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BSBWRT401 Write complex documents

BSB40215 Certificate IV in Business

Application

This unit describes the skills and knowledge required to plan documents, draft text, prepare final text and produce documents of some complexity.

It applies to individuals who work in a range of business environments and are skilled in the creation of reports, information and general promotion documents that are more complex than basic correspondence, memos or forms and that require review and analysis of a range of information sources.

No licensing, legislative or certification requirements apply to this unit at the time of publication.

Unit Sector

Communication – Writing

Purpose of Assessment

To evaluate the candidate’s ability to demonstrate the knowledge and skill required to create reports, information and general promotion documents that are more complex than basic correspondence, memos or forms and that require review and analysis of a range of information sources in a range of business context.

Successful completion of assessments will contribute to the attainment of the following unit of competency: BSBWRT401 in Certificate IV in Business

Elements and Performance Criteria

ELEMENT

PERFORMANCE CRITERIA

1 Plan documents

1.1 Determine the purposes of documents

1.2 Choose appropriate formats for documents

1.3 Establish means of communication

1.4 Determine requirements of documents

1.5 Determine categories and logical sequences of data, information and knowledge to achieve document objectives

1.6 Develop overview of structure and content of documents

2 Draft text

2.1 Review and organise available data, information and knowledge according to proposed structure and content

2.2 Ensure data, information and knowledge is aggregated, interpreted and summarised to prepare text that satisfies document purposes and objectives

2.3 Include graphics as appropriate

2.4 Identify gaps in required data and information, and collect additional material from relevant enterprise personnel

2.5 Draft text according to document requirements and genre

2.6 Use language appropriate to the audience

3 Prepare final text

3.1 Review draft text to ensure document objectives are achieved and requirements are met

3.2 Check grammar, spelling and style for accuracy and punctuation

3.3 Ensure draft text is approved by relevant enterprise personnel

3.4 Incorporate revisions in final copy

4 Produce document

4.1 Choose basic design elements for documents appropriate to audience and purpose

4.2 Use word processing software to apply basic design elements to text

4.3 Check documents to ensure all requirements are met

Foundation Skills

Skill

Performance Criteria

Description

Reading

1.1, 1.2, 2.1, 2.2,

2.4, 3.1, 3.2, 4.3

Interprets information to identify requirements and prepares material suitable to target audience and environment

Proofreads texts for accuracy

Writing

1.6, 2.2, 2.3, 2.5,

2.6, 3.2, 3.4, 4.1

Creates documents for a specific audience using cohesive and well- structured language to convey detailed and accurate information Ensures vocabulary, layout and grammatical arrangement achieves meaning and intent of document

Oral Communication

1.1, 1.4, 2.4, 3.3

Obtains information or clarifies requirements by asking questions and listening

Navigate the world of work

1.4, 4.3

Adheres to organisational policies and procedures related to document production

Interact with others

1.1, 1.4, 1.5, 2.4,

3.3

Follows accepted communication practices and protocols when seeking advice about documents from colleagues, supervisors and managers

Get the work done

1.1-1.6, 2.1-2.5,

3.3, 4.1-4.2

Plans, organises and implements tasks required to produce documents Makes decisions based on standard procedures, using more formal decision making processes where required

Uses the main features and functions of digital tools to complete work tasks

Performance Evidence

Evidence of the ability to:

  • plan, draft and finalise complex documents that require review and analysis of a range of information sources
  • use business technology to apply formatting, and incorporate graphics
  • edit the draft text to ensure accuracy and clarity of information, obtain feedback on the draft and revise the draft
  • apply the enterprise style guide/house
  • Note: If a specific volume or frequency is not stated, then evidence must be provided at least

Knowledge Evidence

To complete the unit requirements safely and effectively, the individual must:

  • identify the enterprise style guide/house style
  • outline formatting styles and their impact on formatting, readability and appearance of documents
  • explain rules and conventions for written English, as defined by general and specialist

Assessment Conditions

Assessment must be conducted in a safe environment where evidence gathered demonstrates consistent performance of typical activities experienced in the communication – writing field of work and include access to:

  • office equipment and resources
  • organisational policies and procedures
  • organisational style

Resources

  1. IBSA Workbook BSBWRT401
  2. Access to appropriate documentation and resources at ZIE
  3. PowerPoint Presentation provided ZIE
  4. examples of learning and development plans, policies and procedures
  5. Examples of documents relating to diversity policies and

For additional/general resources, please refer to the Training & Assessment Resource list which can be accessed from the website and /or student handbook.

