This unit applies to individuals who are skilled operators and apply a broad range of competencies in various work contexts. They may exercise discretion and judgement to produce a range of basic workplace documentation.

ELEMENT

PERFORMANCE CRITERIA

1. Plan document

1.1. Determine audience and purpose for the document

1.2. Determine format and structure

1.3. Establish key points for inclusion

1.4. Identify organisational requirements

1.5. Establish method of communication

1.6. Establish means of communication

2. Draft document

2.1. Develop draft document to communicate key points

2.2. Obtain and include any required additional information

3. Review document

3.1. Check draft for suitability of tone for audience, purpose, format and communication style

3.2. Check draft for readability, grammar, spelling, and sentence and paragraph construction

3.3. Check draft for sequencing and structure

3.4. Check draft to ensure it meets organisational requirements

3.5. Ensure draft is proofread, where appropriate, by supervisor or colleague

4. Write final document

4.1. Make and proofread necessary changes

4.2. Ensure document is sent to intended recipient

4.3. File copy of document in accordance with organisational policies and procedures

Required skills

literacy skills to read and understand a variety of texts; to prepare general information and papers according to target audience; and to proofread and edit documents to ensure clarity of meaning and conformity to organisational requirements

problem-solving skills to determine document design and production processes.

Required knowledge

basic grammar, spelling and punctuation.

communication protocols

how audience, purpose and method of communication influence tone

organisational policies and procedures for document production

resources to assist in document production, such as dictionary, thesaurus, templates, style sheets.

The Evidence Guide provides advice on assessment and must be read in conjunction with the performance criteria, required skills and knowledge, range statement and the Assessment Guidelines for the Training Package.

Overview of assessment

Critical aspects for assessment and evidence required to demonstrate competency in this unit

Evidence of the following is essential:

producing a range of documents that accurately convey required basic information

using formatting suitable for intended audience

knowledge of organisational policies and procedures for document production.

Context of and specific resources for assessment

Assessment must ensure:

access to office equipment and resources

examples of documents.

Method of assessment

A range of assessment methods should be used to assess practical skills and knowledge. The following examples are appropriate for this unit:

direct questioning combined with review of portfolios of evidence and third party workplace reports of on-the-job performance by the candidate

review of draft documents

analysis of responses to case studies and scenarios

demonstration of techniques

oral or written questioning to assess knowledge of communication protocols

review of final documents.

Guidance information for assessment

Holistic assessment with other units relevant to the industry sector, workplace and job role is recommended, for example:

BSBITU303A Design and produce text documents

other general administration units.

The range statement relates to the unit of competency as a whole. It allows for different work environments and situations that may affect performance. Bold italicised wording, if used in the performance criteria, is detailed below. Essential operating conditions that may be present with training and assessment (depending on the work situation, needs of the candidate, accessibility of the item, and local industry and regional contexts) may also be included.

Audience may include:

internal and external customers

recipient/s who receive a copy for information

primary recipient/s of the communication

Purpose may include:

clarification of issues

communication about meetings or events

information

minutes/outcomes of meetings

request for information, advice or assistance

statements of fact

straightforward advice

Format may include:

email

forms

letters

memos

minutes of meetings

organisational templates or proformas for letters, memos or reports

tables

Structure may include:

organisation of the material to suit the format (e.g. scannability for on-screen use)

treatment of attachments and hyperlinks

visual signposting of material, including use of headings, lists, keywords and text in boxes

Organisational requirements may include:

house style requirements

identified authorities for signatories for correspondence/communications

protocols, both written and unwritten for the organisation's internal and external communications

requirements for inclusive and non-discriminatory language and for adherence to copyright legislation

Method of communication may include:

inclusive communication

use of active or passive voice

use of the appropriate register or style of language - formal, standard or informal

Means of communication may include:

software packages such as MS Word, Excel, PageMaker, PowerPoint and templates

Intended recipient may include:

audience for document

signatory of the document

supervisor or other staff member who may add to or forward document to another recipient

Unit sector

Communication - Writing

This unit contains employability skills.