Harvest Education Technical College | www.hetc.edu.au ABN 68 139 417 497 | RTO Code: 31671 | CRICOS Code: 03243A Assessment Task 1 of 2 – Drafting and planning documents 1 Qualification Qualification code BSB30415 Qualification name Certificate III Business Administration 2 Unit(s) of competency to which this Assessment Task relates Unit code and name Link to the Unit assessment requirements in training.gov.au BSBWRT301 Write simple documents For further information about this Unit of Competency go to: 3 https://training.gov.au/Training/Details/BSBWRT301 Purpose This Assessment Task is designed for you to demonstrate your knowledge about creating simple business documents. 4 Location/context/conditions of assessment This Assessment Task is to be conducted in your own time. 5 Resources supplied by assessor For this Assessment Task access the following documents: • HFG_Style Guide student resource from Moodle • HFG_Workstation_checklist • HFG report template 6 Resources to be provided by student Personal computer with internet access You will need access to software applications enabling you to demonstrate basic wordprocessing skills e.g. Microsoft Word BSBWRT301_ AT 1of2_V1.0_RB Updated: 24 July 2017 1 of 12 Harvest Education Technical College | www.hetc.edu.au ABN 68 139 417 497 | RTO Code: 31671 | CRICOS Code: 03243A 7 Your Assessment Task Before you commence work save this document as BSBWRT301_AT_1 of 2_[Your Name]. Use this document to enter your responses as directed. Scenario You are Ebony Reid Executive Assistant to Erin Biggs National Business Manager for Harvest Franchise Groups (HFG). Erin has a team of Business Leads who report directly to her. Erin is busy and very organised. • She has scheduled regular one-on-one meetings with you every Monday at 9am. • Once a month she dictates the main topics of her monthly update. You are responsible for creating this update and sending it out to the team of Business Leads. • As Executive Assistant, you are often tasked with other projects, which involves checking and correcting other people’s work. Instructions This assessment requires you to produce 2 workplace documents following the policies and procedures of HFG. The 2 documents are: • • Monthly team update – using HFG report template. Stakeholder report. It is Monday 21 August 20XX Erin has asked you to: • plan for drafts of both documents • create drafts of both documents • proof read and check both documents using a checklist. Before you begin, familiarise yourself with HFG_Style Guide student resource. This is the main source of organisational requirements for document creation. Once you have completed both drafts (and checked them) email the final versions them to her by Wednesday 23 August 20XX. She will proofread and check each final document for: • sequence and structure • that they meet organisational requirements • for suitability of tone, purpose, format, and communication style • for readability, grammar and spelling and how well your sentences/paragraphs are written. Remember all changes need to be consistent with the HFG_Style Guide student resource. This is the main source of organisational requirements for document creation. Upload this assessment and both drafts at the end of the Assessment Task and wait for feedback from your assessor before beginning the second Assessment Task. BSBWRT301_ AT 1of2_V1.0_RB Updated: 24 July 2017 2 of 12 Harvest Education Technical College | www.hetc.edu.au ABN 68 139 417 497 | RTO Code: 31671 | CRICOS Code: 03243A Question 1 - Check your workspace Before you start work you need to know the space you are working in is safe and organised so you can undertake the work required. For example, is the space set up with the right equipment and the right tools for your work? To be sure, you need to complete the HFG_Workstation_checklist and provide a photograph of your workspace. This will be uploaded at the end of this Assessment Task. Open the checklist and save it as HFG_Workstation_checklist_[Your Name]. Please note: If you have undertaken this task in a previous unit for this qualification, use this work here. If not complete the checklist as instructed. You will be able to use this in another Assessment Task for another unit. Question 2 - Plan the Monthly update for August During your regular Monday 21 August 20XX morning catch up, Erin provides the details for the Monthly team update for August she would like you to produce and send to all Business Leads. Role play this conversation with your assessor who will play the role of Erin. Your assessor has the details for the August update. Do the following in conversation with Erin (your assessor). • Listen, clarify and understand the information received from ‘Erin’ for you to create the August update. • Complete the planning document (below). • Describe at least 2 different communication methods. This conversation may be completed either face-to-face or using a video on line application, (e.g. Skype, Zoom etc.). Discuss the best way to do this with your assessor, they may have another preference, please make arrangements with your assessor. Remember you need to create the August Update document from the conversation, take notes to avoid missing details. Planning document – Monthly update for August Steps in planning Description Who is the audience for this document? Complete What is the purpose of the document Complete What format needs to be used for this document? Complete How should the document be structured? Complete List the key points to be included Complete BSBWRT301_ AT 1of2_V1.0_RB Updated: 24 July 2017 3 of 12 Harvest Education Technical College | www.hetc.edu.au ABN 68 139 417 497 | RTO Code: 31671 | CRICOS Code: 03243A Planning document – Monthly update for August Steps in planning Description What organisational requirements are you to follow? Complete How will you address the audience? Complete What style or method of communication should be used in this document? (Formal, informal). Explain why. Complete How will the information be communicated? What software will you choose to create the document? Complete The purpose of this is to gain the information you need to complete the monthly update and to demonstrate your ability to interact with others, use appropriate communication skills and take notes so you can complete the planning document in for this question. In your interaction, your assessor will be looking for the following: The student demonstrated the following during the presentation: Y/N Used appropriate verbal and non-verbal skills for communication to seek further information or confirm task requirements Identified and describes different communication methods. Interacted with others by following workplace communication practices Used appropriate language/terminology. Actively listened and asked the right questions. Question 3 – Create the draft of Monthly update for August Create a draft of the monthly update, ensure you communicate the key points and any additional information you planned for the document in question 1. Use the HFG report template provided in Moodle. Save as HFG_August_Update_Draft_[Your Name] Question 4 – Proof read Monthly update for August Complete the document review checklist below for the draft August Update you completed in question 2. Proofread and check each review item carefully. If you answer ‘No’ to any item, you must write a comment explaining what you will do to rectify it in your document. BSBWRT301_ AT 1of2_V1.0_RB Updated: 24 July 2017 4 of 12 Harvest Education Technical College | www.hetc.edu.au ABN 68 139 417 497 | RTO Code: 31671 | CRICOS Code: 03243A Review document for: HFG_August_Update_Draft_[Your Name] Review item Y N Comments Is the document suitable for its purpose? Is the tone of the document appropriate? Is the chosen format, purpose and communication style appropriate? Is it free from spelling and grammar errors? Does the document have the correct sentence and paragraph construction? Is the document sequenced and structured appropriately? Does the document meet the requirements of the business? Question 5 – Amend Monthly update for August Make final changes to your document after completing your review. Save your document as HFG_August_Update_Final_[Your Name]. Implement all feedback from your own observations. File this document as instructed by Erin (Upload this at the end of this Assessment Task). Scenario While you wait for the feedback from Erin you get on with the stakeholder report. It’s Tuesday 22 August 20XX, Erin has left a note on your desk (see below) asking you to create a stakeholder report to inform Simon Wong, the COO on the progress of the sales team for July. Simon needs this information urgently for a meeting he is attending on Thursday morning, 24 August 20X. Use the note from Erin to help you create the stakeholder report. HFG does not have a stakeholder report template, so design one. Remember to refer to the organisations policies, procedures and Style Guide. Good morning Ebony Stakeholder report urgently required for Simon Wong. Needs by Wed COB. We BSBWRT301_ AT 1of2_V1.0_RB Updated: 24 July 2017 5 of 12 Harvest Education Technical College | www.hetc.edu.au ABN 68 139 417 497 | RTO Code: 31671 | CRICOS Code: 03243A don’t have template –can you design one.? Send it to me when complete. Detail for stakeholder report: Business leads – for July • Harvest Lawn Mowing – 5 new, 3 signed up QLD • Harvest Cleaning Services – 2 new, 2 signed up QLD • Harvest Dry Cleaning Services – 0 leads • Harvest Home Handyman Services – 3 new, 1 signed up WA Discounted insurance to franchisees • No uptake of insurance policies in July Thanks, Erin Question 6 – Plan the stakeholder report Complete the planning form below for the stakeholder report to be developed for Simon. Steps in planning Description Who is the audience of this document? Complete What is the purpose of the document Complete What format needs to be used for this document? Complete How should the document be structured? Complete List the key points to be included Complete What organisational requirements are you to follow? Complete How will you address the audience? Complete What style of communication should be used in this document? (Formal, informal, passive, active, inclusive etc.) Explain why. Complete How will the information be communicated? What software will you choose to create the document? Complete Question 7 – Create the draft stakeholder report Create a draft of the stakeholder report, ensuring you communicate the key points and follow any additional information you have planned for the document in question 3. BSBWRT301_ AT 1of2_V1.0_RB Updated: 24 July 2017 6 of 12 Harvest Education Technical College | www.hetc.edu.au ABN 68 139 417 497 | RTO Code: 31671 | CRICOS Code: 03243A Save this as HFG_July_Stakeholder_Report_[Your Name] Question 8 - Proof read stakeholder report Complete the document review checklist for HFG_July_Stakeholder_Report_Draft_[Your Name]. Proofread and check each review item carefully. If you answer ‘No’ to any item, you must write a comment explaining what you will do to rectify it in your document. Include any feedback from your assessor in this document and how you can address any issues. Review document for: Review item HFG_July_Stakeholder_Report_Draft_[Your Name] Y N Comments Is the document suitable for its purpose? Is the tone of the document appropriate? Is the chosen format and communication style appropriate? Is it free from spelling and grammar errors? Does the document have the correct sentence and paragraph structure? Is the document sequenced and structured appropriately? Does the document meet the requirements of the business? Question 9 – Amend stakeholder report Make final changes to your document after completing the review and save this as HFG_July_Stakeholder_Report_Final_[Your Name]. Implement all feedback from your assessor and your own observations. File this document as instructed by Erin (Upload this at the end of this Assessment Task). Question 10 The tone of your document can be influenced by the audience, purpose and method of communication. Explain the tone you used to create the monthly update or the Stakeholder