference. Make sure the
document is created after the most recent update on task criteria for format and style has
been set to avoid utilising obsolete references.
You can use the features of software packages installed on your desktop computer or laptop
to ensure that your business document follows to task requirements for style and layout.
Software applications, as detailed in Chapter 2, can make applying layout and style options to
your business document much easier. Software applications use files that are simple to format,
layout, and style depending on the parameters that must be applied. It also displays
documents in a thorough and visually appealing manner.
You can utilise digital resources available on the Internet to fix the style and layout of your
business document in addition to software applications installed on your desktop computer or
laptop. Your assignment may not include explicit requirements for your document in some
circumstances. This does not imply that you can design the layout and style in any way you
like. On the Internet, you can find references for making documents of the same sort.
38
BSBTEC301
3.3 Store document appropriately and save document
With the rapid advancement of technology, the

number of devices accessible for storing
information and data has increased. You want to
properly preserve and save your company
document to minimise data loss due to unforeseen
circumstances.
The importance of file storage in organising

business document files utilised by organisations in
their daily activities cannot be overstated. Files
must be organised in such a way that the most
recent versions of business documents may be
quickly retrieved when needed. Organisations must also properly organise older files so that they do
not get mixed up with newer versions of the same data.
The sorts of file storage choices available to you for storing and saving your company documents are
shown below:
• Hard drive
The hard drive is the internal storage of a desktop or laptop computer. Documents saved on
hard drives can only be accessed by the person who is currently using the drive. Portable hard
drives are sometimes used to store files, such as business documents. Only persons who
currently own the hard disc can access the files in this way.
• Local network
A local network is a connection between computers that are close to one another. This can be
accomplished through LAN wires, a shared Wi-Fi network, or a local server. Files stored on
the local network can be accessed by devices connected to it if the admin grants permission.
• Cloud storage
Cloud storage is a type of storage in which files are kept on other servers and accessed via
the internet. SharePoint folders, Google Drive, and Dropbox are all examples of cloud storage.
A user can access files on a cloud storage server if they have a user account with permission
on the cloud storage server.
Additionally, there must be a system that allows users to view the version history of files so that the
person reading the file knows when it was last modified. When conducting comparisons and research,
this allows organisations to study and retrieve older versions of files. People who have access to the
39
BSBTEC301
files can also follow the progression of the file's alteration from its first draught to the most recent
version.
The following are the concepts to consider while properly preserving and saving business documents:
• Authorised access
Some corporate documents may contain information that is highly sensitive and secret. As a
result, they may only be available to specific individuals with specific permissions.
Authorised access could be granted to:
▪ Certain client files

▪ Organisational research and development
▪ Financial accounts of an organisation
▪ Financial planning documents
▪ Planning documents
▪ Employee records
Authorised access normally entails using a login and password to gain access to specified
documents. For example, all employees must have permission to access their company's
online cluster of client files, which is often granted via a username and password. On the other
hand, other documents may be unavailable to the average employee, and this is the type of
material mentioned previously.
• Filing name conventions
The criteria that employees must follow while naming document files are referred to as filing
name conventions. Organisations establish file naming conventions to indicate significant
information about a document without having to open it or examine its attributes. Some
organisations, for example, may add a number to the end of the file name to indicate the date
the document was created. The next chapter will go over file naming conventions in greater
detail.
• Filing locations or storage in electronic folders and sub-folders
Where do files go after they've been filed? E-filing solutions are becoming increasingly popular
in today's business world. The office is gradually transitioning to a paperless environment.
This indicates that the amount of paper filed in physical files is decreasing; instead,
documentation is being preserved on computers and hence filed on computer hard drives.
When you save files to your computer, they go into specified directories. These folders have
names that help the user remember where they saved specific documents. Other folders within
40
BSBTEC301
the main folder are referred to as sub-folders, and they will be utilised to file additional papers
pertaining to the main folder.
• Organisational policy for backing up files
Paperwork and documents pertaining to business activities, clients/customers, suppliers,

