Planning and Selecting Appropriate Business Documents

Purpose of Business Documents

Business documents serve a variety of purposes within a company, including internal communication, record keeping, promoting, and legal compliance.
The purpose of a document will influence its design and format. For example, a promotional flyer will typically be visually engaging, while a legal contract may require plain, formal language.

Types of Business Documents

Several types of documents are used in business including letters, emails, memos, reports, invoices, contracts, and marketing materials like brochures and flyers.
It’s vital to understand what each type of document is used for. For example, invoices are used for billing, contracts for legal agreements and reports for presenting information or findings.

Planning and Selecting Business Documents

When planning and selecting business documents, consider the audience the document is intended for, the purpose it serves, and the simplest, most effective way to achieve that purpose.
The process might require considering multiple alternative documents and choosing the one that best fits the purpose. For example, if the purpose is to communicate a piece of information quickly and informally within the company, an email may be most appropriate.

Document Design and Layout

Carefully consider the layout and design of business documents, as it can greatly influence their effectiveness. For example, a well-designed brochure could potentially attract more customers than a poorly designed one.
Importantly, business documents must be professional and reflect the company’s brand. This includes using appropriate fonts, colours, language, and incorporating the company logo where applicable.

Document Review and Update

It’s essential to regularly review and update business documents to ensure they remain current, accurate, and effective. For example, a marketing brochure may need to be updated to reflect new products or services.
Reviewing also allows for the improvement of documents over time, based on feedback and the usage of the documents. Documents that are no longer useful or relevant should be archived or discarded to maintain a clean and efficient documentation system.

Remember, careful planning, selection, and design of business documents can greatly contribute to the efficiency, effectiveness, and professional image of a company.