Business document design and development strategy

Assessment Task 3 BSBADM506 Manage business document design and development

© 2015 Innovation and Business Industry Skills Council Ltd 1st edition version: 1

Page 1 of 8

Develop strategies for use and

improvement of standard documentation

Submission details

Candidate’s name Phone no.

Assessor’s name Phone no.

Assessment site

Assessment date/s Time/s

The assessment task is due on the date specified by your assessor. Any variations to this

arrangement must be approved in writing by your assessor.

Submit this document with any required evidence attached. See specifications below for

details.

Performance objective

You will need to demonstrate skills and knowledge required to develop and implement

strategies for the use of standard documentation and for continuous improvement of

standard documentation within an organisational context.

Assessment description

In response to a simulated business case study and a scenario, and following on from

Assessment Task 2, you will plan and deliver a short training session to introduce staff to

new templates. You will monitor both the success of the training and the performance of

the administration team and present findings in a written evaluation report.

Note: You will need to use the letter template developed in Assessment Task 2 to

complete this task.

Assessment Task 3 BSBADM506 Manage business document design and development

© 2015 Innovation and Business Industry Skills Council Ltd 1st edition version: 1

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Procedure

Note: Refer to the Adept Owl simulated business documentation provided for further

background on the business and guidance on styles and production processes.

Part A

1. Read the scenario below.

2. Examine team performance and capability (set out in Appendix 1).

3. Consult with your assessor to determine which staff member (Pat, Sam or Kim) you

will plan training for.

4. Plan a short training session (for your assigned staff member) on the use of the

letter template that you developed in Assessment Task 2:

a. Develop explanatory notes for the template for use by staff as job aids and

for use in the session delivery, on:

i. applying the style guide when using templates and macros

ii. considering aspects of context, purpose and audience when designing

and formatting texts

iii. naming the document and storage requirements.

b. Develop a session plan for a 10–20 minute session, which includes planning

for:

i. introducing and explaining the template and how it conforms with

organisational requirements

ii. demonstrating functions (those that need to be demonstrated

considering the staff member’s current skills)

iii. allowing practice and questions and providing feedback on

performance

iv. recording whether the staff member can use the template at the level

of ‘practitioner’ (see level description in the legend of Appendix 1).

Note: you will need to plan to monitor whether staff can demonstrate

use, naming and storage in accordance with organisational

requirements.

5. Arrange with your assessor to demonstrate or role-play training.

6. Deliver the training. Ensure you:

a. use communication skills to explain features. Ensure you ask questions to

confirm trainees’ understanding. Ensure you listen to trainees’ questions and

respond appropriately

b. draw attention to the importance of applying the style guide in using the

templates

c. follow your session plan to introduce, demonstrate, allow the trainee

opportunity to practise, provide feedback and then assess the trainee

d. record whether the staff member can use the template.

Assessment Task 3 BSBADM506 Manage business document design and development

© 2015 Innovation and Business Industry Skills Council Ltd 1st edition version: 1

Page 3 of 8

Part B

1. Develop an evaluation report on the state of document design and production at

Adept Owl. Your report should contain:

a. information on performance, current skills (outlined in Appendix 1) and

observed assessment in the role-played training session; ensure you

compare standards for document production, including performance targets,

with actual skills and performance to identify gaps

b. at least three recommendations for continuous improvement and closing

performance and skills gaps based on your monitoring of actual performance

(the training undertaken in Part A), performance and skills information

provided in Appendix 1, and research undertaken; ensure you:

i. include technical needs to close gaps and improve operations with

respect to template use

ii. include training needs with respect to technical functions

iii. include changes to policies, procedures or style guides to support

implementation of recommendations

iv. refer to the advice of experts or relevant sources of expert advice to

support recommendations, for example a business communications

expert you have access to or information from print or online business

literature

v. include a summary plan of all activities to implement recommended

changes over the financial year, including description of activity,

resources needed (including costs where relevant), person responsible

and timeframe. Use template in Appendix 2 or similar.

2. Submit your explanatory notes, session plan and evaluation report to your assessor

within an agreed timeframe and in an agreed format. Ensure your submitted

documents reflect specifications as outlined below. Keep copies of all submitted

materials for your records.

Assessment Task 3 BSBADM506 Manage business document design and development

© 2015 Innovation and Business Industry Skills Council Ltd 1st edition version: 1

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Adept Owl scenario: Implement strategies for use and

continuous improvement of documentation processes

You are the team leader of the Adept Owl administration team with responsibility for

leading document design and production.

