1. Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny 5–1 Chapter 5 Business documents

2. Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny 5–2 Electronic communication  E-mail  Facsimile machine  The electronic office  Speech recognition  Help on screen  Mail merge

3. Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny 5–3 Wizards and templates  Templates  Macros  Scroll mouse

4. Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny 5–4 Skills for writing  Four stages of writing  Thinking and planning  Capturing ideas on paper  Organising the shape and structure  Editing, revising and proofreading

5. Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny 5–5 Important questions  Purpose?  Information?  Clear?  Courteous?  Positive?  Relevant?  Language  Tactful?  Layout?  Logical?  Follow-up?  Spelling?  Proofreading?

6. Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny 5–6 Letter composition—checklist  Plan your letter  Correct layout  Reader’s point of view  First sentence  Keep sentences short  Courteous  Positive  Grammar and spelling  Accuracy  Constructive endings

7. Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny 5–7 Conveying bad news  Neutral comment  Positive explanation  State the bad news clearly  Alternative solution  Positive ending

8. Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny 5–8 Persuasive letters The “AIDA” principle  Attention  Interest  Desire  Actions

9. Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny 5–9 Letter and memo layouts Three basic styles  Fully-blocked style  Blocked style  Semi-blocked style

10. Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny 5–10 Fully blocked letter Figure 5.1 A fully blocked letter with open punctuation

11. Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny 5–11 Semi-blocked letter Figure 5.2A semi-blocked letter with closed punctuation

12. Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny 5–12 Fully blocked memorandum Figure 5.3 A fully blocked memorandum with open punctuation

13. Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny 5–13 Semi-blocked memorandum Figure 5.4 A semi-blocked memorandum with mixed punctuation

14. Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny 5–14 Other correspondence  Facsimile messages  Form letters (mail merge)  Internal memoranda

15. Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny 5–15 Report writing  Vital part of communication  Executives need information  Customers expect facts and figures  Government branches require records

16. Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny 5–16 Types of reports  Analyse a situation  Inform as to progress  Present a recommendation  Suggest a program of action  Give an account of conduct  Results of a survey  Report research findings

17. Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny 5–17 Common short reports  Form reports  Memo reports  Letter reports  Committee minutes  Staff circulars  Bulletins

18. Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny 5–18 Planning a short report  Identify the purpose  Consider the reader  Identify information needs  Primary, secondary sources  Sort your information  Arrange your sections

19. Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny 5–19 Plan for a short report Figure 5.6 Plan for writing a short report and an example of a short memorandum report

20. Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny 5–20 Planning a long report  Clarify the purpose  Consider the reader  Research the subject  Interpret the data  Prepare the outline  Write the report  Package the report

21. Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny 5–21 Primary, secondary sources

22. Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny 5–22 Interpret and organise data Figure 5.7The steps necessary to search for information

23. Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny 5–23 Preparing the outline The principles of outlining are:  Division  Consistency

24. Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny 5–24 Relationship of ideas  Use initial capitals  Same font style  Consistent text enhancements

25. Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny 5–25 Report example Figure 5.8Title page, table of contents page, and introductory first page using the decimal numbering system, of a long report

26. Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny 5–26 Packaging your report  Cover  Authorisation  Transmittal  Title page  List of figures  Summary  Introduction  Numbering  Body  Conclusions  Recommendations  Endnotes  Bibliography  Quotations  Appendices