report and why. BSBWRT301_ AT 1of2_V1.0_RB Updated: 24 July 2017 7 of 12 Harvest Education Technical College | www.hetc.edu.au ABN 68 139 417 497 | RTO Code: 31671 | CRICOS Code: 03243A Question 11 Email your final documents to Erin (your assessor). Erin needs to check them for you make sure you ask her specifically for the areas you might need to improve. Make sure the organisation naming protocol is followed for your required drafts and final documents. • August update • July stakeholder report To Complete CC Send  Date/time Complete Subject Complete Complete Dear Complete Complete Kind regards Your name [Your title/position] p: 07 3344 1922 m: 0423 567 834 e: first name.lastname@hfg.com www.hfg.com ABN 68 139 417 497 1993 Logan Road Upper Mount Gravatt Brisbane Qld 4122 8 What is required to achieve ‘Satisfactory’ for this Assessment Task? This Assessment Task is the first of 2 tasks. You must be marked as satisfactory for all tasks to be assessed as ‘competent’ in this Unit of Competency. BSBWRT301_ AT 1of2_V1.0_RB Updated: 24 July 2017 8 of 12 Harvest Education Technical College | www.hetc.edu.au ABN 68 139 417 497 | RTO Code: 31671 | CRICOS Code: 03243A 9 How to submit this Assessment Task When you are confident you have met all requirements for this Assessment Task, submit your work as follows: When? Your assessor will let you know the date and time for submission of this Assessment Task. # of attempts you have at this Assessment Task 2 attempts are permitted If your work is to be resubmitted you will be advised of the time and date for resubmission. Where? Upload to the submission portal for Assessment Task 1 of 2 in Moodle. What? Upon submitting your work to Moodle, you are required to authenticate your work as your own. Example Submission checklist BSBWRT301_AT_1 of 2_[Your Name] HFG_Workstation_checklist_[Your Name] HFG_August_Update_Draft_[Your Name] HFG_August_Update_Final_[Your Name] HFG_July_Stakeholder_Report_Draft_[Your Name] HFG_July_Stakeholder_Report_Final_[Your Name] BSBWRT301_ AT 1of2_V1.0_RB Updated: 24 July 2017 9 of 12 Harvest Education Technical College | www.hetc.edu.au ABN 68 139 417 497 | RTO Code: 31671 | CRICOS Code: 03243A Feedback sheet Assessment Task 1 of 2 – Planning and drafting documents This document describes how you will be assessed and what evidence you need to submit to demonstrate Competency in respect of this Assessment Task. This is the list the assessor will use to mark your work. Feedback details Item Has the student … (match Assessment Task numbering) Is result satisfactory? Check appropriate box Comments by assessor to support result if MER or No Q1 Completed HFG_Workstation_checklist_[Your Name] Q2 Participated in oral communication to discuss planning ☐ Yes ☐ MER ☐ No Insert here. Q2 Listened, clarified and understand information received from ‘Erin’ to create the August update. ☐ Yes ☐ MER ☐ No Insert here. Q2 Described at least 2 different communication methods. ☐ Yes ☐ MER ☐ No Insert here. Q3 Created a draft of the monthly update ☐ Yes ☐ MER ☐ No Insert here. Q4 Proof read the Monthly update draft document and completed the checklist provided. ☐ Yes ☐ MER ☐ No Insert here. Q5 Made changes to the draft document and saved as Final. ☐ Yes ☐ MER ☐ No Insert here. Q6 Completed the planning form for the stakeholder report ☐ Yes ☐ MER ☐ No Insert here. Q7 Create a draft of the stakeholder report ☐ Yes ☐ MER ☐ No Insert here. Q8 Proof read the stakeholder report draft document and ☐ Yes ☐ MER ☐ No Insert here. BSBWRT301_ AT 1of2_V1.0_RB Updated: 24 July 2017 10 of 12 Harvest Education Technical College | www.hetc.edu.au ABN 68 139 417 497 | RTO Code: 31671 | CRICOS Code: 03243A Item Has the student … Is result satisfactory? (match Assessment Task numbering) Check appropriate box Comments by assessor to support result if MER or No completed the checklist provided. Q9 Made changes to the draft document and saved as Final. ☐ Yes ☐ MER ☐ No Insert here. Q10 Explained the tone used to create the monthly update or the Stakeholder report and why. ☐ Yes ☐ MER ☐ No Insert here. Q11 Emailed both final documents to Erin (your assessor). Asking Erin to check them specifically for the areas which might need improving. ☐ Yes ☐ MER ☐ No Insert here. Q11 Followed organisation naming protocols for both drafts. ☐ Yes ☐ MER ☐ No Insert here. Result Has the student submitted a completed and signed Authentication Statement? ☐ Yes ☐ No Has reasonable adjustment been made by the assessor in assessing the student’s competency in respect of this Assessment Task? ☐ Yes ☐ No If Yes, the assessor must specify the arrangements of the reasonable adjustment. Name of assessor Signature of assessor Date of assessment Click here to enter a date. Overall Result for this Assessment Task Satisfactory ☐ BSBWRT301_ AT 1of2_V1.0_RB Updated: 24 July 2017 11 of 12 Harvest Education Technical College | www.hetc.edu.au ABN 68 139 417 497 | RTO Code: 31671 | CRICOS Code: 03243A Not Satisfactory ☐ More Evidence Required (MER) ☐ If resubmission is required, provide date Click here to enter a date. If resubmission is required, specify requirements Insert here as required. E.g. The following specific parts of the Assessment Task must be resubmitted. or E.g. The complete Assessment Task is to be resubmitted. BSBWRT301_ AT 1of2_V1.0_RB Updated: 24 July 2017 12 of 12 Harvest Franchising Group www.hfg.com ABN 68 139 417 497 Report Contents 1. Topic .............................................................................................................................. 2 2. Topic .............................................................................................................................. 2 3. Topic .............................................................................................................................. 2 20180506175049hfg_august_update_draft Updated: 14 May 2019 1 of 2 Harvest Franchising Group www.hfg.com ABN 68 139 417 497 1. Topic 2. Topic 3. Topic (Change your headings as required) 20180506175049hfg_august_update_draft Updated: 14 May 2019 2 of 2 HFG STYLE GUIDE Version control Version Description Date Modified Author 1.0 Document released 25/06/17 Jo King Harvest Franchising Group www.hfg.com ABN 68 139 417 497 Table of contents Version control ...................................................................................................................... 2 Purpose ............................................................................................................................. 5 Aims .................................................................................................................................. 5 Use this Guide as a simple reference text. ..................................................................... 5 1. File naming .................................................................................................................... 6 2. Storage of HFG documents ........................................................................................... 7 3. Logo .............................................................................................................................. 8 3.1 Background ................................................................................................................. 8 3.2 4. Size and position .................................................................................................... 8 Typography (Font) ......................................................................................................... 9 4.1. Headings and normal text ....................................................................................... 9 4.2. Tables ................................................................................................................... 10 4.3.2 Numbered lists ............................................................................................... 11 5. Colours ........................................................................................................................ 12 6. Writing ......................................................................................................................... 13 7. 6.1 Numbers ............................................................................................................... 13 6.2 Ranking numbers .................................................................................................. 13 6.3 Currency ............................................................................................................... 14 6.4 Phone numbers .................................................................................................... 14 6.5 Times of the day ................................................................................................... 14 6.6 Dates .................................................................................................................... 14 6.7 Metric symbols ...................................................................................................... 15 6.8 Open punctuation ................................................................................................. 15 6.9 Lists ...................................................................................................................... 15 6.10 End of paragraphs ................................................................................................ 15 6.11 End of sentences .................................................................................................. 16 6.12 Titles ..................................................................................................................... 16 6.13 Hyperlinks ............................................................................................................. 16 6.14 Slashes ................................................................................................................. 16 6.15 A few common abbreviations ................................................................................ 16 6.16 Grammar and spelling ........................................................................................... 17 Layout .......................................................................................................................... 18 20180506175050hfg_style_guide_student_resource_v1.2_rb Updated: 14 May 2019 3 of 28 Harvest Franchising Group www.hfg.com ABN 68 139 417 497 7.1. Cover sheet .......................................................................................................... 18 7.2. Margins ................................................................................................................. 18 7.3. Headers and footers ............................................................................................. 18 7.4. Page numbering ................................................................................................... 18 7.5. Images .................................................................................................................. 19 7.5.1. Copyright ....................................................................................................... 19 7.5.2. Purchased images or those where permission is given .................................. 19 7.5.3. Attribution of an image used under Creative Commons or freely available ..... 20 7.6. 8. 9. Multi-page documents........................................................................................... 20 7.6.1. Cover pages .................................................................................................. 20 7.6.2. Table of contents ........................................................................................... 21 Presentations ............................................................................................................... 22 8.1 Consistency and design ........................................................................................ 22 8.2 Presenter notes .................................................................................................... 