legislation, and the industry are all critical to the smooth operation of the company. They must
be kept secure while being freely available. As previously said, the workplace is gradually
becoming paperless, with everything being saved on computers. Companies will have systems
in place to keep files and have them backed up on another storage device due to the necessity
of all company records.
The process of backing up files is carried out on a separate device that is not directly connected
to the main system where the files were originally saved. Files are backed up as a precaution
in case the main file storage system fails due to a machine meltdown or a power surge that
runs through the system.
• Security
Again, depending on how sensitive specific materials or documents are, only certain
employees inside the organisation will have access to them.
Security measures that could be implemented include:
▪ Password-protected documents
▪ Read-only documents
▪ Restricted access to certain document storage areas
▪ Alarm systems are in place for areas that have filing compacts containing confidential
information.
Aside from these security measures, virus scanners and anti-spam detectors can be installed
on computer systems to detect any malicious activity that could affect documents and
information saved on the machines.
41
BSBTEC301
3.4 Use help function to overcome basic difficulties with document
design and production, where required
You can use the help tab to get help if you run into problems while creating and/or customising your
documents. The Help function in Microsoft Office software products is a feature that offers you with
advice on topics you need help with. You can use the search bar to find answers to specific problems.
You can get Microsoft's recommended solution(s) by clicking on an issue or tab. Your computer must
be connected to the Internet in order to use the Help function.
In-Office 365 products like Word, there are various ways to go to the Help function. The following
are the different ways you can use the Help function:
• By selecting the Help tab from the application's upper section.

• To ask for something specific, use the search bar in the upper right corner of the app.
• By selecting the question mark symbol from the File menu, you can access the Help
function.
• To open the Help Viewer window of the application, press the F1 function key.
42
BSBTEC301
Chapter 4: Finalise Document
Finalising the business document once it has been created is an important step to ensuring that the
document meets the task and organisational requirements. Proofreading and rewriting a business
document, to improve its content and design, is part of the finalising process.
This chapter will teach you how to proofread a document, to ensure that it is readable, accurate, and
consistent in terms of language, style, and layout. The next step is to learn how to edit the document
to meet the task's requirements. Then you must learn how to name and store documents in
accordance with organisational rules, as well as how to exit the application. Finally, you must learn
how to present the business document in accordance with the work specifications.
4.1 Proofread document for readability, accuracy and consistency of

language, style, and layout prior to final output
Proofreading business documents is critical to ensure that they meet all of the organisation's criteria.
Corporate documents must be thoroughly examined for flaws and inaccuracies that could jeopardise
the document's efficiency when employed in business operations. Because errors can be hard to
discover, it is important to read the text word for word, to ensure you don't miss anything. This means
correcting minor flaws, some of which can have a significant impact. Extensive rewriting may be
required if there are linguistic faults, such as grammar errors.
43
BSBTEC301
Proofreading is done to ensure that the document is of high quality in terms of the following:
• Readability, accuracy, and consistency of language
When writing a business document, you must always consider the text's readability,
correctness, and consistency of language. It is pointless to create a document that no one
else understands. The readability of a business document refers to how simple it is to
comprehend the information included inside it. Accuracy refers to the correct use of words in
a document. The uniform usage of grammar throughout your article is referred to as
consistency of language. Checking for this entails double-checking spelling and grammar.
When utilising software applications such as Word, the application's functions can be used to
verify spelling and grammar. You can use the application's particular function on proofing in
addition to the automatic features outlined above, which provide automatic advice on how to
improve your work.
You can use the instructions below to access Word's proofreading feature:
▪ Open your document, then go to the File menu, Options, and then Proofing.
▪ Check the tick box that says ‘Show readability statistics’ under the ‘When correcting
spelling and grammar in Word’ heading.
▪ After that, you'll be given a readability rating based on two tests:
o Flesch Reading Ease Test
If you get a 7 on this test, your document is relatively straightforward to read for the
majority of individuals. A higher score indicates that the readability of your work is
good.
o Reading Ease Test
A score of 60 on this test indicates that the document is simple to read. When taking
this exam, always aim for a higher score to improve the readability of your text.
• Consistency of style
Style and layout, as described in earlier chapters, play a significant role in the creation of an
effective business document. The style and arrangement of business documents are quite
important to most companies. Each business document is built specifically for its task and
organisational needs.
44
BSBTEC301
You can use the procedures below to achieve style consistency in Word:
1. Begin by opening your document. Open the Advanced tab from the File menu, then
click Options.
2. Scroll down to the 'Display' section.
3. To apply appropriate layout configuration to your document entries, adjust the
options in the dialogue box.
• Consistency of layout
Layout, like style, is crucial to ensuring that your document achieves its intended goal. The
lack of a nice and consistent layout, throughout your company document, may turn off clients
and others who are reading it, leaving an unfavourable impression of the company. The layout
of the business document must also be proofread before it is finalised.
To ensure that your Word layout is consistent, follow the instructions below:
▪ Select the Layout tab from the application's upper section.

