Manage Business Document Design Essay.
Manage Business Document Design Essay.
Unit description
This unit describes the skills and knowledge required to establish standards for the design and production of organisational documents and to manage document design and production processes to ensure agreed standards are met.Manage Business Document Design Essay.
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It applies to individuals employed in a range of work environments who require well-developed skills in the use of a range of software packages. They use these skills to establish, document and implement consistent standards of document design within an organisation.Manage Business Document Design Essay.
TASK a – multiple choice
| Instructions: Each multiple-choice question has four responses.You are to answer all questions.There is only one right answer. |
- A hospital is developing templates for their patient records system. The various documents are accessed and/or used by medical and administrative staff, patients and their families. What are two general organisational requirements the hospital has established for design and production of these documents?Manage Business Document Design Essay.
| Standardisation and consistency across all production methods and document layouts. | ☐ |
| Document design meets organisational strategic and business planning requirements. | ☐ |
| Documents are tailored to meet individual employee job roles and customer service outcomes. | ☐ |
| Information is able to be entered easily by users and stored in an accessible location. | ☐ |
- The hospital has well-established document and record management policies and procedures. How will they aid document design and production?
| They establish clear guidelines for levels of document security, dissemination of patient information, formats for patient records and describe production processes. | ☐ |
| They identify when, where and how documents are used, storage requirements and restrictions and version control processes. | ☐ |
| They define organisational terminology used in patient records, establish legislative requirements and describe scenarios documents are to be used in. | ☐ |
| They provide step-by-step procedures for document use which guides formatting and content standards. | ☐ |
- Patient records must comply with a range of legislative requirements. How do the provisions of privacy and freedom of information legislation and regulations impact organisational requirements for storage and dissemination of patient records?
| Privacy legislation requires patient records to be secured in locked filing cabinets while freedom of information ensures patients and their families can access personal records. | ☐ |
| All medical and personal records for a patient must be held in patients’ rooms or nursing stations so they can access them at any time. | ☐ |
| Both legislations require the hospital to develop control documentation so staff can monitor the use, storage, dissemination and destruction of patient records. | ☐ |
| Patient records must be stored securely, access restricted and have processes in place controlling dissemination of records and information to others. | ☐ |
- What is one technique you can use to identify what documents are currently used in the existing patient records system and require templates?
| Ask employees who currently use or maintain the records system. | ☐ |
| Investigate types of patient records online. | ☐ |
| Discuss document and information needs with patients. | ☐ |
| Survey all medical and administrative staff. | ☐ |
- Maintaining the new, updated patient record system might be beyond the capabilities of the hospital’s current information technology. What basic capabilities do you need to investigate?
| If existing internal and external storage devices have the capacity to store documents in all types of formats.Manage Business Document Design Essay. | ☐ |
| If the existing computer hardware and software applications are able to process, display, operate and store the documents you plan to develop. | ☐ |
| If current hardware and software systems have the ability for users to access, update and store documents via the internet when not physically at the hospital. | ☐ |
| If system upgrades are available, at what cost and installation times so you can make recommendations to the Board. | ☐ |
- Which statement best describes the general capabilities and applications of word processing software?
| It is used to create visual communication documents that use graphics and images as well as text. | ☐ |
| Text, images, information and other content are inserted into slides that are displayed as a slide show. | ☐ |
| Information and data is displayed and manipulated in rows, columns and cells. It analyses data by applying preset or user-defined formulas. | ☐ |
| Uses features such as text editing, basic desktop publishing and language checking and correction to create and edit documents. | ☐ |
- What external sources of expertise are available to help you identify organisational and information technology requirements?
| Administration staff, other managers, software support staff. | ☐ |
| Government advisory bodies, health industry employer associations and medical specialists. | ☐ |
| Software and hardware suppliers, graphic designers, health industry consultants. | ☐ |
| External users such as clients, patients, customers, suppliers, medical practitioners. | ☐ |
- What are three expenses you need to identify at the planning stage of the document design and development process?
| Payroll, purchases and service providers. | ☐ |
| Recruitment and labour, information technology and printing. | ☐ |
| Computer system hardware and software purchases, upgrades and training. | ☐ |
| Fees and charges for external service providers, consultants and contractors. | ☐ |
- Which of the following are examples of organisational standards that must be established for documentation?