Assessment Task 1 – Case Study Assessment Objectives

The candidate is required to plan a document including task analysis, generating ideas, researching and planning an outline. The candidate also needs to demonstrate the ability to identify and work to organizational requirements such as ergonomic requirements and resource conservation.

Timeframe for Assessment Tasks

This assessment task is to be submitted in the final week of the term.

Student Instructions

Complete the following steps.

  1. Carefully read the A2Z Sports and Leisure Centre report
  2. Analyze, generate ideas, research and plan an outline for the writing task scenario in the assessment description. Gather documents you have produced while planning, such as:
    • Policy Analysis Modeling System (PAMS) analysis
    • Brainstorming activities
    • Mind mapping
  3. Prepare to discuss your planning documents and the planning process
  4. Meet with assessor to discuss your planning process and organizational requirements such as ergonomic requirements and resource

Submission Requirements

  1. Planning Documents:
    1. PAMS analysis
    2. Mind mapping
    3. Outline
  2. 1000 – 1500 wordsReport

Assessment Tasks

Scenario: Plan a report draft

You are employed by Workplace Solutions Agency. Your task (across assessment tasks 1 and 2) is to plan the draft, edit and write a report on the A2Z Sports and Leisure Centre using the materials provided and the Workplace Solutions Agency report style guide.

The report should have the following main parts:

  • Marketing and promotion
  • Recommendations
  • Table of contents
  • Executive summary
  • Operational structure
  • Acknowledgments
  • Communication
  • Title

The target audience for the report is the Manager of the A2Z Sports and Leisure Centre. Your report should be approximately 1,000–1,500 words.

A2Z Sports and Leisure Centre report findings

From surveys of clients and community, observation, interviews with staff and consultation with key stakeholders:

  • centre can’t fit it any new clubs
  • peak times 12–2 pm, 4–8 pm Mon–Fri; 8 am–2 pm Sat
  • cafe is staffed by casuals, limited to opening times and service
  • 2% of A2Z residents use centre
  • opening hours 6 am–10 pm
  • outside peak times, centre operates at 22% capacity
  • six rooms for therapy treatments = hired 35%, available only at peak times
  • rooms are hired on casual basis and centre receives 15% of all monies
  • no contracts, no leases
  • cash is paid weekly
  • 65% of community are unaware of any programs, 30% are aware of two or fewer programs, 5% are aware of more than two programs
  • Ads in local newspaper, flyers
  • sometimes there is an advertising segment on 3MU community radio
  • mostly new clients are attracted by word-of-mouth, find out through notice board, reception desk or from instructors
  • seven clubs have longstanding agreements – verbal and use 80% of time and space
  • pool and basketball court is most popular
  • 13 clubs use the centre:
    • A2Z Basketball Club
  • A2Z Soccer Club
  • A2Z Athletics
  • A2Z Handball Club
  • A2Z Volleyball (new)
  • Lake A2Z Rowers
  • A2Z Cricket Club
  • Central Cycling
  • The A2Z Climbers
  • Maulers Basketball Club
  • MSLC Squash club
  • A2Z Bowlers
  • MSLC table tennis
  • five new clubs want training times
  • licensed
  • no booking procedure for BBQ/lawn area; members protest about private bookings because of limited space
  • can fit 150 for catering
  • there is a drinks fridge at reception
  • sports clothing, health supplements, massage oils etc are also sold at reception

= big demand causing space and crowding problems

  • five full-time staff
  • 27 casuals – A2Z uni students who do lots of different roles e.g. bar/café, life guard, holiday program leaders, umpire, reception
  • no handover procedure, no intranet
  • communication is via central message book
  • no regular staff meetings
  • staffing budget is 21% over
  • all bookings – crèche, rooms for hire, courts, are done by hand in separate record books in the various areas, then put together into one book at main desk
  • double bookings and missed bookings happen a

Assessment Task 2 – Project Assessment Objectives

You must demonstrate an ability to draft, edit and produce a report in the context of a simulated workplace scenario based on:

  • The planning you conducted in Assessment Task 1
  • Consultation with your assessor to receive additional information to integrate with

Timeframe for Assessment Tasks

This assessment task is to be submitted in the final week of the term.