22 8.3 Graphics, charts and tables .................................................................................. 22 8.4 Styles and font requirements ................................................................................ 22 Punctuation, abbreviations, numbers and general information ..................................... 24 9.1. Punctuation ....................................................................................................... 24 9.1.1. Commas and semicolons ............................................................................... 24 9.1.2. Colons ........................................................................................................... 24 9.1.3. Quotation marks ............................................................................................ 25 9.1.4. Hyphens, slashes, dashes and dots............................................................... 25 9.1.5. Capital letters ................................................................................................. 26 9.2. Abbreviations ........................................................................................................ 26 9.2.1. 9.3. Apostrophes .................................................................................................. 26 General information .............................................................................................. 27 9.3.1. Gender........................................................................................................... 27 9.3.2. Culture ........................................................................................................... 28 20180506175050hfg_style_guide_student_resource_v1.2_rb Updated: 14 May 2019 4 of 28 Harvest Franchising Group www.hfg.com ABN 68 139 417 497 Purpose The purpose of this Style Guide is direct and guide all personnel on the requirements for producing documents by or on behalf of Harvest Franchising Group (HFG). The reputation of HFG as a professional organisation partially depends on its branding and positioning in the marketplace. The presentation of materials is a part of that reputation. Aims This Style Guide has 3 aims: 1. to encourage consistent style across all documents relating to HFG 2. to enable publications to be of a uniform standard in keeping with our professional reputation 3. to provide a quick guide to common areas of confusion in the production of documents. Use this Guide as a simple reference text. In cases where this Style Guide does not provide an answer to an issue that may arise, follow: • the Macquarie Dictionary • the Australian Oxford Dictionary • Style manual for authors, editors and printers. (6th edition) (2002). Australia: John Wiley & Sons Australia, Ltd. hereafter referred to as: ‘Style manual 6th edition’. 20180506175050hfg_style_guide_student_resource_v1.2_rb Updated: 14 May 2019 5 of 28 Harvest Franchising Group www.hfg.com ABN 68 139 417 497 1. File naming The management of large numbers of documents within an organisation is impossible (and indeed chaotic) without a file naming protocol or convention. It is expected that you will name your document according to the following convention. HFG_Name of document_V1.0_YY • V1.0 means it is the original version. For major amendments go to 2.0 and for minor amendments name your saved version 1.1. 1.2 etc. • YY is the author’s initials. Example: An original document written by Joe Bloggs may be: HFG _Annual Report_ V1.0_JB A different staff member, Sara Jones, reviews the Annual Report and adds a cover page and some extra sections. The new version will be: HFG_Annual Report_ V2.0_SJ Joe Bloggs then reviews and corrects a couple of typos. The new version will be: HFG_Annual Report_ V2.1_JB Sara Jones then has an idea to add some extra budget figures. The new version will be: HFG_Annual Report_ V3.0_SJ The Managing Director, Mike Dawson, adds his signature and dates the editorial letter. The new version will be: HFG_Annual Report_ V3.1_MD If the document is a multi-page document it will contain a Version Control table and each of these changes will be documented therein. It is not necessary to include the date as this information can be viewed in the file properties window. Further, the date of each new version will be included in the footer of a document – see section: Layout > Header and Footer below. 20180506175050hfg_style_guide_student_resource_v1.2_rb Updated: 14 May 2019 6 of 28 Harvest Franchising Group www.hfg.com ABN 68 139 417 497 2. Storage of HFG documents For the purposes of controlling the release of documents and the storage of old documents in an archive the following procedure is to be followed. There is a strictly controlled release of approved documents such as policies, instructions, procedures and templates. Master copies are to be kept on the C: drive in the folder named ‘Master copies’. All users will go this drive to check whether the version they have is the latest version and this is also the place where staff will access the documents they need. Staff are not able to upload new versions to this Master folder; they are only able to view and download versions of documents. The Administration Manager and their delegates will have access to the Master copies folder should you require a new document to be uploaded for use as a Master copy. Documents you created are to be stored in C: drive > [Department] > [Manager/Supervisor Title] > [Title of position] > [Your Name folder] Within departments, Manager(s)/Supervisor(s) are responsible for ensuring staff adhere to this protocol. When a new version of a document is created, all older versions which are no longer required are to be stored in a folder labelled [archive] which is to be located in the same folder as the current document is stored. That is, whenever there is more than 1 version of a document, the folder in which that document is stored should have a subfolder named ‘archive’ (which contains all the old versions) and a current version of the document. Archived documents must be retained and accessible for system evaluation and legal purposes. 20180506175050hfg_style_guide_student_resource_v1.2_rb Updated: 14 May 2019 7 of 28 Harvest Franchising Group www.hfg.com ABN 68 139 417 497 3. Logo The company logo must be included on all documents. In the header, it should be placed on the left-hand side. This is the available logo: To ensure the logo can stand out clearly, it should have as much space around it as possible. A copy of the logo is available from the Master copies folder in C: drive. Headers on documents should contain the following information on the right-hand side. Harvest Franchising Group www.hfg.com ABN 68 139 417 497 A header should look like this: 3.1 Background The background for the logo on all documents should be white. The logo must be kept clear of all other elements including text, symbols, other logos, photographs and illustrations. 3.2 Size and position The minimum size at which the logo is used should be no less than 30 mm wide. The logo should be positioned to the left unless this is impractical. 20180506175050hfg_style_guide_student_resource_v1.2_rb Updated: 14 May 2019 8 of 28 Harvest Franchising Group www.hfg.com ABN 68 139 417 497 4. Typography (Font) The font style to be used for all documents is Arial. Please refer below for its application in headings, normal text and tables. 4.1. Headings and normal text Style Heading 1 Font requirements • Font: Arial, bold • Font size: 14pt • Colour: black • Paragraph: left align, 12pt before 12pt after paragraph, multiple line spacing at 1.15 Heading 2 • Font: Arial, bold • Font size: 12pt • Colour: black • Paragraph: left align, 12pt before 12pt after paragraph, multiple line spacing at 1.15 Heading 3 • Font: Arial, bold • Font size: 11pt • Colour: black • Paragraph: left align, 12pt before 12pt after paragraph, multiple line spacing at 1.15 Heading 4 • Font: Arial, bold, italic • Font size: 9pt • Colour: black • Paragraph: left align, 6pt before 6pt after paragraph, multiple line spacing at 1.15 Title (Only for use in headings before the Table of Contents and the Table of Contents heading itself) • Font: Arial, bold • Font size: 14pt • Colour: black • Paragraph: left align, 6pt before 6pt after paragraph, multiple line spacing at 1.15 Normal • Font: Arial • Font size: 11pt • Colour: black 20180506175050hfg_style_guide_student_resource_v1.2_rb Updated: 14 May 2019 9 of 28 Harvest Franchising Group www.hfg.com ABN 68 139 417 497 Style Font requirements • Paragraph: left align, 6pt before 6pt after paragraph, multiple line spacing at 1.15 Source • Font: Arial • Font size: 8pt • Colour: black • Paragraph: left align, 6pt before 6pt after paragraph, multiple line spacing at 1.15 • Place directly under image if image centred or right-aligned Quote • Font: Arial, italic • Font size: 10pt • Colour: black • Paragraph: indented, left-aligned, 6pt before 6pt after paragraph, multiple line spacing at 1.15 4.2. Tables Style Table heading Font requirements • Font: Arial • Font size: 11pt • Colour: white • Paragraph: left align, space before paragraph 3pt, space after paragraph 3pt, multiple line spacing at 1.15 • Shading indigo R 46, G 48, B 148 Table text • Font: Arial • Font size: 11pt • Colour: black • Paragraph: left align, space before paragraph 3pt, space after paragraph 3pt, multiple line spacing at 1.1 Table properties • No text wrapping • Left aligned • Repeat Header Row. Go to Table Tools > Layout Tab > repeat header row far right in the Data section. This is an accessibility feature for repeating the header row when your table breaks across pages. 20180506175050hfg_style_guide_student_resource_v1.2_rb Updated: 14 May 2019 10 of 28 Harvest Franchising Group www.hfg.com ABN 68 139 417 497 4.3.1 Dot points Dot points should use the round opaque dot: Sub-dot points should be indented from the main dot points and should use the round transparent dot: For example: • dot point • dot point • o sub-dot point o sub-dot point dot point If you believe you need more than 2 levels of dot points, please reconsider the complexity of your document. 4.3.2 Numbered lists There will be documents, such as long policies, which require a Table of Contents. Where automatic numbering informs the Table of contents (TOC) numbered lists should use the following numbering system: 1. first level of numbered list 1.1 second level of numbered list 1.1.1 third level of numbered list 1.1.2 third level of numbered list 2. first level of numbered list 2.1 second level of numbered list 2.2 second level of numbered list 2.2.1 third level of numbered list If you believe you need more than 3 levels in a numbered list, please reconsider the complexity of your document. 20180506175050hfg_style_guide_student_resource_v1.2_rb Updated: 14 May 2019 11 of 28 Harvest Franchising Group www.hfg.com ABN 68 139 417 497 5. Colours Only the following colours should be used throughout documents. You may use them to make text boxes, make diagrams or flowcharts. If you require more colours, please use percentages of transparency of these colours only. The colours are as defined. In Microsoft Word, you can create each of these colours as a custom colour by selecting either the Font Colour or Shading icon, then choosing the More Colours option, then the Custom tab and entering the values in the RBG fields. Dark green: Light green: Lime: Red Red Red 0 146 215 Dark grey: Light grey: Pale yellow: Red Red Red 41 234 255 Green 176 Green 208 Green 223 Green 41 Green 234 Green 255 Blue Blue Blue Blue Blue Blue 80 80 35 41 234 153 Font colour should be black. However, the above colours (as defined) may be used for headings or to highlight certain words for emphasis. The colours above should form the basis of the layout and structure of any document. Images, of course may be any colour. 