| Quality controls, record management, output processes, design elements. | ☐ |
| Design tasks, layout options, production timelines, style guides. | ☐ |
| Software capabilities, user interfaces, access and security procedures. | ☐ |
| Language, images and graphics, production processes, security. | ☐ |
- What is the role of an organisational style guide?
| It establishes document design and content rules and standards which can be applied across an organisation and within a document. | ☐ |
| It assigns formatting standards to all types of documents; across all software packages they are developed in. | ☐ |
| It defines an organisation’s corporate image by enforcing consistency in the use of images, logos and document layout. | ☐ |
| It guides employees in the correct use of document templates to ensure standards are met consistently across the organisation. | ☐ |
- The document design process consists of three stages: design, development and production. Which of these tasks is completed in the development stage?
| Researching existing documentation and creating the first draft. | ☐ |
| Proofreading and producing the final draft. | ☐ |
| Producing template masters and variations. | ☐ |
| Reviewing and revising the first draft, confirming formatting. | ☐ |
- How does using a suite of software applications from the same developer (e.g., Microsoft, Apple, Google) aid design and development of templates?
| It is cheaper to purchase and use software from the same suite as it reduces staff training and ongoing printing costs. | ☐ |
| They offer pre-developed templates which don’t need modification and can be implemented immediately by the business. | ☐ |
| Applications from the same suite are integrated, allowing automatic transfer of formatting and design standards between different types of templates. | ☐ |
| Completion of design tasks is faster and easier due to consistency in terminology, layouts, functions and toolbars. | ☐ |
- What are two easily accessible external sources of assistance you can use if you encounter difficulties when completing design tasks during template development?
| Employees and others who currently use the software application. | ☐ |
| Information technology help desk and hardware supplier. | ☐ |
| The application’s help facility and online support services. | ☐ |
| Expert consultants and other IT service providers. | ☐ |
- A hospital is developing templates for all documents in its patient records system. A factor in the design process is the document’s general and specific purpose. What is the purpose of a Patient Consent Form signed by patients prior to undergoing any medical procedures?Manage Business Document Design Essay.
| To detail legal and legislative terms, conditions, rights and responsibilities, and record decisions and agreement. | ☐ |
| To gather patient data, statistics and personal information, and detail legislative standards relevant to the patient and hospital. | ☐ |
| To instruct patients on their rights and responsibilities prior to and after a medical event. | ☐ |
| To confirm patient agreement to all hospital rules, regulations, standards and procedures. | ☐ |
- Alignment and proximity are two basic design principles used to enhance the appearance and readability of a document. How do they do this?
| They create connections between elements in a document, leading to a more ordered and organised design. | ☐ |
| They ensure consistency in the appearance of design elements by aligning them with margins, page, cell and text box borders. | ☐ |
| By aligning text, images and graphics in structured, ordered patterns with similar topics clearly linked by proximity to each other. | ☐ |
| By balancing and repeating elements of the document in an ordered pattern to create an easily accessible format. | ☐ |
- What is white space and how does it impact readability and appearance?
| It is the space around, above and below text characters. If individual characters are too close, text is harder to read and documents look cluttered. | ☐ |
| It is the blank space around document design elements. It makes documents more visually appealing and focuses the reader’s attention on its contents. | ☐ |
| White space is the area between an image or graphic and surrounding text. The amount of white space determines the size and amount of text on a page. | ☐ |
| White space is used to balance design elements in symmetrical patterns so the document looks organised, ordered and linked to related topics and information. | ☐ |
- The hospital is in the testing phase for their Patient Consent Form template. They want to complete other tests to identify any issues before field testing it. Considering the purpose of the document (as identified in Q4), which method would provide relevant feedback
| Stress testing in abnormal situations. | ☐ |
| Checked by the relevant government body (e.g., Department of Health) | ☐ |
| Checked by an external graphic design company. | ☐ |
| Evaluated by their expert legal advisors. | ☐ |
- Testing feedback has indicated some of the wording in the Patient Consent Form template must be revised to meet legal and organisational requirements. What is the process for amending the template?Manage Business Document Design Essay.
| Return the template to Stage 1 of the production process, make all necessary changes and complete all other stages and steps in the process. | ☐ |
| Make amendments to the template, finalise template masters and commence implementation procedures. | ☐ |
| Make amendments, proofread changes and test the template again to ensure it meets requirements and standards | ☐ |
| Complete all other testing processes, return the template to Stage 3 of the document production process, make all necessary changes and finalise template design. | ☐ |
- What is a macro and why are they used in document design and development?
