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Workplace Documents701.3.13—Select the most appropriate format for a work-related text.

+Why is Communication Important in the Workplace? The workplace is very different from school or

home. Communication is vital in the fast-paced world

of work. Work flow slows or stops when communication

is not delivered effectively. Poor communication can also cause

unnecessary on-the-job injuries.

+What is a Workplace Document?Characteristics:

Created in the workplace for use in the workplace

Provides steps or instructions to carry out tasks in the workplace

+Types of Workplace Documents

+Instructions Good instructions are

vital to the smooth operation of any place of business.

Poorly written instructions can slow down workflow and even result in accidents or injury.

Instructions must follow a logical order and be easy to understand.

Usually each step is numbered and very few technical or difficult terms are used.

+Directions Tell workers how to

do things related to their jobs

These instructional documents include user guides and employee manuals

They may tell an employee what procedures to follow or how to operate equipment.

+Letters Letters enable you to

formally communicate with people in your workplace and in other workplaces associated with your business.

Letters must follow a set format depending on your audience.

Use formal language and set all information into an easy to read layout.

+Memos A simple and effective way of getting a brief message

to a large number of people. Most workplaces have a set format for writing memos. They can be used to boost morale, request actions, or

pass on information.

+E-mails A professional e-mail

might be addressed to potential employers, business associates, colleagues, university staff, etc.

In order to achieve a respectable and credible tone in a message, one should use correct spelling and grammar.

In addition, avoiding the use of emoticons is advisable.

+Reports

Analyze and explain particular aspects of the workplace.

They are written to communicate factual, descriptive information on various topics.

Sample Evaluation Report:

In March of last year, senior vice-president Venetia Carls requested an inquiry into the productivity of the distribution division of Marks & Co. After studying the distribution division for six months, it is clear that the productivity is extremely low and that the division needs to be reorganized and fully computerized.

When Vice-President Carls came to Marks & Co. after 12 years at Hiren’s, Incorporated, she immediately commented on the numerous personnel in distribution and asked that we investigate the productivity of the division.

In order to test our productivity, we researched 15 companies in the area. Not only were all the companies bigger than ours, but all the companies had 20% less personnel in their distribution divisions. Many of the personnel in these other companies stated that they were “sufficiently staffed” for the work they do.

In addition to the number of personnel, we also looked at the technology used in distribution services. Thirteen companies were fully computerized, while Marks & Co. is only 60% computerized.

To see more statistics about our finding, please refer to Appendix A.

After investigating successful distribution divisions in companies comparable to ours, it is clear that we have some improvements to make in order to increase productivity and save money.

Based on these findings, we suggest the following actions:

• Full computerization within 12 months

• Termination of two full-time employees

• Immediate supervision by Vice-President Carls until productivity increases by 20%.

+Sample ScenariosWhich Document Should You Use?

+Which Document?

You are going out of town and Jeremy will be filling in for you while you are away. Which document would be most effective for communicating your job responsibilities to Jeremy?

A detailed list of instructions

+Which Document?

Your work team has been asked to evaluate the effectiveness of a new advertising campaign that your company recently started to promote a new product line. What should your team’s final product be?

Create a report to explain your analysis of the ad campaign’s effectiveness

+Which Document?

Your company is interested in purchasing a new machine to use in the warehouse. You have found the salesperson’s contact information on a product web site. How can you best communicate with the salesperson to set up a demonstration?

Send an email to the salesperson requesting a conference call or a visit.

+Which Document?

Recently you received a letter from a customer requesting that your business place an advertisement in her child’s school yearbook. Whether you decide to take out the ad or not, with which sort of document should you answer her letter?

A business letter stating your decision

+Which Document?

As head nurse, you are responsible for training and storage of a new infrared thermometer recently purchased by your office. You must personally train each nurse on the proper use of the thermometer, but you also want to give the nurses a document to refer to in case they forget the procedures later. What type of document could you create for this purpose?

A directions sheet that includes office policy on thermometer usage and proper storage.

+Which Document?

You are planning a party to celebrate the retirement of the head of your engineering department at a local factory. How can you best communicate the details of the event to everyone in the department?

A memo listing all the relevant details.