20180506175050hfg_style_guide_student_resource_v1.2_rb Updated: 14 May 2019 12 of 28 Harvest Franchising Group www.hfg.com ABN 68 139 417 497 6. Writing 6.1 Numbers There are many conventions for using numbers in written documents. It has been decided that using simple numerals for every case, except for when a number starts a sentence, will be the easiest for all concerned, particularly for our students. Under no circumstances use the word followed by the figure in brackets, e.g. two (2). Examples You must complete Assessment Task 2 before you continue reading. There are 6 parts to this question. The number of statements ranges from 44 to 110. Make your resolution for the image at 72 ppi. You must complete 50% of the work to be assessed as satisfactory. We were visited by 3 wise men. Express numbers in words in the following cases: • A number begins a sentence, e.g. One of the main tasks to create a spreadsheet. Three wise men came to visit. • Distinguishing 2 consecutive sets of numbers, e.g. return twenty 7 L containers • Fractions in text are not used with whole numbers, e.g. almost one quarter of the spectators left early • Ordinal numbers are not part of a date, e.g. the third Test 6.2 Ranking numbers When the use of first, second, third, fourth, fifth etc. is being used: • as an adverb, use the letters of the word. (try substituting the word with –ly to see if it works as an adverb. Examples You need to ensure you have the fonts before you apply a style sheet so do this first. If you’re going to the beach, phone me first so that I can come with you. • as an adjective, use the shortened number form. Examples You must complete the 2nd Assessment Task before proceeding. A 1st edition text is valuable but difficult to find. 20180506175050hfg_style_guide_student_resource_v1.2_rb Updated: 14 May 2019 13 of 28 Harvest Franchising Group www.hfg.com ABN 68 139 417 497 6.3 Currency The words million and billion can be written in full, or abbreviated to m and bn respectively. Capitals should never be used. They should always be written flush against the figure when abbreviated and with a space between the figure and word if in full. ✓ $649m; $32bn ✓ $649 million; $32 billion For amounts in exact dollars in figures, write: ✓ $1,000 or $1,000.00 if in a list or table For amounts in dollars and cents: ✓ $1.01 Note when using numbers in an accounting sense right justify numbers so the decimal points match. 6.4 Phone numbers Here’s how to write phone numbers. Do not use hyphens.  (02) 965-6565 ✓ (02) 965 6565 The access code for dialling Australia direct is (61), then put the area code in front: ✓ +61 2 965 6565 For 1300 numbers leave a space after the 1300. ✓ 1300 823 3669 6.5 Times of the day Times of the day are shown in relation to midday, by use of the abbreviations ‘am’ and ‘pm’, or in relation to the 24 hours of the day. Leave one space between the final figure and the time abbreviation. Show times in either of the styles shown below: am or pm 24-hour clock 12.15 am 00:15 hours 1.00 am 01:00 hours 12.00 noon 12:00 hours 1.45 pm 13:45 hours 6.6 Dates Dates should be formatted as follows: • Date: 8 July 2017 • Day and date: Monday 25 August 2003 20180506175050hfg_style_guide_student_resource_v1.2_rb Updated: 14 May 2019 14 of 28 Harvest Franchising Group www.hfg.com ABN 68 139 417 497 6.7 Metric symbols Key metric symbols are as shown in the table below. Unit Symbol Example millimetre/s mm 15 mm centimetre/s cm 5 cm kilometre/s km 40 km gram/s g 5g kilogram/s kg 5 kg tonne/s t 20 t litre/s L 5L hectare/s ha 80 ha • Use the unit name if there are no figures, e.g. many kilometres. • Use lower case initial letters for unit names except for special cases i.e. ‘L’ for litre. • Never add an ‘s’ to metric symbols to indicate a plural. • Leave one space between a figure and a symbol. 6.8 Open punctuation This is the most widely used and efficient style of punctuation. All business documents must be typed using open punctuation. That means no comma after the salutation (‘Dear Mary’) or complimentary closing (‘Yours faithfully’). 6.9 Lists There are 2 types of lists which can be made, ones with numbering and ones without but which have bullet points to distinguish the items (or sometimes dashes). You may use either type. In either case, the following ‘rules’ are to be observed. • Introduce the list with a colon. • If the item is a complete sentence, use a capital letter to start the sentence and put a full stop at the end of the sentence. • If the item is merely a word or a few words, use a lower-case letter at the beginning and no full stop after the item. But use a full stop at the end of the entire list. • Full sentence items and non-sentence items can be mixed in the same list using the above rules. • Do not use ‘or’, ‘and’ or any semi-colons at the end of each item. 6.10 End of paragraphs Only use a single ‘Enter’ at the end of a paragraph of text to begin a new paragraph. Spacing between paragraphs is set by the MSS. Similarly, spacing before and after text in tables, headings, labels for images and sources of images is set by the MSS. 20180506175050hfg_style_guide_student_resource_v1.2_rb Updated: 14 May 2019 15 of 28 Harvest Franchising Group www.hfg.com ABN 68 139 417 497 6.11 End of sentences Only put one space at the end of a sentence after the full stop before beginning the next sentence. 6.12 Titles Titles are to be sentence case with no full stop at the end. If a title is in the form of a question, use a ‘?’ at the end. 6.13 Hyperlinks When a document is to be primarily viewed online, a hyperlink is to be used with the title of the website shortened to something useful and not the URL. Example I would like to use images from Flickr. However, if the document is to be read primarily in hard copy you may set out the website address in full. Example I would like to use images from https://www.flickr.com/creativecommons/ If you are unsure how the audience will read the document, you may put both a hyperlink and the address. This styling should also be followed in PowerPoint presentations. Example I would like to use images from Flickr at https://www.flickr.com/creativecommons/ 6.14 Slashes When using a forward slash (aka an oblique) to indicate alternatives, there are no spaces either side of it, whether it is alternating single words or multiple words. Examples dining/living room dining room/living room 6.15 A few common abbreviations that is i.e. example e.g. etcetera etc. versus v. or vs Note well NB Postscript PS Enclosure encl. 20180506175050hfg_style_guide_student_resource_v1.2_rb Updated: 14 May 2019 16 of 28 Harvest Franchising Group www.hfg.com ABN 68 139 417 497 6.16 Grammar and spelling The aim of all document creation at HFG is to communicate clearly and succinctly, leaving no room for ambiguity. Grammar once had a very fixed and prescriptive set of rules. These days, grammatical choices are not so much a matter of right or wrong but more a matter of the style best suited to a communication, its readers and the relationship the writer wants to build with them. Though there may be ‘grey areas’ it is vital that you use the spelling and grammar checker in whatever software application you are using. Your default should be set to British or UK spelling, not US. For Microsoft Word, choose the Review tab then the Spelling & Grammar icon. The following list will assist you with correct /preferred spelling for our documents. • contraindications • email not e-mail • face-to-face • forgetting • installing • internet not Internet • judgment not judgement • left-click • modelling • as a verb on campus or off campus • as an adjective on-campus or off-campus • online not on-line • PowerPoint • problem-solving • program (if referring to IT) • programme (when referring to training or television) • resubmission not re-submission/ • right-click • role play not role-play • self-reflection • as a noun – setup • as a verb – set-up • subfolder but sub-dot • targeting • website not web site • YouTube 20180506175050hfg_style_guide_student_resource_v1.2_rb Updated: 14 May 2019 17 of 28 Harvest Franchising Group www.hfg.com ABN 68 139 417 497 7. Layout 7.1. Cover sheet Multiple page documents such as policies, workbooks, guides and manuals should have a cover sheet. 7.2. Margins In Microsoft Word, you should use ‘Normal’ margins for all HFG documents unless instructed otherwise. These margins are: • top and bottom: 2.54 cm • left and right: 2.54 cm 7.3. Headers and footers Unless you are instructed otherwise (or the template does not contain a header), the header of your multiple page document should look like the header in this style guide. Unless you are instructed otherwise (or the template does not contain a footer), the footer of your document should use black text in Arial 9 pt font. The following information is required in the footer: • name of document (on left-hand side) with page numbers on the right-hand side of the same line • date created and/or date updated on left hand side below the name of the document. When you create a document from a document template the header and footer will already be included. The first thing you should do is to save the document created by the template with a name (remember to use the File Naming convention required). The second thing to do is to click on the footer to make it active and click on the text on the left. It will be highlighted with grey. If you now click the F9 function key on your keyboard the text will automatically update to the name that you have given the document and the date it was created/updated because this area has been created using fields from Quick Parts in Microsoft Word. 7.4. Page numbering All documents MUST have page numbers of the type Page X of Y. 20180506175050hfg_style_guide_student_resource_v1.2_rb Updated: 14 May 2019 18 of 28 Harvest Franchising Group www.hfg.com ABN 68 139 417 497 7.5. Images 7.5.1. Copyright There are 3 types of images you may wish to use: • those which are purchased or in respect of which HFG has permission from the owner for usage; • those which are available under a Creative Commons licence; or • those which are freely available where it states no attribution is required, such as from sites: https://www.pexels.com/ In either case, whenever you use another’s material, i.e. any image not created by you, you MUST reference it. 7.5.2. Purchased images or those where permission is given For images in respect of which HFG has purchased a royalty free licence for use or where HFG has been granted written permission from the owner/author of the image for HFG to reproduce the image you must attribute the image as follows: • Directly underneath the image, include the source, the date of access/viewing/copying the source material. • If an image from a hard copy text or journal is referenced use the Harvard style of referencing. • Format the source with style ‘Source’. Example Source: http://www.artfido.com/blog/magic-mushrooms-from-around-the-world/ • Where permission is given, Name of image by Author of image is used with permission; 20180506175050hfg_style_guide_student_resource_v1.2_rb Updated: 14 May 2019 19 of 28 Harvest Franchising Group www.hfg.com ABN 68 139 417 497 7.5.3. Attribution of an image used under Creative Commons or freely available You must: • provide correct attribution as directed by the relevant licence category in Creative Commons • document the source from which material is available, and include any required (by the source) attribution. For attribution of images which are not related to Creative Commons images, use the following format: Name of image by Author of image is used under Describe licence (and hyperlink to the licence conditions if available online). If the image is freely available and it states that no attribution is required, you do not have to include an attribution. For attribution of images sourced and licenced under Creative Commons licensing, see the image below. For more information on attribution of Creative Commons content read: http://creativecommons.org.au/learn/howto/ http://creativecommons.org.au/content/attributingccmaterials.pdf Example 7.6. Multi-page documents 7.6.1. Cover pages A document with multiple pages, such as a report or this Style Guide for example, should have a cover page. Cover images should be identical to this Style Guide except that the name of the document replaces the words ‘Style Guide’. 20180506175050hfg_style_guide_student_resource_v1.2_rb Updated: 14 May 2019 20 of 28 Harvest Franchising Group www.hfg.com ABN 68 139 417 497 HFG STYLE GUIDE The font is Footlight MT Light 36pt in all capitals. 