Organizations are using different types of documents, the diversity of documents types is related to the type of audiences and the communication style. It is important to know the audience type either large or small groups of people, their similarities as classmates or a range of various customers. Classifying the audiences’ needs assist in deciding the communication style and the writing language.
This report concerns with writing simple documents, including, communication styles, the different types of workplace documents, the types of the audiences and selection of appropriate communication style, reviewing draft documents, describing the responsible person for proofreading the documents, filling systems and ensuring that the documents are consistent with the organizational protocols. The practical part of the report focuses on the application of writing simple documents in the XYZ Child Care Centre.
The communication style could be formal or informal. According to the style of communication, the form of the document will be selected. Most of the organizational communications are formal communications which require a formal style of documents even if both of the sender and receiver know each other in an informal way.
Informal communication style is used in informal occasions for the organizational staff. The language style of the informal documents has to be polite and inclusive. Also, memos have to be formal and specific. Informality could reduce the importance of the memo.
Formal documents do not require the passive language, as active language is preferred. Active language means to mention the sender pf the message first to clarify the meaning to the reader.
The written language should be inclusive by writing to all of the receivers in the same way and not let any of them feel neglected or excluded. For example, to avoid gender discrimination.
Different receivers require different styles of communication. For example, emailing friends or family members is usually written in an informal way, but writing to the manager at work requires formality.
The best way to introduce the document is very important, concerning the document format and structure should be considered when writing documents.
There are different types of workplace documents, including, reports, business letters and faxes, meeting documentations, memos and emails, reports, briefing papers, tables and forms. Standard templates are required to be used for reports, letters, memos and faxes. The set of guiding rules to be followed in document formatting are called the protocol. The communication protocol provides a framework which includes the font style and page layout.
Example1: Writing a report to be submitted by the customers, which is mainly produced to provide the organizational customers with updated information about the organizational activities. The report should consider the right tone for the reader. This tone is meant to build good relations with the customers. The organizational report should be very formal in communication.
Example 2: Sending an official email to the clients to announce the introduction of a new product. This email should be formal, affect the client positively, using attractive words to influence the clients to buy the new product, it also should be polite, tacit and active as the email is used in distance communication.
The written document should be reviewed before dissemination. Accuracy of the document is very important. It is beneficial to ask someone else to double check the document to prove its accuracy, relevance and that its information is updated. A checklist should be used to verify that information is checked according to (accuracy, timeliness, relevance, clarity, all of the required resources are included, good format and good utilization of graphics).
The factors that affect planning, sequencing and prioritising tasks and workload when preparing draft documents could be as follows:
Reviewing the document requires reading the draft document to assure its accuracy, better presented, correct language and suitable tone. The responsible for proofreading the draft document should consider the clarity, conciseness, correctness and courteous. Deciding the responsible person for proofreading the draft document is done according to the internal system of the organization. The majority of documents have to be checked by the senior person, smaller documents could be reviewed by the team leader or the colleagues.
Organisational policies and procedures for filing document copies could be electronic or paper-based documentation system. Documentation systems include, recording the basic information of documents, making regular backups and reporting problems related to the software of the electronic system.Ensuring draft documents comply with organisational templates, style guides and procedures, and legal and regulatory requirements
In order to ensure the compliance of the draft document with the organisational templates, style guides and procedures, and legal and regulatory requirements, a checklist is used to verify that the draft document covers certain items as follows:
Conclusion
This report discussed the different ways and purposes of writing simple documents. The communication style could be formal or informal, although, most of the organizational communications are formal. There are different types of workplace documents, including, reports, business letters and faxes, meeting documentations, memos and emails, reports, briefing papers, tables and forms. The written document should be reviewed before dissemination to ensure its accuracy. Deciding the responsible person for proofreading the draft document is done according to the internal system of the organization.
Organisational policies and procedures for filing document copies could be electronic or paper-based documentation system. A checklist is used to verify that the draft document covers certain items in compliance to the organizational protocol.
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