Business Information Management I 1

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Types of Business Documents Letters to existing and prospective customers Proposals that accompany external sales and internal purchases Annual reports that include financial data Forms such as applications and invoices Newsletters to provide information about your organization in a creative way 3 Copyright © Texas Education Agency, All rights reserved.

Letters, Memorandums, s  All are common communication tools  Letter- more formal / can be internal or external Business- from a business to another business Personal business- from an individual to a business  Memorandum (memo)- usually internal / within an organization  - less formal / can be internal or external / basically an electronic memorandum 4 Copyright © Texas Education Agency, All rights reserved.

Proposals  Usually a formal request  Contains an intent or purpose (such as request for new programs, equipment, or business from a potential client)  Contains a description of a solution to a problem or needs to be addressed  Contains the costs involved 5 Copyright © Texas Education Agency, All rights reserved.

Forms  Can include invoices and receipts  Usually, format is dependent upon type of company  For some companies, forms may be Applications Contracts Bank statements Tax records 6 Copyright © Texas Education Agency, All rights reserved.

Newsletters  Usually two or three column  Provides information and updates about an organization  Contains creative elements to make it more interesting to read  Can contain enhancements such as graphics, drop caps, borders, shading, or text boxes 7 Copyright © Texas Education Agency, All rights reserved.

Reports  Informative document / longer than a letter  Contains data and statistics  Can contain financial information (like annual reports)  Can contain sales information  Can contain marketing information 8 Copyright © Texas Education Agency, All rights reserved.

Enhancements to Business Documents Tables Charts and graphs Diagrams Borders and shading Title page Table of contents Bookmarks Text formatting 9 Copyright © Texas Education Agency, All rights reserved.

Tables  Insert a table by specifying the number of desired rows (horizontal) and columns (vertical)  Can change column width and row height by “right clicking” or dragging edge  Can add, delete, or edit borders  Ideal for displaying lists of data  Can calculate basic formulas in a word processing program  Can sort data  Formatting such as shading, text alignment, and font styles add emphasis 10 Copyright © Texas Education Agency, All rights reserved.

Table Illustrated 11 Copyright © Texas Education Agency, All rights reserved.

Charts and Graphs  Can create many types of charts such as column, bar, pie, etc.  When “Insert” is clicked, a spreadsheet template opens so data may be entered  May be inserted into an existing document for emphasis or demonstration of a point (or may stand on its own) 12 Copyright © Texas Education Agency, All rights reserved.

Chart/Graph Illustrated  Using the university enrollment data from the previous table… 13 Copyright © Texas Education Agency, All rights reserved.

Diagrams  Shows order of tasks or concepts  Examples include Flowcharts Organizational charts Classification charts such as Venn diagrams  Shows relationships  Can also be created by inserting shapes and adding text (depending on your program) 14 Copyright © Texas Education Agency, All rights reserved.

Diagrams Illustrated 15 Copyright © Texas Education Agency, All rights reserved.

Independent Practice Assignments  Flowchart Assignment #1- Students are to think of a process that they would like to explain how to do through a flowchart diagram. The topic is to be explained step-by-step and should preferably be something related to teaching a skill (whether it be computer-related or otherwise).  Table Assignment #2- Have students conduct research into some sort of business- or education- related statistics. It can be related to salaries, sales, or any other topic that the teacher deems appropriate. Students will create a table that displays their findings. Following are the minimum technical requirements for their table: at least two columns and at least ten rows, borders, shading, and text formatting. 16 Copyright © Texas Education Agency, All rights reserved.

 Proposal Assignment #3- Students are to create a proposal from one of two different topics: a sales proposal to a potential customer about why you would like to create a marketing plan for their new product or a request for new laptop computers (or tablets) for the employees of the company you work for. The marketing plan would include sections describing the product and how it will fulfill a need in the community, the current competitors and how this product is different from them, a price structure for the product, the target customers, and finally a goal for a certain number of sales and a deadline to accomplish the goal. The request for laptops should include the need for the laptops and what concerns or problems laptops can solve, a comparison of different types of laptops, total costs, and all of the benefits that company-wide laptops can provide. Both of these proposals should include tables, diagrams, graphics, and visuals where appropriate. Remember, these proposals are written to persuade someone to take action; therefore, they should look and sound convincing and professional. 17 Independent Practice Assignments Copyright © Texas Education Agency, All rights reserved.