7.6.2. Table of contents Should you choose to use a table of contents in your document which is recommended for documents longer than 6 pages, you must use the automatic Table of Contents feature available in Microsoft Word. Use the style Automatic Table 2 with Heading 1, 2 and 3. The colour of the words Table of Contents, should be RGB: 0:176:80 (Dark Green). 20180506175050hfg_style_guide_student_resource_v1.2_rb Updated: 14 May 2019 21 of 28 Harvest Franchising Group www.hfg.com ABN 68 139 417 497 8. Presentations Use the HFG_PowerPoint_template when creating your presentations. See further guidelines below. 8.1 Consistency and design • Slides should be clear, simple and consistent in design layout. • Apply the same transition, animations, background, colours and fonts across all slides in the presentation. • Use animation sparingly. • Avoid unnecessary sounds as they distract from the message. • Ensure high contrast between text and background colour. 8.2 Presenter notes When printing presentations, 2-4 slides per handout page. 8.3 Graphics, charts and tables • Ensure all images are relevant to topic and do not breach copyright. • Charts must contain a chart title and labels. • When creating a table use the presentation styles below to ensure consistency. • When using graphs, make sure they are large and that all labels can be clearly read. 8.4 Styles and font requirements The PowerPoint template has a colour palette and text styles as pre-set. • Title - Arial 36pt • Level 1 text - 28pt • Level 2 text - 24pt • Level 3 text - 20pt • No text should be smaller than 14pt. Leave plenty of white space, your audience cannot absorb too much information on one slide. For any additions you need to make, which are not pre-set, use the approved colour scheme and font information from this Style Guide to direct your choices. Following is an image of the title slide of the presentation title and first pages. This is an indication of the important parts of white space and font size. 20180506175050hfg_style_guide_student_resource_v1.2_rb Updated: 14 May 2019 22 of 28 Harvest Franchising Group www.hfg.com ABN 68 139 417 497 20180506175050hfg_style_guide_student_resource_v1.2_rb Updated: 14 May 2019 23 of 28 Harvest Franchising Group www.hfg.com ABN 68 139 417 497 9. Punctuation, abbreviations, numbers and general information 9.1. Punctuation Don’t be afraid to use the full stop. It will help you write clearly and concisely and keep your reader’s interest. There is nothing worse than sentences that go on forever. Other important rules are: • Do not use full stops at the end of headlines or headings. • Do not use full stops after captions that are not complete sentences. • Do not use full stops at the end of index entries, dates, signatures, and symbols for units of measurement or currency, or between or after capital letters which make up an abbreviation. ✓ at a speed of 100 km per hour  at a speed of 100 km. per hour 9.1.1. Commas and semicolons • Leave commas out if the meaning is clear, if they improve readability then use them. • Do not use a comma before and or or in a list, unless it makes the meaning clearer. ✓ John Brown, Maria Mendez and Raji Pamandanan went to the seminar.  The Divisions affected included Information Technology, Arts and Media, and Primary Industries and Natural Resources. • Commas are generally used before words such as but or and if they are connecting clauses with different subjects. ✓ Students went on strike, but the teachers worked on long into the night. • If clauses are long and already contain commas, a semicolon should be used to separate them, unless it is clearer to break up the passage into sentences. ✓ The report concludes that governments must provide more political and financial support for vocational training; that further research and development is needed in the area of competency-based assessment; and that increased coordination and cooperation between education sectors should be encouraged. 9.1.2. Colons The main function of the colon is to introduce further information. This may be a list, or may be an example, expansion or explanation of what comes before the colon. For example: ✓ Six stores make up HFG’s Café Café franchise: Sydney Central, Brisbane CBD, Brisbane South, Brisbane East, Gold Coast and Kingscliff. A colon should not be used where a break would interrupt the natural flow, or before a list of items which form the object of a verb or preposition. 20180506175050hfg_style_guide_student_resource_v1.2_rb Updated: 14 May 2019 24 of 28 Harvest Franchising Group www.hfg.com ABN 68 139 417 497 ✓ Wayne passed in maths, science and history.  Wayne passed in: maths, science and history. 9.1.3. Quotation marks Enclose direct speech and other quotes in single quotation marks. ✓ ‘This has been a tough year,’ said Jones. 9.1.4. Hyphens, slashes, dashes and dots Do not use a hyphen after prefixes when the word is so well known that it is unlikely to be mispronounced. Figure 1 - Some other words to watch Correct Incorrect cooperate co-operate coordinate co-ordinate prerequisite pre-requisite When a prefix is added to a word that is normally capitalised, it must be hyphenated. ✓ anti-Soviet Use a hyphen to differentiate between two words with the same spelling to highlight the meaning. ✓ recover (to regain health) ✓ re-cover (to cover again) The en-rule (-) is used to indicate an association between two different words or a span of figures or expressions relating to time or distance. ✓ HFG-industry partnerships ✓ 1992-94 If you want to use words to separate years write either from... to or between... and. ✓ from 1980 to 1990 The em-rule or dash (--) is used in pairs to mark off supplementary information. Em-rules have no letter space on either side of them. Use where you are expanding on or explaining a particular word or phrase. ✓ In 1992-93 more than 425,000 people in New South Wales - nearly nine per cent of the working population over the age of 16 - were enrolled in tertiary education. A single dash can be used to mark the end of a list of things, or of a statement, that you want to say something further about. 20180506175050hfg_style_guide_student_resource_v1.2_rb Updated: 14 May 2019 25 of 28 Harvest Franchising Group www.hfg.com ABN 68 139 417 497 The slash or solidus (/) is used to indicate alternatives. ✓ yes/no An ellipsis is used to indicate that words have been left out in a quotation or an example. It consists of three spaced dots. ✓ If the required standard is not reached...overall performance is recorded as 'not yet competent'. 9.1.5. Capital letters Capitals are only used to distinguish them from general and common names. They should not be used to give emphasis to a word. This means that, in general we should only use capitals for: • people’s names • place names (cities, street addresses, etc.) • organisational or business names • special days – e.g. Australia Day or Anzac Day. 9.2. Abbreviations Write the words in full the first time you use them, followed immediately by the short form in brackets. From then on you can use short form. In long documents repeat the long version at least every chapter. 9.2.1. Apostrophes There are six main rules for correct apostrophe use: 1. Never use an apostrophe to form a plural (i.e. more than one), as in:  DVD’s for sale (wrong!)  We make sign’s (really wrong, especially for a sign-maker)  Pony’s for sale (wrong spelling and wrong apostrophe)  Town house’s for sale (OMG, I saw this once!)  The 1990’s (wrong, it’s the 1990s – well it was about two decades ago) 2. An apostrophe is used to show the omission of letters in a shortened word, as in: ✓ I’m tall (short for I am. We are leaving out the a, so an apostrophe is used.) ✓ You’re silly (you are – not to be confused with your, as in your silly hairdo.) ✓ Who’s that at the door? (who is – not to be confused with whose, as in whose voice can I hear at the door?) 20180506175050hfg_style_guide_student_resource_v1.2_rb Updated: 14 May 2019 26 of 28 Harvest Franchising Group www.hfg.com ABN 68 139 417 497 3. An apostrophe denotes that someone owns something. This is called a possessive singular noun, as in: ✓ Jake’s Audi ✓ Kim Kardashian’s baby ✓ HFG’s franchisees 4. For plural possessive nouns, use an apostrophe after the plural word, as in: ✓ The Sparkes’ dairy farm ✓ The twins’ netball team ✓ The celebrities’ red carpet (used by more than one celebrity) 5. If the word is plural and does not end with an s, you add an apostrophe, followed by an s. This is called a plural possessive noun, (not ending in s): ✓ The women’s football team ✓ The children’s television channel ✓ The men’s parenting group 6. Use an apostrophe when two or more people or groups own the same thing, as in: ✓ Ted and Alice’s Restaurant ✓ Michele and Claude’s bicycle ✓ Rod and Bessie’s place 9.3. General information 9.3.1. Gender Don’t use man, men, he, him or his to refer to both men and women, and avoid the clumsy form of he/she. Consider these examples in the correct and incorrect form: ✓ Counsellors are available for anyone who wants to discuss their problem and the personal suitability of courses.  Counsellors are available for anyone who wants to discuss his or her problem and the suitability of his or her choice of program. Avoid the use of man in compound words. Substitute for gender-neutral terms: ✓ supervisor, tradesperson  foreman, tradesman 20180506175050hfg_style_guide_student_resource_v1.2_rb Updated: 14 May 2019 27 of 28 Harvest Franchising Group www.hfg.com ABN 68 139 417 497 When referring to a woman, do not attach to nouns the ‘feminine’ suffixes -ess, -ette and – trix, exceptions include princess and duchess. ✓ manager, executor, usher, actor, host  manageress, executrix, usherette, actress, hostess 9.3.2. Culture When writing about Australia’s indigenous people: ✓ Use Aboriginal both as a noun and an adjective, or better still use the person’s tribal identifier. For example, Worimi woman or Biripai man.  Do not use Aborigine at all when referring to Australian Aboriginal people. ✓ Our local hospital has an Aboriginal Education Development Division, Aboriginal doctors, Aboriginal nursing staff and an Aboriginal Client Service Officer. When writing about immigrants and ethnic minorities make sure it is non-discriminatory and respectful. For example: ✓ Arabic-speaking Australians Do not use the term ethnic to refer only to people of non-Anglo-Celtic origin. To indicate a person's English-language skills or language background, these terms (and their acronyms) are widely accepted: ✓ Non-English-speaking background (NESB) ✓ Non-English speaking (NES) ✓ English as a second language (ESL) ✓ English for speakers of other languages (ESOL) ✓ Language other than English (LOTE) 20180506175050hfg_style_guide_student_resource_v1.2_rb Updated: 14 May 2019 28 of 28 Learning Guide BSBWRT301 Write simple documents Harvest Education Technical College | www.hetc.edu.au ABN 68 139 417 497 | RTO Code: 31671 | CRICOS Code: 03243A Harvest Education Technical College | www.hetc.edu.au ABN 68 139 417 497 | RTO Code: 31671 | CRICOS Code: 03243A These Materials were originally developed by Enhance Your Future Pty Ltd but may now be altered from the original form. Enhance Your Future Pty Ltd does not accept any liability for the Materials, the content and/or any reliance thereon. COPYRIGHT NOTICE These instructional materials are for educational purposes only and may not be reproduced without the express permission of Harvest Education Technical College Pty Ltd ACN 139 417 497; ABN 68 139 417 497 © Harvest Education Technical College COMMONWEALTH OF AUSTRALIA Copyright Regulations 1969 WARNING This material has been reproduced and communicated to you by or on behalf of HETC pursuant to Part VB of the Copyright Act 1968 (the Act). The material in this communication may be subject to copyright under the Act. Any further reproduction or communication of this material by you may be the subject of copyright protection under the Act. Do not remove this notice. Version control Version Description Date Modified Author 1.0 Initial document released 14 July 2017 Robyn Beeston Cover image: Source: https://www.forbes.com/sites/davidsturt/2015/03/13/do-what-you-love-or-love-what-youdo/#55e3cb3e6ee9 20180506175116bsbwrt301_learning_guide_v1.0_rb Updated: 14 May 2019 2 of 21 Harvest Education Technical College | www.hetc.edu.au ABN 68 139 417 497 | RTO Code: 31671 | CRICOS Code: 03243A Table of Contents 1. Plan document ............................................................................................................... 