Design And Produce Business Documents (Unit 9):

Evidence of the following: 

Design and produce a minimum of 3 business documents (completed with content as personal choice) using a minimum of 2 different software packages. E.g. word processing, presentation, spreadsheet packages. 
I used:
- Google Documents
-Microsoft Word

The 2 documents will be sent via email. (1.Quote and 2.timetable)

 3. Business Presentation

Explain three appropriate data storage ideas. 

External Hard Drive 

 

An external hard drive is a disk drive that comes with either a usb or firewire interface. These are really handy when you have ran out of space on your internal hard drive of your computer. They usually come with a heavy protective case and can easily connect to computer so you can add files on it. The storage availability can range from 500 megabytes to 3-4 gigabytes  at your regular electronic stores.

Dropbox 

Dropbox is an online storage website/app that you can sign up to and store important files to. This means where ever you have internet access you can log in and access your files. It's a safe and secure. You can share your files, add more and edit them. It's free for a regular 2gb or you can go on a plan for $10.99 a month if you need for storage. It's super useful for businesses and they can set up accounts with unlimited storage with admin control. 

 USB Flash Drive

 

A Universal Serial Bus (USB) flash drive can be used on any computer/laptop that has a usb port for the device to plug in to. It's as simple as just waiting for the device to pop up on your screen and dragging files you want on the flash drive. There are different storage sizes you can buy and these days you can get stylish USB flash drives. For example;

Choose 2 software packages and discuss 4 functions of the features of each package. 

All-Business-Documents 

• Offers a range of templates for creating lots of different kinds of business documents from letters to patent license. This means it can save time and also give you an idea of how some documents should look. While it may also make you reliant and lazy to be creative.
• The software has a 10-use trial and a black watermark is placed on each page. Unfortunately, this shows All-Business-Documents only allow you to their program 10 times before they expect you to upgrade. At the same time, you get to try out the software before you use it.
• A search bar for documents. A positive side to this feature is you can easily find documents or folders in the side bar. 
• The program's interface consists of three separate screens squeezed below the editing bar. This can be annoyed as the screen is cluttered and it can be distracting. On a positive note, having a three screens means you can multitask and look at several things at once.

Business-in-a-box

• Customize a document by filling in the blanks easily. This a great idea because you only have to write up the missing words. 
• Auto-recovery:  This is a great feature for anyone who needs to create documents especially since Business in a box saves your work every minute. There isn't really any downside unless your computer manages to not follow through with auto-recovery. 
• Available in 7 languages. This feature would be useful for anyone that can speak another language or if you need to communicate with someone overseas. However, as a diverse country there are many other languages that should be available for users. 
• The software regularly updates it's features and documents on offer. This is great as business in a box evolves and improves your experience. On a different note, you will have to constantly learn new features and what if you don't like the new updates?

Provide 4 examples of appropriate technology used to design and produce business documents. 

1. Microsoft word

2. Google Drive/Documents

3.  Adobe Indesign

4. Office

List and name 3 organisational requirements a business could have in place in relation to documents. 

1. Making sure documents are appropriately named. This is important so files don't get separated or mixed in with others.

2. Filing and storage of documents. By keeping an organised filing, it makes finding files easy and accessible for future use. It can also help from losing them.

3. Documents must have the date of when it was created . This is important so you know what happen on that particular day, you never know when you might need to look back on pass files or if a customer requests details.

Provide 3 reasons why proof reading business documents is essential. 

1. Business documents are legal and must have the correct details.

2. A little mistake could cost the business more money. For example, if someone typed up an order and added the wrong items.

3. Proof reading is part of being a professional and common spelling/grammar mistakes can reflect badly on the business.