Prepare Text from Notes Using Touch Typing

There are several ways to communicate from one place to another, as in this example with text notes typed utilizing the touch-typing method. Therefore, it is advantageous for the sender to know who the audience is and how likely they are to encode the content. The audience's age is important before delivering the material, whether they are elderly, middle-aged, or young. A good example is when the message is meant for the old people or middle age, yet the speaker intents to use short words that are well familiar by the youthful generation, thus, the message will not be received well by the audience. Moreover, it is advisable for the sender to check and make sure that the text will address specific persons, thus, minimizing the miscommunication.

Describe the problems that may occur in transcribing notes written by others.

Transcription is defined as the process of demonstrating languages in written form with the aim of communicating to the targeted people in the society, for instance, in the organizations where communication procedure is crucial for the organization performance. The answer the question, first, there could language barriers in the process of transcribing notes, thus, the meaning of the text is easily distorted making the audience mislead. Secondly, the previous writer might misspell the notes; therefore, the message will have a different meaning at the end of communication process. This affects the whole process of communication because the audience will receive a different message from the original one before it was transcribe. Transcription in communication requires a lot of keenness to make sure that the original meaning of the message is maintained, thus, enabling good communication (Economist Intelligence Unit, 2012).



Explain the consequences of incorrect spelling, punctuation, grammar and sentence structure and inaccurate content.

Communication can be either good or bad depending on the nature of the message delivered by the sender to the audience. Indeed, incorrect spelling leads to the misinterpretation of the message by the third party. Inaccurate content means that the information transmitted will have no meaning at all since wrong message is disperse; it, therefore, causes a language barrier making misunderstanding within the organization. The content with grammar and sentences, which are not structured, causes delay when the audiences tries to understand the message before sending the feedback so that the communication process completed. Poor punctuation fails to express the tone of the message before the targeted audience while, on the other hand, correct punctuations express the feeling of the messenger when addressing the audience. The expression when delivering a message influence the way the people will receive the information.

Explain how technology features can help to create, format and check the accuracy of text.

The use of technology in any field has brought a lot of benefit since it saves time and improves the accuracy of information. It helps correct the text before it is passed from one point to another, for example, in the organization where the senior members decide to communicate to the juniors. One of the features’ that help in ensuring that the text is accurate before it is delivered is the grammar checker. The grammar checker is a kind of software whereby it detects the spelling errors and provides the correct words, thus, making text accurate preserving the original meaning from the sender. Another tool is to correct the information before it is passed from one point to another is spelling checker. This type of software corrects the spelling when the writer mistakes while typing thus giving the audience the chance to receive the original message (Adair, 2009).

Describe ways of checking produced texts for accuracy and correctness.

The one reason that one can find the difference between the correctly entered information from the incorrectly typed one is that the incorrect text will display an error in the search engine such as Google. Another thing that shows the text is incorrectly typed in the search engine is that the results will not appear but one can see an error in the input, thus, providing room for correction. The necessary measures need to be performed to ensure the audiences receive the perfect the information from the speaker at convenient language that favours everyone.

Describe organisational procedures for the storage, security and confidentiality of information.

The storage of information is crucial in any organization since it acts as evidence of the things that occurred in the past in the same organization. It is important to protect the information in the organization to avoid passing the message to the wrong destination. The message parcel must be cover well so that the information could be confidential while under transportation. Although, there other information within the organization that target everyone in the same firm, thus, an open memo is always pinned in the notice board for everyone to read. The private information needs protection and delivery to the correct person within the organization or even those who are outside the same organization operations.

Unit 221 – Administer Finance

1.1. Describe organisational hierarchy and levels of authority for financial transactions.

The organizational operations based on the departments have their own structure of hierarchy outlining the responsibilities of each officer in the structure from top to the lowest range officer. Finance department hierarchy structure is as follows: at the top is the Chief Financial Officer who oversees the overall organization financial transactions and operations. The people below the Chief Financial Officers are the Internal Auditor and the Management Accountant.

The internal auditor is a professional who report to the management accountant and he or she responsible on the matters of financial transactions within the organization. The financial accountant is required to report to the chief financial officer in the organization, his role is to make sure that the financial report are analysed and interpreted well so that everyone can understand the financial records (Newman, 2014).

1.2. Explain organisational systems for sales invoicing, purchasing, payments and receipts.

The sales invoicing is the note that shows the transaction of goods sold to the customers and those goods brought back to the organization by the customers, for instance, when the product fail to function at the time of purchase. Organizations normally gives customers a warrant of the products for over a given period, thus, if the products fail to operate within this time duration then it can be return to the organization. There is also the purchasing order; this elaborates on the agreement that the organization entered with its suppliers. It helps in ensuring that transactions recorded to avoid any inconvenient in the future (Joyce, Hassall, Luis Arquero Montaño, & Donoso Anes, 2006).

Lastly, the payments and receipts acts as the acknowledgement of the purchase and payment by the organizations. It is, therefore, good for any organization to keep orderly records for the future use and provision of evidence as proof of payment.