5 1.1 Determine audience and purpose for the document ................................................ 5 1.2 Determine the format and structure ......................................................................... 6 1.3 Establish key points for inclusion and Identify organisational requirements ............. 6 1.4 Establish method and means of communication ..................................................... 8 1.4.1 2. 2. Principles of communication ............................................................................ 8 Draft document ............................................................................................................ 10 2.3 2.1 Develop draft document to communicate key points ....................................... 10 1.3 Obtain and include any additional information that is required .............................. 12 Review document ........................................................................................................ 13 2.3 Check draft for suitability of tone for audience, purpose, format and communication style 13 1.3 Check draft for readability, grammar, spelling, and sentence and paragraph construction ..................................................................................................................... 14 1.3.1 Language setting ........................................................................................... 14 1.3.2 Proof reading ................................................................................................. 14 1.3.3 Proofing options ............................................................................................. 14 1.3.4 Spelling .......................................................................................................... 15 1.3.5 Grammar and punctuation ............................................................................. 15 1.4 Check draft for sequencing and structure and to ensure it meets organisational requirements ................................................................................................................... 15 1.5 2. Ensure draft is proofread, where appropriate, by supervisor or colleague ............. 16 Write final document .................................................................................................... 18 2.3 Make and proofread necessary changes and Ensure document is sent to intended recipient........................................................................................................................... 18 1.3 File copy of document in accordance with organisational policies and procedures 19 20180506175116bsbwrt301_learning_guide_v1.0_rb Updated: 14 May 2019 3 of 21 Harvest Education Technical College | www.hetc.edu.au ABN 68 139 417 497 | RTO Code: 31671 | CRICOS Code: 03243A Introduction This resource covers the unit BSBWRT301 - Write simple documents and describes the skills and knowledge required to plan, draft and finalise a basic document. It applies to individuals who apply a broad range of competencies in various work contexts and may exercise some discretion and judgement to produce a range of workplace documentation. 20180506175116bsbwrt301_learning_guide_v1.0_rb Updated: 14 May 2019 4 of 21 Harvest Education Technical College | www.hetc.edu.au ABN 68 139 417 497 | RTO Code: 31671 | CRICOS Code: 03243A 1. Plan document 1.1 Determine audience and purpose for the document You must grab your reader's attention if you want to get your ideas across. No one has time in the workplace to read long-winded, poorly spelt documents. When preparing a document for others to read it is important to hold someone's attention so you need to understand who they are and what they want to know. Put yourself in their shoes and it will give you a new perspective. Tell your reader why the material is important to them. Say, ‘If you want to order extra of that product, here’s what you have to do.’ Or, ‘If you want to receive an order outside your regular delivery cycle here's what you should know.’ Or, ‘If you are planning to apply for safety training, read this first.’ Identifying your reader will do more than ensure you write clearly. It will also help you focus on their needs. Start by thinking about what your reader knows about the situation now. Then, think about how to guide them from their current knowledge to what you need them to know. To help you do this, try answering the following questions: • Who am I writing to? • What do they already know about the subject? • What do they need to know? • What questions will my reader have? • Do they understand my industry jargon? • Am I setting out my information clearly and in a logical order? • Is my information accurate? • Have I proof-read the document or had someone else do that for me? • What's the best outcome for my organisation? • What do I need to say to get this outcome? • What's the best outcome for my reader? • What do I need to say to get this outcome? Consider the style of writing which already exists in your workplace. Some organisations are casual and accept emails, texts and even chat software to communicate between departments but may have strict guidelines about who is authorised to contact customers or clients. There may be policies and procedures outlining the type of contact and how it is to be conducted. For example, you may be allowed to call a customer to arrange a delivery time but a text to same number would be considered inappropriate. The higher up the organisational chain of command you go the more formal the style of communication you need to use. Your writing style would be very different if you were writing to the CEO compared to a peer or supervisor. Fortunately, in most workplaces the mystery of how to prepare documents has been resolved as there will be existing examples of various forms and emails received will guide 20180506175116bsbwrt301_learning_guide_v1.0_rb Updated: 14 May 2019 5 of 21 Harvest Education Technical College | www.hetc.edu.au ABN 68 139 417 497 | RTO Code: 31671 | CRICOS Code: 03243A you in how to approach various levels of work colleagues. There should also be an area on the staff server where templates are kept for producing electronic forms and letters which you will simply have to fill in the details. It is important to spell correctly and use the correct grammar and punctuation in your document to avoid putting yourself at a disadvantage by appearing careless in your writing style. There can also be a perception that those who cannot spell or who cannot be bothered using spell check whilst composing a document have lesser abilities in the workplace than might be the case. Most software has spelling and grammar checking options and it makes sense to use them to help you present in the most professional way you can. A small effort in this area can avoid a false perception about you – lazy, uneducated, or sloppy – becoming a true reflection of your working style. 1.2 Determine the format and structure Although it is unlikely, if you need to use a certain type of document in the workplace and no such form exists, you many need to create one using a template. Before you let your creative side run free, check with your supervisor or department administrator if there is a template you can use. Templates are used by organisations to ensure all their documents look similar, use the approved colours and logos and conform to any auditing or quality control requirements. They provide a basic outline of a form or letter and you fill in the rest as required. Unless you are working for a new company who may not have all the documentation it requires yet, the chances of you having to create a document from scratch are slim. Even emails in the workplace have a company signature which appear automatically when you open a new email. It should state your name, position, and provide contact details such as your mobile, office number, webpage, physical location and postal address. If you are not familiar with writing emails in the workplace, seek guidance from your supervisor or mentor if you have not been given any instructions during your orientation. The appearance of the document will change depending on what it is used for. Workplace policies and procedures will be contained as a hard copy in a folder and may also be available on the company website in a section known as the intranet and will require you to log on using a password or perhaps your staff number to access these forms. Other documents such as invoices, order forms and timesheets will have spaces for you to fill details in and may be paper-based. Some organisations use order books which have carbonated paper which produces several copies – one for you, one for the office and one for your supplier or customer. Computer generated forms are becoming commonplace and you may simply need to move down the page filling in information as you go. 1.3 Establish key points for inclusion and Identify organisational requirements When you are creating a document for an organisation you need to follow all the requirements they have in place. These requirements may include: • Company colour scheme 20180506175116bsbwrt301_learning_guide_v1.0_rb Updated: 14 May 2019 6 of 21 Harvest Education Technical College | www.hetc.edu.au ABN 68 139 417 497 | RTO Code: 31671 | CRICOS Code: 03243A • Company logo • Consistent corporate image • Content restrictions • Established guidelines and procedures for document production • House styles • Observing copyright legislation • Organisation name, time, date, document title, filename etc. In header/footer • Templates You will be able to find all the organisational requirements within the organisational policies and procedures manual for your workplace. If you are unsure of the location of the organisational policies and procedures manual, talk to your manager or supervisor about the location of the manual. Your manager or supervisor will also be able to help you with any questions you have about the layout and design of your documents. See how many fonts, colours and images there are in this small picture. Brands matter, these businesses have instantly recognisable brands from their font/image. Some forms will be pre-printed for you such as timesheets or timecards to use in time clocks as you enter and leave the premises. They will be custom printed to suit your organisation or come from a supplier who will ensure the card will fit the time clock. Or order forms which have company specific information on the form. There are many examples of pre-printed forms. The information on the form depends on organisational requirements. For example, preprinted timesheets need to record breaks, this information is used to calculate your wage so it is important you don’t forget to clock on or off as directed. Other organisations will have a book where you sign in and out. Again, it is important for you (and payroll) to write clearly and legibly and are accurate in recording times and dates. It may make the difference between your being paid overtime and/or penalty rates or not. 20180506175116bsbwrt301_learning_guide_v1.0_rb Updated: 14 May 2019 7 of 21 Harvest Education Technical College | www.hetc.edu.au ABN 68 139 417 497 | RTO Code: 31671 | CRICOS Code: 03243A It is important to know what to include in documents. What might not seem important to you might mean the document is not dealt with properly where it is sent to. Most forms for example will require details of the sender as well as the receiver. In the workplace, it is crucial to remember - filling out the personal details section by simply writing ‘John’ is not sufficient, there may be more than one person with your name where the form is heading and it could make it difficult for the receiver to contact you if there is more than one person in your organisation with the same name as you. Remember to include your first and last name as well as at least one method of contacting you – mobile, pager number, office number, work email address or postal address. Some of these details along with a space to write in may be pre-printed on the form to help you. It is never appropriate to use your own email address to deal with colleagues or customers. Try to put yourself in the receiver’s shoes. They need to know who sent them this paperwork and can contact you if they have any queries. Although queries are not always negative, the more time they take to find you, the more likely it is they will not be in a good mood when they finally get to tell you what is missing from their delivery or what has been sent in place of what they really wanted. 