POWERPOINT PRESENTATION

BSBWRT411

Write complex documents

Draft Complex
Document
2.1 Confirm Information is Cohesive and Satisfies Document
Purpose and Requirements
Writing a draft is perhaps the hardest step in writing a complex document. When making your
draft, always remember that a rough draft is a long way from your finished document. It is okay
for this process to take time.
Before you begin writing your draft, ensure that the information you gathered makes sense and
satisfies the purpose and requirements of your document.
 Remember to comply with the document requirements your organisation follows, including:
• Compliance with genre
• Compliance with proformas and standardised reporting requirements
• File types and sizes for online documents
• Language requirements
• Organisational policies and procedures

2.1 Confirm Information is Cohesive and Satisfies Document Purpose and Requirements
 Remember to comply with the document requirements your organisation follows, including:
• Point numbering systems
• Illustrative materials
• References, footnotes, citations, and acknowledges
• Timelines
• Words
• Writing styles

2.1 Confirm Information is Cohesive and Satisfies Document Purpose and Requirements
 Check the reliability and relevance of the information you are using. The following questions
will assist you in obtaining relevant information:
• What kind of problem are you dealing with?
• What type of information is required?
• Where will you be obtaining this information?
• How will you be obtaining this information?
• Is the information you obtained based on facts and credible evidence?
• Does the information comply with the organisation’s policies and procedures?

2.1 Confirm Information is Cohesive and Satisfies Document Purpose and Requirements
 It is important to obtain your material from relevant sources. A relevant source:
• Supports the topic
• Contains recent information
• Contains complete information

2.1 Confirm Information is Cohesive and Satisfies Document Purpose and Requirements
 Relevant sources include:
• Materials published within the last 10 years
• Academic databases (JSTOR, Elsevier, Science Direct)
• Materials from Google Scholar
• Research articles written by respected and well-known authors
• Trusted websites (.edu, .gov, .ac)

2.1 Confirm Information is Cohesive and Satisfies Document Purpose and Requirements
 There are many ways to collect data from credible sources. Some common data collection
methods are:
• Surveys and questionnaires
• Records and documents
• Interviews
• Journal articles
• Suggestions and complaints
• Public notices

2.1 Confirm Information is Cohesive and Satisfies Document Purpose and Requirements
 After gathering information, you must confirm its cohesiveness. Ask yourself the following
questions to help you determine if the information you gathered is coherent:
• Will this information be useful?
o Is it relevant to my task?
o Does it relate to my topic?
o Does it help me answer a question or solve a problem?

2.1 Confirm Information is Cohesive and Satisfies Document Purpose and Requirements
 Ask yourself the following questions to help you determine if the information you gathered is
coherent:
• How understandable is this information?
o If I find it difficult to understand, do I have to use it?
o Can I choose other information that I do understand?
o Does it provide specific information?

2.1 Confirm Information is Cohesive and Satisfies Document Purpose and Requirements
 Ask yourself the following questions to help you determine if the information you gathered is
coherent:
• Do I really need to use this information?
o Is it essential information?
o How does it help me write my document?
o Is it the best example or most relevant piece of evidence? Do I have better material?

2.1 Confirm Information is Cohesive and Satisfies Document Purpose and Requirements
 Ask yourself the following questions to help you determine if the information you gathered is
coherent:
• How reliable is this information?
o Does this material come from a reputable and unbiased source?
o Is the author an acknowledged expert in the field?

Always make sure that the information you obtain is credible, relevant, reliable, and coherent.
Obtaining information from credible sources helps you separate opinions from facts and stay
focused on the problem by making sure your ideas are consistent.

2.1 Confirm Information is Cohesive and Satisfies Document Purpose and Requirements
2.2 Develop Draft Document to Communicate Data, Information and
Knowledge According to Organisational Policies and Procedures

Draft writing is one of the most important steps in the writing process. Drafts are important
because they allow you to formally gather your ideas and information.
 When writing your draft, always remember to:
• Create a content overview
o The first step in creating a draft and writing your document
o Helps you stay focused on your goals
o Reminds you of what you need to accomplish
o Provides you with a guide for the topics you will be writing about

2.2 Develop Draft Document to Communicate Data, Information and Knowledge According to Organisational Policies and
Procedures
 When writing your draft, always remember to:
• Create a content overview
o Arrange your headings and ideas properly
o Make sure that your headings follow your document’s purpose

2.2 Develop Draft Document to Communicate Data, Information and Knowledge According to Organisational Policies and
Procedures
 When writing your draft, always remember to:
• Research on your topic
o Helps ensure that what you are writing is credible and accurate
o Research on your topic before you start writing your text

• This will help you identify potential changes in your document.