1.3. Describe the use of a purchase order, invoice, receipts and expenses.

The use of purchase order in an organization is to ensure that records of goods bought by the organization over a given period. The invoice also explains the details of the goods that the organization has sold to its customers while requesting for payment. The receipts provide information that the goods received and paid for by the people involved. In some occasions, some customers may need the receipt to serve as evidence in case they need compensation elsewhere for purchasing those products.

Unit 301 – Communicate in a Business Environment

1.1. Analyse the communication needs of internal and external stakeholders.

Organization to operate well good communication is important since the flow of information will help in allocating resources to various departments in the right way making it realize the goals and mandate of operation in the future. A well structure communication channel ensure that everyone get the necessary information that could be best for the organization performances. Moreover, the stakeholders need to understand the operational details of the organization, hence, it is the duty of the management team to come out clearly on its operational plans and progress (Koneru, 2008).

A good communication system minimise the losses in the organization because the employees and employer have the required information on how to perform certain tasks using available resources.

1.2 Analyse the different communication models that support administration.

The communication models is the process of passing out information in the organization in a conceptual model way. It is, therefore, good to look for the following model of communication; first is the linear communication model where the sender encodes the information through a channel to the receiver who immediately decodes the message; there is no need for the immediate feedback. It is a normally found in the mass communication since it only deals in a straight-line communication. Another model is the interactive model whereby the sender encodes the message and sends to the receiver who on the other hand decodes the message then sends back the feedback to the original sender. It is witness in telephone calls. Lastly, transactional communication model; in this case the sender and the receiver play the same role simultaneously by encoding and decoding the message. It is more of face-to-face communication. It is therefore important for any organization to consider the above three communication models to embrace good operational performances (Yanamandram, & White, 2006).

1.3. Evaluate the effectiveness of different communication systems.

The effective of communication systems mainly determine by the way the message received at of the communication. A good example is when the organization uses the memo to communicate to its employees is much effective since a post is place in the notice board where everyone can see at any given time. An email communication system is much faster and it could reach to a large population at the same time (Thill & Bovee, 2016).

1.4 Explain the factors that affect the choice of communication media.

Communication media depends on the channels that messages pass before the receiver gets it at the end of the day. Communication messages that require immediate feedback, it is appropriate to use face-to-face talk with the person intended to get the message. Another thing is the confidentiality of the message; a more confidential message will needs a private channel while a non-confidential message will just use an open channel.

1.5 Explain the importance of using correct grammar, sentence structure, punctuation, spelling and conventions in business communications.

The communication is important for the business to perform well in its daily operations, since the correct information is avail. A grammar and well-spelled message ensure the efficiency of communication hence the feedback received on time. It will help in the encoding and decoding of information in the communication process involving the sender and the receiver.

1.6 Explain the factors to be taken into account in planning and structuring different communication media.

The factors taken into account, for instance, the cost of transmitting the message from sender to the receiver. A less costly method is preferable as compare to the costly method. It is therefore the role of the sender to determine the cheaper mean thus channelling the message to the receiver.

Explain ways of overcoming barriers to communication.

Barrier to communication are the obstacles that prevent information reaching the target person in the other side. It is, therefore, advisable for the sender to look for ways of avoiding these barriers of communication. One way of overcoming these barriers is making sure that the sender and the receiver understand the language by which the information written. Another thing is that the speaker should use gestures that will not offend the audience, thus, making them enjoy the forum. The speaker needs to be focus while delivering his or her speech so that the audience interpret information accordingly.

1.8 Explain the use of communications theories and body language.

The communication theories and body language are the supporting things that will help the communication become more understandable. The body language uses gestures in emphasizing the message in the oral communication. It is use as a convincing power to win the audience in a podium hence passing the message as required by the speaker.

1.9 Explain proofreading techniques for business communication.

It is a way of making sure that the intended message is written correctly in order to ensure that the targeted people receive the right information. The organization must ensure that the person proofreading is not the same one who wrote the message content. It helps in the identifications of errors written. In addition, it is important to look for the errors that hide in the plain sight, which is when a person writes message headlines details monitored to avoid necessary mistakes.



References

Adair, J. (2009). Effective communication (Revised Edition) (Most important management tool of all). London, UK: Pan; Reprints edition.

Economist Intelligence Unit. (2012). Competing across borders: How cultural and communication barriers affect business. London, UK: The Economist Intelligence Unit Limited.

Joyce, J., Hassall, T., Luis Arquero Montaño, J., & Donoso Anes, J.A. (2006). Communication apprehension and maths anxiety as barriers to communication and numeracy skills development in accounting and business education. Education + Training, 48(6), 454-464.

Koneru, A. (2008). Professional communication. New York: Tata McGraw-Hill Education.

Newman, A. (2014). Business communication: In person, in print, online. Boston, MA: Cengage Learning.

Thill, J.V., & Bovee, C.L. (2016). Excellence in business communication (12th Ed.). New York: Pearson.

Yanamandram, V., & White, L. (2006). Switching barriers in business-to-business services: A qualitative study. International Journal of Service Industry Management, 17(2), 158-192.