▪ Modify the layout tab settings according to your tastes or as necessary by job and
organisational requirements.
4.2 Modify document according to task requirements
You should now have a good knowledge of the

various task requirements that business
documents must meet. Checking that all task
requirements are completed is a vital step in
finalising the business document after
learning how to make business documents.
Document alteration is required in order to
accomplish this.
Document modification is the process of

modifying a business document based on the
discovery of essential adjustments. Examine
the business documents that have been
prepared and make any necessary changes
based on the task requirements that have not
been met.
Certain task criteria are frequently overlooked in the first draught of business documents. This is why
it is critical to analyse the document and compare it to the requirements of the specific work.
45
BSBTEC301
The steps for altering business documents to meet task requirements are as follows:
1. Review the task requirements
Task requirements, as covered in Subchapter 1.4, demand that you write the document in a
consistent manner. The job criteria specify how the document should be formatted and what
should be included. Determine and review each task need that must be incorporated into your
business document.
2. Compare the document to task requirements
You must now compare your business document to the established task requirements after
identifying and analysing the task requirements. Check that the task requirements imply a
standard form in every section of the document. This is crucial for ensuring that your
document complies with all organisational rules when it comes to creating business
documents.
3. Identify points to be revised
You can identify areas in the document that need improvement by comparing them to task
requirements. Knowing that a certain part fails to meet a given task requirement, you must
determine how it should be altered to meet the job criteria better.
4. Apply necessary revisions
After you have determined which portion of the document needs to be changed and how it
should be changed, you will need to make the appropriate modifications. This can be
accomplished by altering the document's file with the apps and tools mentioned in earlier
subchapters. It is a good idea to go over the document again after making adjustments to
ensure that all task requirements are met.
Alternatively, after producing a document on workplace guidelines, the document's contents and
design can be examined by someone other than the person who produced it. It is easier to check it
with a fresh pair of eyes because it's normal to overlook writing flaws that you made yourself.
Following your assessment of the document, you must determine which task criteria have not been
met and how to modify the document to meet these requirements. Requesting ideas and advice on
altering company documents from educated employees and managers might help you expedite the
process.
46
BSBTEC301
4.3 Name and store the document in accordance with organisational
requirements and exit application
As described in Subchapter 3.3, document storage must be done correctly since it affects the
organisation's internal handling of business documents. It also safeguards the security of the
organisation's commercial documents. Certain document handling standards and norms in terms of
file storage must be observed.
Similarly, document naming must adhere to particular standards and norms to assist business
processes in handling documents more efficiently. Document naming conventions might help you
save time while looking for a certain version of a document. This improves the efficiency of the
business process, which benefits the organisation by optimising workflow.
Naming and storing documents according to organisational requirements
When it comes to finalising business documents, you must understand how to analyse the
organisation's needs for document naming and storage. After closing the software application in which
you created or updated the business document, it must be appropriately titled and stored.
The methods used in filing to help users identify the type of file is known as file naming conventions.
Naming conventions must be followed consistently and predictably in order to be effective. This
requires that the filing system be set up in such a way that the same naming rules are followed.
Business documents must be organised using naming standards, to make the files containing the
business documents easier to locate.
Newer versions of business document files must be correctly designated so that whoever views them
knows they are working with the most recent and up-to-date version. These documents are saved
and organised in storage places that may also contain information about the files' attributes.
If a corporation deals with a large number of clients, for example, each client will have their own file,
which will be labelled in a specific way. The filing system can be organised by client surnames, with
names listed in alphabetical order. Perhaps there is an alphanumeric code alongside the name, such
as 'Adams, John 0001' or 'Adams, Jane 0002'. Documents can also be saved in a sorted format, with
the date of creation determining how they are organised.
The file type can be used to determine what kind of document a file contains. Text documents, for
example, are saved as '.docx' files, while pictures are stored as '.jpeg' files. This categorisation is
consistent, allowing the user to quickly recognise the sort of document they are working with.
Exiting application
It is just as necessary to know how to open programmes in order to use them in the production of
business documents as it is to know how to close them properly. Make sure you have labelled and
47
BSBTEC301
saved the file you're working on before closing the software application. If you exit the software
application by accident or suddenly, you risk losing data or progress on the document you are working
on. To avoid this, make sure you save your file regularly. To minimise confusion, the file location in
which your document is placed must also be a suitable storage location.
Here are some examples of how to correctly leave an application:
• Using the file tab
After saving your changes, use the File tab to safely end the document. Follow the steps
outlined below to accomplish this:
1. Go to the File tab

