WRITE SIMPLE DOCUMENTS

11am Roll
Handout lesson outline
Effective writing is an essential management skill.
We communicate in writing
- Writing things down makes us think about what we
are trying to say
- There is more time to reflect on the message
- A written document is a permanent record
- The message can be copies and distributed without
being distorted as happens with the spoken word
- People take more notice of something written
down.
What do we need to know before we can write the
document
- Who is receiving the document
Internal/external customers, primary recipients, who may
need a copy
- What is the purpose of the document
Clarification of issues eg communication about an event,
sending information such as minutes, request for
information, advice, statement of fact or advice
- Establish key points
- Format
Email, forms, letters, memos, minutes, organisational
template, proformas for letters memos or reports, tables
- Determine organisation requirement ie official
format for documents,
Does it need to be scannable, how are attachments and
hyperlinks managed, specific heading styles, keywords, text
in boxes
- Means of communication
What software package – word, excel, publisher,
powerpoint etc.

-
Writing simple documents
What do we call a simple document
- A memo
- A letter
- A fax
- An email
- A simple report
To ensure we prepare a correct document it is important
to prepare a DRAFT which will include all key
communication points.
This will also ensure any additional information is
obtained before the document is sent.
DRAFT
- States purpose
 - Includes information relevant to reader, purpose
and context
- Uses an appropriate style
- Uses an appropriate format
- Writes document so it can achieve its purpose
PLANNING A DOCUMENT
1. Identify why you are writing the document
2. Consider the needs of your receiver
3. Decide what points you need to include
4. Decide the best way to organise thse points
3 methods of organising information
DIRECT METHOD
Begins with main points and/or conclusion and then
provides detailed evidence as support
Useful at work as receiver usually appreciates being able to
grasp point straight away
INDIRECT METHOD
Starts with introduction, provides detailed evidence and
discussion, finishes with conclusion or recommendation
Report writing
PROBLEM SOLVING
Used when you want to focus reader’s thoughts on the
problem. Start with a detailed discussion of the factors
that caused the problem and conclude with a solution
MEMORANDA
Written communication sent WITHIN an organisation (from
one location to another). Usually addresses a single issue.
Has no address, salutation nor complementary close –
wording maybe formal or informal – but it provides a
written record for reference
Parts of the memo
TO
FROM
DATE
REEF
SUBJECT
BODY
INITIALS/SIGNATURE
Exercise Students to
Draft a memorandum to all members of staff from handwrite draft and
yourself in the HR Department advising of a staff meeting then when checked
to discuss new parking arrangements and OHS training. to go and type it up.
The meeting will be at 9.30am on Monday 14 February in
the Board room – staff are asked to RSVP to you by
Friday. Ensure you include all relevant information.
Exercise Show handwritten
Draft a memorandum from yourself to the Receptionist draft to teacher
who handles bookings for the Board Room. You need to before typing up.
request use for the above meeting. You will also need to
request that the room is set up appropriately with
drinking water available as well as a screen and
computer for a powerpoint presentation. Include
anything else you think is necessary for the meeting
Exercise
Draft a memo to the Managing Director advising him of
the meeting you have arranged for the staff and inviting
him to attend.
Exercise
Draft a notice to go on the Notice Board for the above
meeting.