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Business document design and development strategy

25/12/2020 Client: saad24vbs Deadline: 7 Days

Manage Business Document


Design and Development


(BSBADM506)


Objectives


1. Establish documentation standards


2. Manage template design and development


3. Develop standard text for documents


4. Develop and implement strategies to ensure the use of standard


documentation


5. Develop and implement strategies for maintaining and improving


documentation


1. Establish documentation standards


1.1 Identify organisational requirements for document design and production


1.2 Evaluate the organisation’s IT capability in terms of document design and production


1.3 Identify types of documents used and required by the organisation


1.4 Establish documentation standards and design tasks


1.1 Identify organisational requirements for


document design and production


Identify and discuss:


 Criteria for document production


 Ethical and legal requirements


 Design formats


 Storage


 Output


Example: https://www1.health.nsw.gov.au/pds/ActivePDSDocuments/PD2012_069.pdf


https://www1.health.nsw.gov.au/pds/ActivePDSDocuments/PD2012_069.pdf

1.2 Evaluate the organisation’s IT capability in


terms of document design and production


Limitations


How to analyse document production


needs


IT resources


Available software


Application software


Hardware


Cost restraints


1.3 Types of documents


Documents produced may include:


 Spreadsheets and databases


 A range of business letters and forms


 Emails, memos and faxes


 Web pages


 Flyers, brochures, newsletters and business


cards


 Reports


 Tenders


 Booklets


 Certificates or awards


1.4 Establish documentation standards and


design tasks


 technology requirements


 information communicated


 budget and time constraints


Develop a style guide


 Design requirements include:


 electronic/paper media


 creating templates


 binding style and media


 cover appearance


 margins, fonts and spacing


 headers and footers


 drawings and images.


Develop a style guide


 Guidance on content:


 Writing/language


 Style


 Formatting


 Drafting


 Editing and proofing


 Legal/regulatory requirements


 Checking final copy


Finish a document or publication


 colours


 graphics


 printing process


 copying


 colour photocopying


 print quality


 page styles


 overall presentation.


Specific design tasks:


 Identify client requirements for document design


 Locate appropriate precedents


 Use appropriate page layout software


 Apply macros to speed up production


 Liaise with external personnel


 Seek external IT expertise


2. Manage template design and


development


2.1 Ensure standard formats and templates suit document requirements


2.2 Ensure document templates enhance readability and appearance, and meet style and layout requirements


2.3 Test templates, obtain feedback and make necessary amendments


2.1 Ensure standard formats and templates


suit document requirements


 Templates may include:


 a basic template for staff meeting minutes, but a more complex format for a board meeting


 different standard letters for inquiry, unsuccessful candidates, overdue payments, customer


rewards, etc.


 templates and standard formats for regular items such as reports, faxes, labels, promotional


material and briefing papers


 different formats for emails to external and internal recipients.


Identify requirements


Identify the purpose of the


document


Know your audience


Understand information


requirements


Case study


 The manager of a real estate company recently reviewed templates for all the


documents the company produced. She found that some of them didn’t accurately


convey the organisation’s image. When she reviewed a welcome letter to a new


contractors, she found the following:


Dear Sir/Madam,


Thank you for your tender. You have been successful; welcome to the team. Contact Mr. Rob


Forrester with regard to your contract signing.


K. Rossmoyne


HR-Recruitment


2.2 Ensure document templates enhance readability


and appearance, and meet style and layout


requirements


layout features


 Choice of font or typeface


 Text spacing


 Margin width


 Justifying text


2.2 Ensure document templates enhance readability


and appearance, and meet style and layout


requirements


Design elements


 Colour choice


 Backgrounds


 Use of a header or footer


 Document sign-off and signature


 Use of logos


2.3 Test templates, obtain feedback and


make necessary amendments


 Discuss why and how to test templates


 What information are you looking for specifically


2.3 Test templates, obtain feedback and


make necessary amendments


 Obtain feedback


Focus groups


One-on-one interviews


Group feedback


sessions


Intranet feedback


Suggestion boxes


Make amendments


 How can you make amendments, and make sure you don’t lose changes?