2. Select 'Close' to leave the application safely.
• Clicking the close button
Another option for safely closing the application is to use the close button in the upper right
corner of the window. The symbol 'X' indicates the close button, as shown below:
Suppose you mistakenly closed the programme and cannot find the file you were working on
(assuming you saved your progress before quitting it the last time). In that case, you can find
it under the Recent tab when you click the File button in the upper right corner of the
software application.
4.4 Present document according to task requirements
Next, you must submit your business document to persons who may use it within the organisation
after creating, producing, and proofreading it. It is critical that everyone in the organisation is aware
of the information contained in the document so that they can use it effectively throughout business
operations.
These individuals must also be aware of how the document was created and the requirements that
were taken into account. This will ensure that the document is compliant with all task and
organisational requirements relevant to the business document for stakeholders such as supervisors
and personnel who will be using it.
Presenting finalised documents to stakeholders
You must present the business documents you have generated to stakeholders, after they have been
finalised, before they can be used in the organisation. Stakeholders must verify that the documents
meet the task and organisational criteria and that their use would be beneficial to the organisation.
48
BSBTEC301
The following are some options for presenting the finalised business documentation to stakeholders:
• Personal meeting
Setting up a personal meeting with a stakeholder is the simplest way to convey the materials
you have completed. Because you only need to set up a meeting with one person, one-on-
one discussions are simple to organise and conduct. The finalised business documents can be
displayed either in printed form or on technological devices.
• Email correspondence
You can send business documents via email because documents can be attached to emails.
You can provide screenshots of critical areas to remember and then attach the finalised
business document as a file for the stakeholder's reference. This is something you can do if a
stakeholder requests a copy of the finalised business document.
• Group discussion
You can opt to offer a new business document to multiple stakeholders at once when
presenting it. You can use a slideshow presentation to deliver the finalised business document,
highlighting significant elements of the document.
Information presented to stakeholders
Knowing how to present the finalised business documents is important, but it's also important to know
what information must be discussed when presenting new documents to stakeholders. When deciding
whether or not to deploy new business documents within the organisation, stakeholders seek specific
information.
The important pieces of information that must be communicated to stakeholders are listed below:
• Intention in producing the business document
When presenting newly developed business documents, it is critical that the people to whom
you are presenting them understand the document's value within the organisation. Justify why
the business document must be created and executed inside the company. Describe the
advantages of employing the business document that was created.
• Core information in the business document
Every document contains information that should be shared with anybody who reads it. The
people you are presenting to need to know what information is in the business document.
This helps people understand what to expect when using the document.
49
BSBTEC301
• Task and organisational requirements considered
As mentioned in previous chapters, the document you create must comply with task and
organisational requirements. When presenting the document, make sure the audience
understands which job and organisational criteria were taken into account. This gives
individuals confidence that the material is correct and meets all standards and regulations. If
necessary, the folks you're presenting to may also point out any missed tasks or organisational
needs.
• Application of the business document
When presenting a newly created business document, you must explain how to use it and
how it may be used for the organisation's business activities. This is critical since employees
will be the ones using the document throughout business operations. Therefore, they must
understand how to utilise and implement it. Failure to comprehend the proper application of
the document may result in the document and the information contained inside it being
mishandled.
50
BSBTEC301
Summary
It takes a lot of practice to learn how to create business documents that meet task and organisational
requirements. Before you begin working on the document, you must first choose and prepare the
materials that will be used. On business documents identical to the ones you'll be producing, you
must identify the task and organisational needs. These conditions must be completed in order to
reduce the number of issues that may arise when using the document.
The business document's design must adhere to the organisation's criteria. When preparing business
documents, each organisation has its own set of rules that must be followed. Stakeholder consultation
can assist you in developing and finalising a document that can be adopted inside the organisation.
You must give the finalised business documents to those who will be able to use them within the
organisation. It's important to remember that everyone in the company should be familiar with the
document's contents and how it is used.
End of Student Learning Guide
51
BSBTEC301