According to the Adept Owl vision statement, the company intends to establish its

reputation within five years, ‘as one of the finest, most innovative and entertaining board

game developers in Australia’.

To help achieve this goal within your area, you will need to develop people-focused

implementation strategies, for example delivering training on documentation, to ensure

the cooperation of all staff in the maintenance of document quality, sustainability, and

legal and ethical compliance.

In order to contribute to continuous improvement by developing training and reporting on

performance, you will need to consider current performance and administration team

capability.

Assessment Task 3 BSBADM506 Manage business document design and development

© 2015 Innovation and Business Industry Skills Council Ltd 1st edition version: 1

Page 5 of 8

Specifications

You must:

● deliver a training session

● submit:

○ explanatory notes

○ session plan

○ evaluation report, including implementation plan.

Your assessor will be looking for delivery of training, supporting documents and an

evaluation report that, taken together, demonstrate:

● communication skills to present complex instructions verbally, to communicate

ideas logically, and to explain technical concepts and designs to others

● literacy skills to:

○ read and interpret policies and procedures

○ consider aspects of context, purpose and audience when designing and

formatting texts

● research and analysis skills to evaluate content, structure and purpose of technical

texts, and to adapt task instructions to suit changes in technology

● knowledge of document production processes

● knowledge of the functions of a range of software applications, including desktop

publishing, word processing and spreadsheets

● knowledge of organisational policies and procedures relating to document design

and formatting

● knowledge of sources of expertise external to the organisation or workgroup.

Adjustment for distance-based learners

● No changes are required to the assessment procedures or specifications.

● Delivery of training may be conducted via videoconferencing software or recorded

and submitted as a video file, for example, at the discretion of the assessor.

● Submitted documents may be in electronic or paper-based format.

Assessment Task 3 BSBADM506 Manage business document design and development

© 2015 Innovation and Business Industry Skills Council Ltd 1st edition version: 1

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Appendix 1: Adept Owl capability and performance

To implement strategies for improving capability and monitoring and reviewing

performance for the purpose of continuous improvement, you will need to consider the

current skills and performance of the team.

Administration team capability

The administration team has identified six key skills that each team member will need to

perform at a practitioner level (see the legend for clarification of levels) or above:

Work task

Team member and current capability

You (team

leader) Pat Sam Kim

Creating and using templates in

Word and Excel.

Creating and using macros in

Word and Excel.

Creating and using mail merge

features in Word.

Creating and using form fields in

Word.

Creating and using drop down lists

in Excel.

Creating and using formulae in

Excel.

Legend:

Untrained – Team member has no training.

Learner – Team member cannot perform task independently.

Practitioner – Team member can perform task independently with supervision.

Operator – Team member can perform task independently.

Coach – Team member can train others to perform task.

Assessment Task 3 BSBADM506 Manage business document design and development

© 2015 Innovation and Business Industry Skills Council Ltd 1st edition version: 1

Page 7 of 8

Administration team performance (Quarter 1)

The administration team at Adept Owl performs a range of documentation tasks. These

tasks are grouped into several main areas of activity, which provide the basis for

measuring performance that drives organisational outcomes.

The administration team scorecard below shows performance metrics, targets and

outcomes for the first quarter of the financial year.

Performance area Performance metric (KPI) Target Outcomes

Customer focus Per cent of documents

conforming to style guide

100% 80%

Productivity Average time (per mail-out)

to edit the letter being sent

30 minutes 60 minutes

Average time per mail

merge

5 minutes 10 minutes

Data entry error rate 3% 10%

Employee development Number of training hours

per employee

20 hrs per

employee per

quarter

5 hours in

first quarter

Expense Average cost per mail-out

(excluding postage)

$100 $165

Average labour cost per

page of edited text

$50 $68

Sustainability Average sheets of paper

used per letter

3 sheets 10

Average toner use per

quarter

10 cartridges 15 cartridges

Compliance Identified breaches of

legislation, including

WHS/OHS, anti-

discrimination, privacy

0 incidents 0 incidents

Privacy related complaints 0 incidents 1 incident

Assessment Task 3 BSBADM506 Manage business document design and development

© 2015 Innovation and Business Industry Skills Council Ltd 1st edition version: 1

Page 8 of 8

Appendix 2: Implementation/action plan template

Action/task Resources/cost Responsible person/role Timeframe