1.4 Establish method and means of communication The best communication methods succeed in putting across the right message in a clear, unambiguous way that gets noticed by the target audience, whilst also saving on time and cost. Good communicators succeed in choosing the best medium of communication for the purpose in mind. For external communications, the average business typically uses: • Written communications dispatched by mail e.g. statements detailing tax liabilities and payment schedules. Paper-based items sent by mail have the advantage of providing a clear, fileable statement likely to reach its intended recipient. • Oral communications: customers can 'phone in' with their queries. They can also speak directly to the employee who is managing their account. Oral communication allows most misunderstandings to be resolved immediately. • Face-to-face communications e.g. a visit to the local office by arrangement. This can save time and subsequent communications. • Online communications. Today consumers can complete their Tax Return, claim tax credits and do a variety of other business with the Inland Revenue directly online, thereby saving a great deal of time. An important advantage of this method is that ongoing 'help' is provided by pop-up help facilities. This is a cheap, quick and efficient means of communication. • Advertising on TV and in the press e.g. to alert people to tax payment deadlines or to eligibility for tax credits. By this method the Inland Revenue can communicate with millions of customers cost effectively. 1.4.1 Principles of communication Communication is a two-way process of giving and receiving information through any number of channels. Whether one is speaking informally to a colleague, addressing a 20180506175116bsbwrt301_learning_guide_v1.0_rb Updated: 14 May 2019 8 of 21 Harvest Education Technical College | www.hetc.edu.au ABN 68 139 417 497 | RTO Code: 31671 | CRICOS Code: 03243A conference or meeting, writing a newsletter article or formal report, the following basic principles apply: • Know your audience • Know your purpose • Know your topic • Anticipate objections • Present a rounded picture • Achieve credibility with your audience • Follow through on what you say • Communicate a little at a time • Present information in several ways • Develop a practical, useful way to get feedback • Use multiple communication techniques Communication is complex. When listening to or reading someone else's message, we often filter what's being said through a screen of our own opinions. One of the major barriers to communication is our own ideas and opinions. There's an old communications game, telegraph, that's played in a circle. A message is whispered around from person to person. What the exercise usually proves is how profoundly the message changes as it passes through the distortion of each person's inner ‘filter.’ When writing you document you need to be competent in use of software packages such as Word, Excel, PageMaker, and PowerPoint. If your skills are weak here, your document will be poorly presented. Master the skills appropriate to the level of your document such as: • How to select fonts • How to make a contents page • How to use bullets and numbering Means of communication may include: • Software packages such as MS Word, MS Excel, MS PageMaker, MS PowerPoint and templates1 http://businesscasestudies.co.uk/hmrc/getting-the-message-across-the-importance-of-goodcommunications/methods-of-communication.html#ixzz35hWXpxXw 1 20180506175116bsbwrt301_learning_guide_v1.0_rb Updated: 14 May 2019 9 of 21 Harvest Education Technical College | www.hetc.edu.au ABN 68 139 417 497 | RTO Code: 31671 | CRICOS Code: 03243A 2. Draft document 2.1 Develop draft document to communicate key points Text may be drafted in a document and the document may then go through many revisions before it is finished. Even the simplest of documents generally go through a process of drafting, checking and finalising. For example, a letter may be written, read through and then changes made or content confirmed, before it is posted. With a complex document, it can go through many processes of amendment and correction before it is finished. It would be read and then corrected by the author as a first step, and this may be done several times. It may then be sent onto a second level of checking and further changes may be suggested. Once these changes are completed, it may then be sent to a third or fourth level of checking depending on the document's complexity and the areas that need to be checked before it is complete. With some documents, it is not just the way the content is written that is checked but also the technical accuracy, the layout of the document and the way it is presented. As mentioned previously, genre is the style of writing used in a document. You may need to create many different documents in this unit and each of these documents will be set out in a way that reflects their own genre. For example, minutes may differ in their formatting but they are always set out in an order with certain headings always included: such as Apologies. In the same way, a software manual has a similar style to other software manuals with steps and graphics to show how a process is carried out. Depending on your role in the workplace you may need to complete reports which require input from you and some thought needs to be given to the content. It is a business document and so the use of personal remarks, current socially acceptable jargon, acronyms (unless commonly used within your organisation) and an informal tone should all be avoided. If you have not completed a business report before or emailed a supervisor or manager you will need to check previous reports or emails to understand the tone and level of formality required by your recipients. Businesses rely on efficient and effective written communication and email is the most common way to communicate in the workplace. However, it can be difficult to write clear, effective emails when there is too little time and too many to read and respond to. It is easy to approach workplace communication in the same way as you do with personal correspondence. This is the most common area for misunderstandings and frustrations to occur. A lot of time is lost in trying to work out what is really meant so you need to intentionally practice more formal, businesslike writing skills to be understood and to make sure your reports have clarity and accuracy. Documents which require more input from you include reports such as: • Accident and Incident reports – these can be internal or required by your organisation’s insurance company, WorkSafe or any emergency services involved in the event. • Monthly reports discussing sales, stock movement, staff changes, departmental challenges and achievements • Minutes from WHS meetings or departmental/project meetings 20180506175116bsbwrt301_learning_guide_v1.0_rb Updated: 14 May 2019 10 of 21 Harvest Education Technical College | www.hetc.edu.au ABN 68 139 417 497 | RTO Code: 31671 | CRICOS Code: 03243A These are documents which will need to be prepared by you but checked for clarity and accuracy by various other colleagues such as the Safety Rep, your supervisor or manager or the chair of any sub-committee or group for which you provide minutes to. It is important to remember, before you start writing that writing has no body language, no tone of voice and no facial expressions. The only way you can convey what you mean are words. In a conversation, you can deduce the real meaning by watching how the other person stands, sounds and looks as they speak to you. In business communication, it is vital you learn to draft documents that are received in a positive and informative light. This gives a good impression to other workmates, supervisors and customers and ultimately makes your working life easier as people understand clearly what you should say and are not offended by the way you say it. Let’s consider tone in writing. When you write what might seem to be a simple sentence it can be taken in more than one way. For example, if you sent the following email to a colleague: • E-mail received: I heard you said at the meeting I was rude to you! • Response: I never said you were rude to me. Consider the response and the meaning and implication of each statement when the emphasis changes on only one word. • I never said you were rude to me. (someone else did…) • I never said you were rude to me. (a third party may have though…) • I never said you were rude to me. (rudeness was implied but not stated…) • I never said you were rude to me. (someone else was…) • I never said you were rude to me. (offence was caused, but not by your rudeness…) • I never said you were rude to me. (implies you were rude to someone else…) Without the opportunity to see and hear the speaker, you have no ability to judge accurately the tone, and intention of what was said. This is just a small example of the importance when drafting business communications of being clear and concise, and not using personal remarks and casual attitudes. Try to visualise the person reading and reacting to your writing. Hopefully you can see that reading existing business reports and correspondence will help guide you in your organisation’s conventions, grammar, style and the kind of vocabulary used to convey information. You may not have used a computer often before or haven’t used one for drafting documents. You may even require some basic training in using Word or Excel to feel confident in the workplace. Word has a facility to spell-check as well as grammar-check your document and it would be wise to use it. Some machines are set up to use that function automatically and it can assist you if spelling, punctuation and grammar are not your strong points. Consider these functions to be tools of trade in your workplace and use them to avoid embarrassing yourself. Using your knowledge of the way any documents are written in your business, combined with the information you are putting into yours and using tools such as 20180506175116bsbwrt301_learning_guide_v1.0_rb Updated: 14 May 2019 11 of 21 Harvest Education Technical College | www.hetc.edu.au ABN 68 139 417 497 | RTO Code: 31671 | CRICOS Code: 03243A spell-check will turn your draft into a final version that you will be proud to put your name to and send off to the receiver. As you progress through your organisation you may become responsible for producing or at least contributing to the following high-level documents: • Safety procedures • Workplace policies • Standard Operating Procedures • Business plans 2.2 Obtain and include any additional information that is required There are many issues to consider regarding adding or changing information in a document. One is whether the author agrees with the changes suggested and therefore will incorporate them. A second issue is that if they are agreed, how the amendments are to be incorporated into the document. A third consideration is how to show the reviewer what changes have been made to the document. It should not be necessary for the reviewer either to simply accept that changes have been done as requested or to have to check the original document with the one presented as amended. With the use of Word's option to track changes, it is easy to see that all