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    Business Documentation for the Small Business: Business Documentation - For the Small Business, #1
    Business Documentation for the Small Business: Business Documentation - For the Small Business, #1
    Business Documentation for the Small Business: Business Documentation - For the Small Business, #1
    Ebook146 pages8 hours

    Business Documentation for the Small Business: Business Documentation - For the Small Business, #1

    By Mike Jones

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    About this ebook

    This book explains some basic principles and techniques applicable to the preparation of a range of documentation commonly encountered in the work place. What I have presented here I have learned by actually producing a multitude of documents throughout my career. Some of the formats shown may appear a little over-complicated, but they are based upon what was generally accepted in my working environment. They may not be applicable in every business or industry and may be modified as necessary to meet specific needs.
    Being faced with writing documents in the work place need not be a daunting task. But, by learning the straightforward principles presented here, and by reference to the examples provided, newcomers to writing business documentation should find their task very much easier.
    To begin with, the basic principles of writing a variety of business documents are explained. Effective formats, use of language and procedures that will introduce a professional finish to your documents are also covered. Examples are included to assist in developing business writing skills.

    LanguageEnglish
    PublisherMike Jones
    Release dateApr 13, 2012
    ISBN9781476218182
    Business Documentation for the Small Business: Business Documentation - For the Small Business, #1
    Author

    Mike Jones

    Mike Jones is an award-winning writer and creative producer who works across a variety mediums including books, screen, digital & interactive media.

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      Book preview

      Business Documentation for the Small Business - Mike Jones

      Chapter 1: About This Book

      Introduction

      In this book I have tried to explain some basic principles and techniques applicable to the preparation of a range of documentation commonly encountered in the work place. What I have presented here I have learned by actually producing a multitude of documents throughout my career. Some of the formats shown may appear a little over-complicated, but they are based upon what was generally accepted in my working environment. They may not be applicable in every business or industry and may be modified as necessary to meet specific needs.

      Being faced with writing documents in the work place need not be a daunting task. But, by learning the straightforward principles presented here and by reference to my examples newcomers to writing business documentation should find their task very much easier.

      To begin with, we will look at the basic principles of writing a variety of business documents. We will also consider effective formats, use of language and procedures that will introduce a professional finish to your documents. Examples are included to assist in developing your business writing skills.

      Aim

      The aim of this book is to assist readers to develop the skills needed to prepare a range of effective business documentation, thereby raising their company’s standard of written communications. This will not only assist the business to display their highest professional standards of writing, but will also raise the writer’s standing in the organisation.

      Objectives

      To meet the aim, this book will:

      Explain the basic principles of business writing.

      Stress the importance of language.

      Identify recommended formats to use in each case.

      Provide guidance on effective proofreading and editing.

      Specifically, the book will cover the requirements and recommended formats of:

      Business e-mails.

      Business Letters (with an example).

      Reports (with an example).

      Meeting Minutes and Agendas (with examples).

      Method Statements (with an example).

      In addition, the production of the following documents will also be considered:

      Business Process documentation.

      Bid documentation.

      Procurement documentation.

      Business Plans (with an example).

      Neither sentence construction nor grammar will be covered in any depth. It is assumed that the reader will already understand the language sufficiently to construct sentences to communicate ideas in written English.

      Outcome

      Having read the book, you should have gained a basic understanding of the principles of business writing and have honed your skills and built your confidence in order to:

      Write effective business communications using recognised formats and courtesy standards.

      Prepare effective business reports.

      Formally document Minutes of a meeting and prepare an Agenda.

      Prepare effective Method Statements for work processes.

      Prepare basic Business Process documentation to meet Quality standards.

      Understand some of the basic requirements of producing bid and procurement documentation.

      Gain an insight into the preparation of a basic Business Plan.

      Proofread and edit documents effectively.

      Structure

      The book is divided into several Parts. Each part may be read in isolation, and as required by the reader. Having said that, it may be beneficial for those new to writing in a business context, to read the whole book through from the outset, especially Part 2. This should provide a good grounding in the requirements, formats and techniques involved in producing the whole range of business documentation.

      Content

      Commencing with the basics, this book provides the newcomer to business writing with an understanding of the underlying principles. This is followed by guidance on how to apply these principles to various types of document likely to be encountered in the small to medium sized business environment. Examples of typical documentation are provided to assist the reader to understand the requirements and to be able to prepare documents of their own.

      *****

      Back to Table of Contents

      Chapter 2: Principles of Business Writing

      Introduction

      Business writing can take many forms, for example: E-mail; Formal Letters; Agendas and Minutes of Meetings; Contract support documentation; Business Plans; Health and Safety Risk Assessments and Method Statements; Business Process documentation and Work Sheets to meet Quality System requirements; User guides and procedures; Business Continuity (Contingency) Plans; Survey reports. There are probably many other types of document and you will know which apply to your business/office.

      Whatever your job, you may be called upon to prepare a written document of some sort, and it may be taken for granted that you’re able to do this. Unfortunately, we usually find that the only opportunities for practice are when we’re required to produce actual documents for the business. This can induce fear when we realize that the document we’re to write will not only be read by colleagues and customers (and the boss!), but will also be crucial to the business, its professionalism and effectiveness. However, writing effective business documents is a skill that can be developed with training and practice.

      Having learned the basics, practice will build your confidence at taking on writing tasks, enhancing your position in the work-place and even improving your prospects of promotion!

      Basic Requirements

      Business documents need to be clearly written and convey all the information necessary accurately and succinctly. If they do not meet these requirements, uncertainty will result and business efficiency may suffer.

      In the business environment, people need to manage their time effectively. Consequently, they generally need to understand and get to the bottom of what you are saying in your document quickly. They may even speed-read it. By assuming this is the case and writing accordingly, you will stand the best chance of getting your message across. A document that’s written in a way that balances clarity and document length will make the best impact on the reader enabling them

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