Student Instructions

  1. Carefully read the A2Z Sports and Leisure Centre report
  2. Based on the plan you created in Assessment Task 1, write a draft report using these
  3. Edit the draft report using the Workplace Solutions Agency report style guide. You must ask your Assessor to provide the template for Style Guide. Keep evidence of editing changes such as track changes and comments. Keep copies of all marked up
  4. You are to review the draft for suitability, tone, purpose, format, style, grammar, readability, sequencing, structure and compliance with organizational
  5. Submit your latest draft to your assessor for approval. Your assessor will provide you with feedback and additional information needed to meet the document
  6. Integrate the additional information into your
  7. Write the final copy of the report using the appropriate basic design elements suitable to your audience and purpose (1,000 - 1500 words).
  8. Submit all marked up drafts and the final report to your

Your assessor will be looking for marked up drafts and editorial comments that:

  • Indicate attention to satisfying task and organizational requirements:
    • Correct grammar, punctuation, spelling, style
    • Adherence to style guide
  • Attention to specific task requirements Your assessor will be looking for a report that:
  • Is structured correctly for a report and task
  • Has an executive summary that includes:
    • Outline of report
    • Method of research
    • At least two areas of concern
    • At least two broad
  • Uses findings to analyse:
    • Operational structure
    • Communication
    • Marketing
  • Makes at least two recommendations
  • Uses correct spacing, heading size and style specified by style guide
  • Uses language and style appropriate to task and audience: tone, vocabulary, sentence structure,
  • Uses a complex, coherent structure of linked paragraphs with simple and complex grammar as appropriate for the task
    • Linking words
    • Lexical chains
    • Compound sentences
    • Subordinate clauses
  • Includes graphical elements
    • At least two appropriately formatted (including the additional information provided by assessor)
    • Collation and presentation of data
  • Integrates additional information with the original draft
  • Adheres to all task requirements such as word

Submission Requirements

  • Marked up drafts with track changes and comments
  • Final document report

Assessment Tasks

Scenario: Plan a report draft

You are employed by Workplace Solutions Agency. Your task (across assessment tasks 1 and 2) is to plan the draft, edit and write a report on the A2Z Sports and Leisure Centre using the materials provided and the Workplace Solutions Agency report style guide.

The report should have the following main parts:

  • Marketing and promotion
  • Recommendations
  • Table of contents
  • Executive summary
  • Operational structure
  • Acknowledgments
  • Communication
  • Title

The target audience for the report is the Manager of the A2Z Sports and Leisure Centre. Your report should be approximately 1,000–1,500 words.

Based on the plan you created in Assessment Task 1, write and edit a draft report and submit for approval. Receive and integrate additional information into your draft. Submit the final document.

Assessment Task 3 – Written Questions Assessment Objectives

This task will assess your ability to demonstrate required knowledge to describe different components of complex writing.

Deliverable specifications

The student is required to submit a document containing answers to the following written questions.

Questions

Q1. What is a style guide? Explain why a style guide should be used for document production?

Q2. Suggest a concise layout and a format guide for a “Business Letter”.

Q3. Describe your understanding of “Ergonomics”. List some of the injuries that may occur due to poor use of workplace ergonomics.

Q4. List at least ten topics that should be included in a style guide.

Q5. Describe four key grammatical errors that should be avoided in writing business and/or formal documents. Support your answers with appropriate examples.

Q6. Perform an Internet search for various large and small businesses. Go to their home pages and look at “about us” information. Based on your observation list the principles of website design and writing that can be quickly scanned to find important information?

Q7. What important elements need to be considered when writing media releases?

Q8. Select three different popular websites and analyse them by answering the following questions about their home page.

What is the name of the website?

     

Who is the audience? (Age/interest group)

     

What is the purpose of this website?

     

How many graphics are there?

     

Are graphics related to topic(s)? Write a paragraph to interpret the graph for one website and submit as a separate document with screen short of the graph. See template at page no:

     

Is there a print version of the page?

     
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