Planning an integrated Document to meet someone’s needs

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Presentation transcript:

Planning an integrated Document to meet someone’s needs © EIT, Author Gay Robertson, 2016

The 3 steps to planning - read the brief …. Step one to decide what the document is required to do “that’s its purpose” Step two to decide the software/ specifications/ features/ formatting needed to make it work “what to do to meet the requirements” Step three evaluate the document “Does it provide a solution? Does it solve the problem”

Step 1: Read the brief … this is the list of everything that needs to be included in the document and everything that needs to be done to provide the solution

Look at any layout suggestions You are often given a rough sketch of what is required

Decide the purpose … What is the document supposed to do?

Step 2: Determine the specifications ….. Decide what software/steps you need to include Word - Save the memo correctly Excel - Copy data from correct workbook Excel - Copy chart from correct workbook Word - Format data and Resize chart for professional finish Using the required software, these tasks/steps will provide your solution to the brief

Look at the original Excel worksheet where you will copy data from …

How much do we put into our Word document? The quantity bought The cost of each single item Select the correct data The data would then be copied

You would then Paste the copied data into the Word document where required – it would appear in a table

Format the table for a professional look ….. There are lots of choices you could make … choose one that gives a professional look to the table (makes it look good and matches the rest of the formatting in the document!)

So … these are the steps/software I need Word Save draft memo correctly Excel copy data & chart Word paste data into Word memo. Format data. Resize chart. Save memo

Okay. Now I need to use the software and follow the steps to achieve the purpose and solve the problem

Step 3: is checking whether the integrated document does what it is supposed to do – provide the solution to meet the brief.

How do I test whether I’ve solved the problem? Is the memo addressed to all staff? Does it show them the cost per person using the specified data and chart?

Does it look professional? Make sure the document is looking good and matching the formatting in the report/document Check did you include all the necessary information Check the copied objects have you applied a style to the table for a professional look? have you resized the chart correctly for a professional look? can the data from the table and chart be seen and read? Have you proofread for typing errors?

If you have done everything that was needed, then Well Done! If you haven’t, then fix up anything that’s wrong! Remember to re-check that it now solves the problem and meets the brief!