• It will also help you determine information that is available, which can, in turn,
help you determine what you will write.

2.2 Develop Draft Document to Communicate Data, Information and Knowledge According to Organisational Policies and
Procedures
 When writing your draft, always remember to:
• Make time for writing
o Set goals and deadlines for yourself
o Keep a record of your daily progress

2.2 Develop Draft Document to Communicate Data, Information and Knowledge According to Organisational Policies and
Procedures
 When writing your draft, always remember to:
• Work ahead
o You may skip certain sections while writing and come back to them later
o You may choose to work on your document’s body and work backwards towards
your topic sentences or introductory paragraph

2.2 Develop Draft Document to Communicate Data, Information and Knowledge According to Organisational Policies and
Procedures
 To communicate your information properly through your draft, you must:
• Process your raw data into meaningful information
o Raw data is obtained through various means, like statistics, surveys, experiments,
and interviews.
o Your audience will not be able to understand these values if you will not process
them into something that can be easily understood.

2.2 Develop Draft Document to Communicate Data, Information and Knowledge According to Organisational Policies and
Procedures
 To communicate your information properly through your draft, you must:
• Process your raw data into meaningful information
o You may interpret your data by:

• Stating what you learned from your data

• Backing up what you learned by explaining the data you obtained
• Explaining why your data is important

2.2 Develop Draft Document to Communicate Data, Information and Knowledge According to Organisational Policies and
Procedures
 To communicate your information properly through your draft, you must:
• Use an effective means to deliver your information
o Choosing the best medium to convey your message is important in communicating
information.
o Select the best means of communication that is appropriate to your audience and
purpose.

2.2 Develop Draft Document to Communicate Data, Information and Knowledge According to Organisational Policies and
Procedures
 To communicate your information properly through your draft, you must:
• Consider your organisation’s policies and procedures
o Policies and procedures help ensure that you are presenting information in
compliance with:
• Legislative requirements
• Rules of writing
• Your organisation’s guidelines

2.2 Develop Draft Document to Communicate Data, Information and Knowledge According to Organisational Policies and
Procedures
2.3 Identify Gaps in Required Data, Information and Knowledge,
and Collect Additional Material from Relevant Sources, If Required

Gaps are a normal occurrence in the writing process. However, they must always be identified
to prevent inconsistencies in the information you present in your document.
 2.3.1 Checking Details
• This will also help you identify information that may not be needed in your document.
• Evaluate the information you have for its relevance, quality, and usefulness to your work.
• You may ask yourself the following questions to do so:
o Is your document's content relevant?
o Is your subject clearly defined?
o Does your text support your subject?

2.3 Identify Gaps in Required Data, Information and Knowledge, and Collect Additional Material from Relevant Sources, If
Required
 2.3.2 Collecting Additional Material
Further research is necessary if your current information is not enough to fulfil the document’s
purpose. Relevant sources you refer to include:
• Materials published within the last 10 years
• Academic databases
• Materials from Google Scholar
• Trusted websites
• Research articles written by respected and well-known authors

2.3 Identify Gaps in Required Data, Information and Knowledge, and Collect Additional Material from Relevant Sources, If
Required
2.4 Draft Text According to Document Purposes and
Requirements

Aside from organisational policies and

procedures, you must also consider your
document’s purposes and requirements.
These are important because they help you
convey a sense of professionalism when writing
your document.
 All documents have their own requirements. As previously mentioned, those you may
encounter in the writing process include:
• Compliance with genre
• Compliance with proformas, standardised reporting requirements, or undertakings
• File types and sizes for online documents
• Organisational policy, procedures, and guidelines applying to writing documents
including house style
• Writing styles, including simplicity of English and the use of technical language

2.4 Draft Text According to Document Purposes and Requirements

 You cannot write a cohesive document or draft without knowing its purpose – the single reason
for writing your document. You must consider this while drafting your text.
Common uses for documents include:
• Conveying research findings
• Influencing attitudes, opinions and beliefs
• Meeting legal requirements
• Meeting other data, information or knowledge of an audience
• Proposing recommendations, options and actions

2.4 Draft Text According to Document Purposes and Requirements

 In this presentation, we have covered:
What have  Plan complex document

we learned?  Draft complex document

 Finalise complex document
End of Chapter 2