BSBTEC301 Design and Produce Business Documents: Student Learning Guide

Uploaded by

Document Information

Original Title

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

BSBTEC301 Design and Produce Business Documents: Student Learning Guide

Uploaded by

Copyright:

Available Formats

BSBTEC301

Design and Produce Business Documents

Student Learning Guide

Company: Dativity Pty Ltd

Elements and Performance Criteria

Element Performance Criteria

3.1 Complete document production according to organisational policies, procedures

In the course of the above, the candidate must:

▪ applying basic design principles

• use required data storage options.

Selecting technology for producing business documents

• Desktop computer or laptop

Selecting software applications for producing business documents

Microsoft Excel, or just Excel, is a spreadsheet-creation software programme from Microsoft.

Features of Excel include:

Conditional formatting enables users to set cell

Formulas allow calculations to be automated using data from other cells.

Microsoft PowerPoint, or simply PowerPoint, is a presentation-making software programme by

PowerPoint features include:

You can now use video clips in your presentations.

Microsoft Outlook, or simply Outlook, is an email management programme developed by

Outlook has the following features:

Outlook allows you to automatically segregate unnecessary emails, generally referred

WPS Office comprises the following software applications:

Using technology and software applications to produce business documents

The layout and style of your document's

Organisations create style guides when

▪ Time Management Strategies

• Letter and memo conventions

The convention or standard of document presentation employed by an organisation in the

1.3 Use basic design principles and ensure document design is

The emphasis on key information in the document is referred to as contrast. Important

In today's business world, almost every

Consider the main four banks in Australia:

Consultation with relevant stakeholders

Task requirements on format and style

Companies strive to achieve success in developing a positive or well-regarded image of themselves

• Company Colour Scheme

• Relevant Details in the Header/Footer

• Voice and Video Call

The design of the document is just as

Organisations frequently create a style

To begin, you must learn to recognise,

2.1 Identify, open, and create files according to task and

• Organisational Policies and Procedures

• Portable Document File (PDF)

• Double-clicking the application’s icon

• Using the Start button

2.2 Design document and ensure efficient entry of information

Designing business documents using style guide

Organisations set and execute document

A style guide is a set of instructions and

Assessing the efficiency of entries of information in a business document

The comprehensibility of a business document is referred to as readability. The information in

2.3 Use a range of functions to ensure consistency of design and

• Header and footers

The steps for using headers and footers are as follows:

▪ Go to the Insert tab and click it.

Following these steps will give you access to a number of styles:

The bordering of tables in a document is known as table borders. In document creation

• Bullets and numbering lists

Captions can be added by following these steps:

1. The sort of material that will be contained in the document.