Flashcards
Creating Bespoke Business Documents
Cards in this deck (45)
- 1What is a bespoke document?A document that has been designed or personalised specifically for an organisation, a department within one or an individual.
- 2Give some examples of bespoke documents.Compliment slips
Business cards
Catalogues
Brochures
Leaflets
Forms - 3What is the effect of having a poorly-designed bespoke form?Reduced efficiency and reputation with customers, clients and general public.
- 4What should you consider when preparing bespoke documents?Consistent layout
Font size/type
Purpose
Spacing
Visual aids and colours
Bullet points - 5Why should you think about the consistent layout of your document?Keeping things consistent means readers are not confused. Long documents in particular should retain a similar look and feel throughout.
- 6Why should you give consideration to what fonts and sizes you use?They make the document easier to navigate. Using headings and subheadings in different fonts/sizes helps distinguish between large chunks of text, but some fonts can be more overpowering than others.
- 7What is significant about a document's purpose?Its purpose will affect its design. The design should help your content make its point, not overwhelm it. If in doubt, remember less is more!
- 8Should you use spacing in a document?Yes. White space means documents do not appear to be crammed full of text, and are therefore easier to read. You should use white space between paragraphs and margins.
- 9Are visual aids important?Yes. They break up text and make the page more visually appealing. You could use imagines, graphs, diagrams or charts.
- 10Why should you use colours in a document?Because they attract attention and direct the eye to important parts. However, there are some colours used in traditional ways - e.g. red indicates a negative in financial figures, and green implies a good result - so be aware not to confuse the reader and follow the conventions.
- 11What is the benefit of using bullet points or numbered lists?Like many of the other considerations, they help break up your document. They present information in a clear and obvious way. You should use them in a consistent manner, so not to confuse the reader.
- 12What should you consider when producing a letter or other form of correspondence?- The paper colour
- The text colour
- The text size and font
- The position of a logo
- The position of the company's name, address, contact details, fax number, VAT number and company registration number - 13What should a formal report contain?- a title reflecting the subject
- table of contents if more than 10 pages
- executive summary
- introduction
- main text
- conclusion
- recommendation for improvements or actions based on the conclusions
- bibliography
- Appendix - 14What is an executive summary in a report?Written last, an executive summary summarises the essential points of the report, including the conclusions as briefly as possible. It should be able to be read in isolation, allowing the reader to decide whether it is necessary to read the whole report.
- 15What is the purpose of a report's introduction?It explains why the report was written, giving background information and explaining the method of investigation used.
- 16What should a report's main text contain?Where the findings of the report are listed under sections and subsections. Each section will refer to a different topic and describe, analyse, interpret and evaluate the data. Only proven facts should be used, not opinions.
- 17What should a report's conclusion contain?A summary of the main points; opinions if the evidence to support them is given in the main text.
- 18What would a bibliography list?publications cited or referred to in the report
- 19What is an appendix?It contains material which is referred to in the report which requires greater detail.
- 20What is the purpose of minutes?To not only keep a record of what was discussed,/decided for those who attended, but to allow those who could not attend the meeting to understand what decisions were made, what alternatives were considered and the reasoning behind the decision.
- 21For some meetings (e.g. government, NHS bodies and police authority ones) taking minutes is compulsory under what act?Freedom of Information Act 2000
- 22The Companies Act requires a company to record minutes of all meetings of its directors for how long?10 years. Failing to keep minutes is a criminal offence applying to every officer of the company.