3. Develop standard text for documents


3.1 Evaluate software functions for their usefulness in automating document production


3.2 Match document requirements with software functions


3.3 Test macros to ensure they meet document requirements


3.1 Evaluate software functions for their


usefulness in automating document production


 Formatting software functions


 Margins and fonts


 Page/section breaks


 Headers/footers/footnotes


 Bullets and numbering


 Tables


3.1 Evaluate software functions for their


usefulness in automating document production


 Understand complex technical functions


 Form field


 Macro


 Merge criteria


 Link


 Index


 Embedding


 Exporting/importing


Other functions


3.2 Match document requirements with software


functions


Prepare documents efficiently:


 Letters and business emails


 Spreadsheets


 Webpages


 Databases


 Forms and invoices


 Newsletters


3.3 Test macros to ensure they meet document


requirements


 Test for functionality


 Perform the same function in different contexts


 All users have the same version


 The functionality always produce the same results


 Any antivirus interference


 Test for compliance


 Privacy policy within the organisation


 Privacy Act


3.3 Test macros to ensure they meet document


requirements


 Deal with difficulties


 Incorrect pathways


 File name changes


 Version conflict


 User actions


 Macros not enabled


 Internal or external changes


 Antivirus software


 Internal or external changes


 Seek further IT assistance


4. Develop and implement strategies to


ensure the use of standard documentation


4.1 Prepare explanatory notes for the use of templates and macros


4.2 Develop and implement training in the use of templates and macros


4.3 Produce, circulate, name and store master files


4.1 Prepare explanatory notes for the use


of templates and macros


 Use appropriate language and style


 Present instructions


 A brief description of the template or macro


 What it is used for


 How to use it


 Where to go for help if needed


 Explain how to access and use templates


 Explain how to use macros


4.2 Develop and implement training in the


use of templates and macros


Type of training


 In-house coach


 Self-directed training


 Adapt to user needs


4.2 Develop and implement training in the


use of templates and macros


 What kind of instruction different technology users will need?


4.3 Produce, circulate, name and store master


files


 A master file is a record containing all the criteria required by the originator and is


retained on a relatively permanent basis in the organisation’s information system.


 It is created to maintain the consistency of templates


 How a master file needs to be presented


 Password protected


 Formatted and styled in the way intended for ongoing use


 Accessible


4.3 Produce, circulate, name and store master


files


 Naming conventions


 Master


 Dot or Dotx


 XIt or Xtlx


 Adn, accdt, mdt or adnx


 Circulate and print master files and copies


 Email


 Posting


 Noticeboards, blogs, posters, etc.


5. Develop and implement strategies for


maintaining and improving documentation


5.1 Monitor use of templates and macros, and evaluate document quality


5.2 Review documentation standards against the changing needs of the organisation, and


plan and implement improvements.


Monitoring methods


 Following an approval process that includes checking documents conform with template


requirements


 Using a document register


 Conducting regular audits of documents chosen at random to ensure they conform to


templates


 Conducting regular reviews of templates and updating them as required


5.1 Monitor use of templates and macros, and


evaluate document quality


 Use templates and macros correctly


 Check each document produced


 Discuss templates at a team meeting


 Establish a document register


 Ask new staff


 Circulate a reminder email or memo


 Evaluate document quality


 Regularly comparing documents that staff produce with master documents


 Regularly evaluate staff knowledge and skills and offer training to address identified skill


deficiencies


5.1 Monitor use of templates and macros, and


evaluate document quality


 Evaluate documents against standards


 Purpose


 Compliance


 Security


 Language


 Approvals


 Format


 Non-compliant documents


 Notify all affected employees


 Remove affected templates from circulation


 Update the master file with a comment that the template is no longer current


5.2 Review documentation standards against


the changing needs of the organisation, and


plan and implement improvements.


 An organisation may review and change documentation when:


 Expand considerably


 Change direction


 New technology or software


 Legislative change


 Improve documentation


 Identify change


 Develop improvements


 Gather feedback


 Incorporate feedback


 Secure approval


5.2 Review documentation standards against


the changing needs of the organisation, and


plan and implement improvements.


 Strategies for version control


 Updating version control documents


 Communicating change


 Circulating revise documents


 Conducting training


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