Task 1: You have been asked to write a staff training manual on written

communication. The manual should include a minimum of four different business

contexts, the types of written communication that should be used, the purpose of
the communication and examples of the written communication.

School Reception:
In a school reception, written communication is needed because it makes it a lot
easier to work more as it can help you memorize effectively, a good example of
this would be using things like post-it notes, this is also a quite straightforward
way of communicating with other people via written documents as it is quite
simple to create and you don’t have to use formal language when writing them.
The purpose of the post-it notes is to make reminders or get your point across to
your workers about things they must remember, and by using these notes you
don’t have to be formal and instead you can use informal language to give them
information or remind them of something that they have to do. An example
would be a worker writing a post-it note to remind the co-worker to send a few
documents to him and then put it on his office desk. Another example would be
writing the visitors' or register logs whenever you enter the school reception.

Hospital:
In a hospital, written communication is needed because it is essential for effective
nurse-to-nurse or doctor-to-doctor communication. Nurses use written
communication to create and update the patient's medical record. This must be
formally written as it must be professional when other doctors and nurses read
them so that they can understand. The purpose of written communication in
hospitals is to effectively talk more efficiently. Some examples would be using
documents such as personal details, analysis and diagnoses which contain written
communication, these documents are essential because other nurses and doctors
might need to read them in the future.

Meetings:
In meetings, written communication is needed because it is essential for effective
memorizing, an agenda is a type of written communication and could also be used
for either memorizing what topics they will discuss and what has been said by
who, it is also more professional to do an agenda rather than taking notes
because it includes date, time, topics and opinions of the people at the meeting.
This must be written formally because it must look professional and convincing as
someone else has to be able to read it again.

Accounting for an organisation:

In accounting, written communication is needed because it is essential for the
organisation to keep track of its finances, this is where the accountant comes in
and calculates all the finances of the organisation and then add the
finances/figures to a financial statement. The purpose of accounting documents is
that their businesses can keep track of how much they are spending and how
much they can or can't spend. Some examples of documents would be financial
statements, letters and memos. The documents are usually written with
electronics such as word and excel and it must be written formally because it
must look professional and by doing this the organisation can easily access the
finances at any time they want.

Task 2: Produce three different documents and a brief description of the internal
communication tasks that each one supports.

Memo:
A memo is a written message
that is typically used in a
professional setting. These
messages are usually brief and
are designed to be easily and
quickly understood. Memos
can be used to communicate
important information
efficiently to get your message
across to the recipient, they
must be professionally written
meaning that it is in formal language. A memo is a type of internal communication
and can only be sent to people within the organisation meaning that only workers
of the organisation can receive it. The advantage of using a memo is that it is
quick and efficient to do as it does not take a lot of time to write, and the
disadvantage of using a memo is that it might not reach the recipient because the
letter might have been lost compared to emails where you won't have to worry
about emails being lost.

Post it note:
A Post-it Note is a small piece of paper which
can be attached to documents or surfaces. A
post-it note is a type of internal
communication which is used by many people
to this day, the reason for this is that it is one
of the quickest ways to communicate with
someone else through writing and it is
disposable so that you can throw it in the bin
at any time you want. It does not have to be formal language and instead can be
informal, which makes it the best way of communicating with your
workers/friends while they are on breaks or eating lunch and you would just have
to stick it on their office surface. The advantage of using post it notes is that you
can get your message across to your friends and workers using informal language
if you want with minimal effort. The disadvantage of using post is that you must
keep your message short due to the sticker not being big enough.

Email:

Electronic mail is a method of exchanging messages between people using

electronic devices. An Email can be both internal and external communication
depending on how you want to write it, using an email is straightforward and can
be quite confusing but there are email providers that make it easier for you, it is
an efficient way of communicating with people in your organisation which can be
both written informal and formal. The recipient will receive the email message
much faster than it would with a post it note and memo making it the fastest way
of communicating by writing and for that reason most people use this kind of
written communication to immediately send them email messages about things
like emergencies and urgent matters. The advantage of using an email is because
of its speed and easy to write layout thanks to the email providers online. The
disadvantage of email is that it could potentially cause information overload and
even cause misunderstandings because of that. Emails include the recipient,
message and subject.

Task 3: Write an additional section in the training manual on documents used for
external communication. You should include three different external
communication documents you have produced yourself.
Purchase Order:

A purchase order is a legally binding document between a supplier and a buyer. It

details the items the buyer agrees to purchase at a certain price point. It also
outlines the delivery date and terms of payment for the buyer. A purchase order
is an external type of written communication used for sending out letters to
buyers regarding their request of purchase from their business. They are
considered as a way of reminding the customer what they have bought from their
business. This letter will include the buyer's name, the address of the delivery, the
company it was bought from, the items the person has bought, the costs and
payment, the date of issue and delivery date and whether delivery is available.
The purchase order must always be written in formal language so that they look
professional in the customer's eyes.

Report:
A report is a document that presents information in an organized format for a
specific audience and purpose. Reports are written to present and discuss
research findings. It is an effective way of showing your findings and can be used
for businesses to benefit from as they give their thoughts and conclusions about
the findings and research they might have witnessed. The report usually includes
information like an introduction of the research that you are going to write, your
research findings based on the things you may have experienced, and a
conclusion which summarizes your thoughts about the experience that you went
through. The report must always be written in formal language so that the person
that has written the report looks professional and convincing.

Sofa Letter:
A sofa letter is a type of external communication that is used for reminding the
customers of what they have bought, it is kind of a purchase order and includes
the features of the purchase order letter such as the sofa that the customer has
bought, the price of the sofa, the delivery address, the name of the customer, the
company the customer bought the sofa from, delivery date and if there is delivery
availability. It’s purpose is to show proof that you have bought the sofa and give
you more details about the sofa such as when it will be arriving and such. That is
an effective way of communicating through written because you are getting your
message across to your customer with the use of sending out letters which will
eventually in a couple of days reach the customers. The sofa letter must always be
written in formal language so that they look professional in the customer's eyes.