Principles of Managing Information and Producing Documents

2315 words 10 pages
Section 1 – Understand the purpose of information technology in a business environment

1. In relation to your current business environment (or one that you are familiar with), identify at least two different types of information technology that may be used when completing work tasks.

We use databases to manage our customers and our portfolio.
Our External sales people use mobile information technology to keep up to date with emails and to produce quotes when out on the road.

2. What are the benefits to businesses (and others) of using information technology for doing work tasks?

The benefit of IT for work tasks is the ease of communication. Many attendees at a meeting may be invited quickly in one go rather than people
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In the same respect we wouldn’t want our competitors finding out who we are working with or what our finance rates our as this could give them insight into our business that they could use to steal our customers or undercut our rates and we would lose a lot of business.

Section 3 – Understand the purpose of producing documents that are fit for purpose

1. Identify at least two reasons for producing documents that are fit for purpose.

One of the reasons for ensuring documents are fit for purpose is to protect the company’s reputation. Poor document layout or errors give a bad impression of the company and may mean that business is lost to competitors. Another reason for ensuring that documents are fit for purpose is that if someone asks for some information and it is presented in a way that does not meet the desired outcome it can reduce efficiency within the business. Have a clear understanding of what is required at the outset can allow for the selection of the correct type of document to ensure it is done right first time. Having standard document templates for people to use can also give the right corporate image consistently.

2. Use the table below to describe some of the different types and styles of documents that are produced in a business environment, and then explain when these different options may be used.

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