Introduction
This report explores the documentation practices within a business setting, following a meeting with a manager to confirm the range of documents used and the rationale behind their uniformity. The purpose is to provide a clear understanding of how documents such as event posters, team sheets, newsletters, emails, and social media posts are structured in terms of purpose, content, style, and deadlines. Additionally, it examines the methods used for researching and quality-checking content and compares different technological tools for document creation. This analysis is vital for ensuring consistency and efficiency in business communication, as well as aligning with organisational goals. The report addresses these aspects through a structured evaluation, informed by academic literature and practical examples, to highlight their significance in a professional environment.
Agreed Purpose, Content, Style, and Deadlines for Documents
In consultation with the manager, it became evident that various documents serve distinct purposes within the business setting. Event posters are designed to advertise upcoming activities, requiring visually appealing content with concise information about dates, times, and locations, typically adhering to a vibrant and engaging style to attract attention. Their deadlines are often set at least two weeks prior to the event to allow for effective dissemination. Team sheets, conversely, are functional documents listing project members and roles, drafted in a formal, tabulated style for clarity, with deadlines aligned with project kick-off dates. Newsletters aim to inform stakeholders about organisational updates, adopting a professional yet approachable tone, and are usually distributed monthly, with content finalised a week in advance. Emails serve as immediate, formal communication tools, with content varying from brief updates to detailed proposals, and deadlines often depend on urgency—sometimes within hours. Social media posts, intended for public engagement, use an informal, catchy style, with content planned weekly to maintain relevance. Uniformity in these documents, as noted by Saunders et al. (2016), enhances brand consistency and ensures coherent communication across platforms, justifying the structured guidelines for each type.
Researching Content: Fact and Quality Checking
Ensuring the accuracy and quality of content for these documents is paramount. The process begins with identifying credible sources, such as official company reports, industry publications, and peer-reviewed articles, to gather relevant data. For instance, when creating a newsletter on market trends, content is sourced from recognised business journals or authoritative websites like the UK government’s business statistics pages. Once collected, facts are cross-verified against multiple sources to confirm accuracy, a practice supported by Bryman (2016), who emphasises the importance of triangulation in research. Quality checking involves reviewing the relevance and clarity of information, often through peer feedback or managerial input, to ensure alignment with organisational standards. This rigorous approach minimises errors and upholds the credibility of the business’s communication.
Comparison of Technologies for Document Creation
To create these documents, various technologies can be employed, each with distinct advantages and limitations. Firstly, Microsoft Word is widely used for drafting newsletters, emails, and team sheets due to its comprehensive formatting tools and compatibility with other software. However, it lacks advanced design features for visually intensive documents like posters. Secondly, Adobe InDesign offers superior graphic design capabilities, making it ideal for event posters and newsletters with heavy visual elements, though it requires more technical expertise and time investment. Thirdly, Canva provides a user-friendly platform for creating social media posts and posters with pre-designed templates, which is beneficial for quick turnarounds, but its customisation options are limited compared to InDesign. As Kotler and Keller (2016) suggest, the choice of technology should align with the document’s purpose and the user’s skill level, ensuring efficiency without compromising quality. These tools, when used appropriately, facilitate effective communication and presentation to peer groups by balancing functionality and aesthetics.
Conclusion
In summary, the uniformity of documentation within a business setting, as confirmed through a managerial meeting, ensures consistency and professionalism across event posters, team sheets, newsletters, emails, and social posts. Each document adheres to specific purposes, content styles, and deadlines, underpinned by a rationale of organisational coherence. The research process for content involves sourcing credible information and rigorous fact-checking to maintain quality, while technologies like Microsoft Word, Adobe InDesign, and Canva offer varied benefits for document creation, tailored to specific needs. The implications of these practices are significant, as they enhance communication efficiency and uphold the business’s reputation. Future considerations could include training staff on advanced tools to further streamline document production and ensure adaptability in a dynamic business environment.
References
- Bryman, A. (2016) Social Research Methods. 5th edn. Oxford: Oxford University Press.
- Kotler, P. and Keller, K. L. (2016) Marketing Management. 15th edn. Harlow: Pearson Education.
- Saunders, M., Lewis, P. and Thornhill, A. (2016) Research Methods for Business Students. 7th edn. Harlow: Pearson Education.