comments have been reviewed and how and what changes have been incorporated into the document. You have already looked at putting comments into your document. Now you will see how you can track any changes made to your document and then accept or reject those changes. The changes that are tracked in your document have the user name recorded against them. 20180506175116bsbwrt301_learning_guide_v1.0_rb Updated: 14 May 2019 12 of 21 Harvest Education Technical College | www.hetc.edu.au ABN 68 139 417 497 | RTO Code: 31671 | CRICOS Code: 03243A 3. Review document 3.1 Check draft for suitability of tone for audience, purpose, format and communication style Once documents have been drafted, they need to be reviewed to ensure that the objectives and requirements of the document have been achieved. It is possible when creating a document for a writer to become more interested in an area of a document, and in doing so neglect other areas. This can cause the document to become unbalanced and not achieve its original objectives. Alternatively, it is possible that an objective was missed or misunderstood at the first reading of the requirement specification. Once a document has been drafted, it should be read and compared to the original objectives. In the case of your manual and report, it is important that the right information is included, and any superfluous information, no matter how interesting it may seem, is removed from the document. Your advertisement should present information in a very brief format and has to be accurate and concise. The minutes must convey the information originally intended by the author of the notes. When expanding notes into full sentences and paragraphs, it is always possible to lose the original intention of the author. If the original notes had been handwritten, as is often the case with minutes, there is also the possibility of a word or phrase being unclear and then being misread or misinterpreted. In the process of reviewing a document, information that is missing may be noticed or there may be information that requires further clarification. For example, there is a member's name missing from the committees. You need to check whether this person is a current member of the committee and if so, whether or not they attended the meeting. When documents are sent to a reviewer electronically, it is possible to put notes into them that will not be seen if the document is printed. The reviewer may also put suggested changes into the document that the author can then accept or reject. All these and other functions are available in Word using the mark-up function. You will now electronically comment on the minutes using Word's mark-up function. The minutes would then be electronically sent to the original author's notes via email or a shared directory. The author could then check that you have interpreted their content correctly. When using mark-up, your document can be viewed in several different formats: • Original - this is a view of your document prior to the changes being made. • Original Showing Mark-up - this view shows your original document with the changes displayed. • Final - this is a view of your document incorporating all the changes. • Final Showing Mark-up - this is a final view of your document but with the changes displayed. When entering your comments, you will use the Original Showing Mark-up format, which will display your comments. If Track Changes was selected, then any changes in your document would also be displayed. You use Track Changes later in this chapter. 20180506175116bsbwrt301_learning_guide_v1.0_rb Updated: 14 May 2019 13 of 21 Harvest Education Technical College | www.hetc.edu.au ABN 68 139 417 497 | RTO Code: 31671 | CRICOS Code: 03243A The comments that you will put into your document in this next activity are intended for the author of the draft minutes. When you enter comments or record changes in a document, the reviewer's name or initials are also recorded. This information comes from the User specified within Word. The first step when entering electronic comments is to check that the name and initials are correct so that ongoing reviewers know who has made the comments. This is particularly important when a number of reviewers make comments in the same document 3.2 Check draft for readability, grammar, spelling, and sentence and paragraph construction With any business documents that you produce, it is necessary to ensure that the grammar, spelling and punctuation are accurate. Word 2013 can help when checking these issues in your document, and you will go into this later in this section. However, it is important to manually read through your documents very carefully and also where possible get someone else to read through them too. It is very easy to miss simple errors that you yourself have made. For example, the sentence 'Move to the second green underling' should read 'Move to the second green underlining'. In this case, the sentence makes approximate sense and so Word will not pick up the error. You may read such a sentence several times and simply read the words as you expect them to be, not as they actually are. Missing your own typographical errors is very common and it often requires someone else to read through your document to pick up the mistakes. 3.2.1 Language setting As mentioned earlier, Word can help both with spelling and with grammar and punctuation. The first thing you must do of course is to make sure the language being used in your document is correct. Many words are spelled differently in the United States and if your language is set to English (United States) then some words will be spelled incorrectly for the English (Australia) language. As mentioned in Chapter 2, some functions in Word automatically change the language to English (United States) even though you may have the default language set as English (Australia). It is important, therefore, to make sure the whole document is set to English (Australia) before using the spelling and grammar functions. 3.2.2 Proof reading Check for accuracy – proofreading can save you and your organisation from embarrassment! A slip up in an important document can affect your career. The report must be proofread, by someone else if possible to correct any errors of spelling, grammar, or fact. A report without errors is a credible report! 3.2.3 Proofing options You have the facility within Word to set many different proofing options for your document. You will have noticed when keying in text that often Word will automatically change a word to the correct spelling. This is part of the settings in the AutoCorrect options. 20180506175116bsbwrt301_learning_guide_v1.0_rb Updated: 14 May 2019 14 of 21 Harvest Education Technical College | www.hetc.edu.au ABN 68 139 417 497 | RTO Code: 31671 | CRICOS Code: 03243A 3.2.4 Spelling As mentioned before, the spell checker uses the dictionary of the language selected in the document. Any words in your documents that are underlined in red have been marked as having the incorrect spelling. You have 3 options when words are marked as being spelt incorrectly. • The first option is to right-click the word and check the alternative spellings given by Word. You can then click on one of these to replace your word with the correctly spelt word. • The second is to add the word to the custom dictionary by right-clicking and selecting Add to dictionary from the shortcut menu. • The third is simply to ignore the red underlining. You may do this if the word is the name of a town or business which is correct, but you do not wish to add it to your dictionary. 3.2.5 Grammar and punctuation When Word finds text it considers to be suspect in respect of grammar or punctuation, the sentence or word is underlined in green. Grammar and punctuation go together; this is because it may be the grammar is correct if the punctuation is fixed. Sometimes Word may suggest a whole sentence is changed around so to read in a better way. It is possible, however, the suggestion given under the Grammar option is not correct. For example. The Frankston report one of the statements is: 'The largest age group in Frankston is the 25-54 age group'. In this case, Word believes because the wording is 25-54 that there are several age groups and suggests the word ‘group’ be changed to ‘groups’. However, there is only 1 group and so the wording is correct. Microsoft Word also often indicates when the passive tense of words is used and this will become apparent when you read minutes. The passive tense, however, may be the best option in a particular case. Remember Word can only suggest changes, it is up to you to check whether you should act on any suggestions given or ignore them. 3.3 Check draft for sequencing and structure and to ensure it meets organisational requirements All writing requires revision, and usually multiple revisions. To be thorough, go through 3 steps: Step 1 Critically and objectively read the text, placing yourself in the reader’s position. Ask the following questions: • What am I trying to say? 20180506175116bsbwrt301_learning_guide_v1.0_rb Updated: 14 May 2019 15 of 21 Harvest Education Technical College | www.hetc.edu.au ABN 68 139 417 497 | RTO Code: 31671 | CRICOS Code: 03243A • Have I said it? • Is it clear to someone encountering the subject for the first time? • Step 2 Simplify style and make the text more readable and effective. Ask yourself: • Could I put it more succinctly? • Is every word necessary? • What can be deleted without loss of meaning or emphasis? • Can I replace jargon with plain words? • Will readers understand the technical vocabulary used? • Could I use stronger, action verbs? • Do the passives clarify my meaning or would an active form be better? • Can I turn negative structures into positive ones? • Can I shorten and/or vary sentence length? • Are the leads sharp enough? • Are there too many lists breaking up and complicating the text? • Could a table or graph be useful? • Can I reduce cross-references? Step 3 Do a final reading for spelling and typographical consistency. NOTE: Microsoft Word grammar and spell check function can provide ‘readability’ information. It tells you the average number of sentences per paragraph, the average number of words per sentence and the percentage of passive sentences. Although this tool will not ensure you write any better than you already do, it can provide interesting information. Nothing, however, is a better test than to submit your document for comment to someone outside your specific field of expertise. It is very important before you let your document be published or sent out, you check the document to ensure all the requirements are met including use of knowledge of enterprise style guide/house style. 3.4 Ensure draft is proofread, where appropriate, by supervisor or colleague It is important that the relevant personnel approve the documents you create. Sometimes it is necessary to get approval while the document is in an early draft form or when only part of a long document has been completed. Other times the document may be finished before it is read and approved; for example, a letter that has been written may only require a final proofing before it is sent out. You have already put comments in three of your documents ready for them to be sent to the relevant personnel. Your manual would also need approval from the relevant staff member. 20180506175116bsbwrt301_learning_guide_v1.0_rb Updated: 14 May 2019 16 of 21 Harvest Education Technical College | www.hetc.edu.au ABN 68 139 417 497 | RTO Code: 31671 | CRICOS Code: 03243A This may be your supervisor or it may be someone in another department such as a training department. Staff in the training department would be able to point out not only whether the content is correct, but whether the document is set out in a format that will fit in with the other documents of this type produced by the organisation. If your documents are received back with suggested amendments, it may be necessary to make the amendments and resubmit the document for approval a second time. If the document is a complex one then this process may be repe...
Purchase answer to see full attachment