- 23What are the different types of minutes that can be taken?Resolution
Narrative
Action - 24What are resolution minutes?Minutes that record the decisions taken but do not detail any discussion about the topic
- 25What are narrative minutes?Minutes that include a summary of the main points, which are usually quite detailed, and the decisions taken
- 26What are action minutes?Minutes that briefly report proceedings and name the person delegated to undertake a course of action
- 27When taking minutes, what does 'verbatim' mean, and how would you do it?Verbatim = Word for word
You would usually record the discussion on audio equipment or using shorthand; it is not possible to record every word that is said otherwise! But make sure to note who is speaking, in case you can't recognise who is speaking on the audio. - 28What are motions, amendments and resolutions?Motion = a proposal put forward for discussion at a meeting
Amendment = an addition or alteration to a motion
Resolution = a firm decision to do something
They must all be recorded word for word, to prevent any dispute later. Record the name of who proposed the motion, who seconded it and the result of the vote. - 29It is important that minutes are objective, recording the facts rather than your opinion of them, and focus on action points, not the discussion that led to them. They must include the:- Title or purpose of meeting
- Names of those who attended
- Details of the proceedings
- Agreed actions
- Allocated responsibilities for the actions
- agreed attachments and/or appendices - 30Should meetings be written in the past or present tense?Past
- 31What should you do before sending out the minutes to all attendees, apologies and anyone expected to take action as a result?Get the chairperson to check them for errors or inconsistencies
- 32What happens if someone requests a change to the wording of minutes?It should be noted so that it can be discussed at the next meeting during the agenda item 'approval of the minutes of last meeting'. This will be done before the chairperson signs the minutes off as correct.
- 33What should you do with the signed-off copies of the minutes?File them with a copy of the actual notes taken and the final version of any documents and reports that were considered at the meeting.
- 34What is the purpose of an agenda?To set out what is to be discussed at the meeting.
- 35What order is an agenda usually set out in?1) Apologies for absence
2) Minutes of last meeting
3) Matters arising
4) Actual business of meeting
5) Any other business (AOB)
6) Date of next meeting - 36What must be included when you produce an invoice?- The client's/customer's name and address
- Your organisation name, address and contact details
- when you expect payment and what method
- an invoice number - 37What must you consider when producing compliments slips?- Their size (making them fit a DL envelope will avoid having to fold them)
- The background and text colours
- The positioning of 'With compliments'
- The positioning of the same information used on the letterhead except for VAT and Company Registration number - 38What must you consider when producing business cards?- Their size. They must be able to fit into a wallet, but still contain all the same information as a compliments slip, plus the personal information of the individual carrying them.
- The quality of the material they are printed on - business cards reflect the organisation, so print them on good-quality card, not flimsy card or paper. - 39What must you consider when designing catalogues?- Colour schemes
- Size and number of pages
- Size of illustrations
- Demographics of audience
- Categorising the content - 40Why must you consider the colour schemes of your catalogue?1 man in 20 and 1 woman in 200 has some degree of colourblindness, with red and green being the most common form of confusion. Also, the colour that is printed is not always the same as the colour on-screen, so print a test page first.
- 41Why must you consider the size and number of pages of your catalogue?If your product range is extremely wide, should you really be illustrating every option? Would it not be easier, and better for the environment, to illustrate the popular products and list the others?
- 42Why must you consider the demographics of your catalogue?The text size, colour, language and use of pictures/diagrams will all be affected by the type of person you're trying to communicate with.
- 43Why must you consider categorising the content of your catalogue?if your catalogue contains large numbers of products, the order in which you display them and the index you provide will determine how user-friendly it is
- 44What must you consider when producing bespoke newsletters, brochures or leaflets?- Their size
- Their text and content
- The positioning of information
- The size and positioning of illustrations relating to the information - 45What should you do when producing posters or notices?- Use all the space available, but remember that white space is an important part of the layout.
- Use colour sparingly.
Use white or pastel shades as background.
- Make the flow of information clear from the layout
- Clearly label diagrams or drawings
- Make the title text big enough to be read from 6 meters away
- Make the body text readable from at least two metres away
- Keep the word count as low as possible
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- Unit 318 Flashcards on Creating Bespoke Business Documents, created by Sophie Hayes on 14/03/2019.
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- Sophie Hayes · Mar 2019
- Updated
- Mar 15, 2019
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