| A series of instructions that perform complex functions or calculations in spreadsheet and word processing applications to reduce the number of user errors. | ☐ |
| A single instruction that automatically completes a series of instructions at the same time to automate repetitive tasks and improve document usefulness. | ☐ |
| A range of icons that allow developers to easily perform complex image design tasks in presentation slides and desktop published documents. | ☐ |
| An automated process that can be embedded into templates to ensure users cannot change formatting, layouts and styles without appropriate approval. | ☐ |
- How can the advanced word processing function ‘form fields’ improve the usefulness of a template?
| Form fields import data from other documents into the template. It speeds up document creation and reduces errors by using pre-tested material. | ☐ |
| Form fields are pre-formatted text boxes that document users fill in to gain access to other advanced template design features. | ☐ |
| Form fields identify what type and where document users must enter information, ensuring accurate, appropriate data is gathered. | ☐ |
| Form fields use tick boxes, rating scales and true/false responses to indicate responses to preset questions in surveys and tests. It speeds up completion and ensures responses to all questions. | ☐ |
- A hospital is developing templates for all documents in its patient records system. One template is a Patient Consent Form. It details legal rights, responsibilities, obligations and waivers and is signed by patients prior to undergoing any medical procedures. Which two advanced functions would be used to automate certain features in this template?
| Formatting and style macros and text linking function. | ☐ |
| Form field function and formula macros. | ☐ |
| Text merge and import functions. | ☐ |
| Margin and page layout macros and text merge function. | ☐ |
- You are about to test advanced functions embedded in the Patient Consent Form. Why is it important you test the operation of macros and other advanced features used in this template?
| To make sure they respond correctly in all types of situations and scenarios, the advanced features are user-friendly and macros complete all calculations correctly. | ☐ |
| Macros and other functions should be tested at the same time as all other aspects of the template to make sure they meet organisational style guide standards. | ☐ |
| To make sure they perform the task or function as expected, in the correct manner without affecting overall document design and purpose. | ☐ |
| It is important in case the advanced features and macros have not been embedded into the document correctly as this will reduce the template’s functionality. | ☐ |
- Which of the following testing methods will give you feedback about the operation and effectiveness of macros and other advanced functions used in the Patient Consent Form?
| Field test. | ☐ |
| Expert evaluation. | ☐ |
| Standards check. | ☐ |
| Government body check. | ☐ |
- A hospital is developing templates for all documents in its patient records system. One template is a Patient Consent Form. It details legal rights, responsibilities, obligations and waivers and is signed by patients prior to undergoing any medical procedures. You have to prepare written notes for medical staff to explain how and when the form is completed. Which of the following is the best format to use?Manage Business Document Design Essay.
| Training documentation including PowerPoint presentation and trainer notes. | ☐ |
| A step-by step procedure with introductory explanation of uses. | ☐ |
| Flow chart indicating each step in completing the form. | ☐ |
| An informal explanation written as a blog located on the hospital intranet. | ☐ |
- What techniques can you use when developing explanatory notes for the Patient Consent Form template to make sure it meets the needs of its intended audience?
| Present all information using dot points for easy assimilation, include pictures of every single step in the process and a pre-completed form for comparison. | ☐ |
| Prepare explanatory notes in different formats to meet different users needs, such as a procedure, a flow chart and a video. | ☐ |
| Use a writing style that’s appropriate for your audience, keep sentences short and use visual aids if necessary. | ☐ |
| Determine who the notes are being developed for, and when and how they will be used before commencing writing. | ☐ |
- The new patient record templates are about to be implemented. The administrative team that maintains patient records need to learn how to access, use and store the new templates. Knowing that there is a limited budget, what type of program would you develop for these experienced, long-term employees?Manage Business Document Design Essay.
| A generic group program presented as general information sessions. | ☐ |
| A tailored group program that covers template processes. | ☐ |
| An individual program tailored to each employee’s identified knowledge gaps. | ☐ |
| An individual program designed to encompass procedures for all new templates. | ☐ |
- A new employee has joined the administration team three months after the templates have been implemented and staff training completed. The only learning aids developed at this point are written procedures. Based on this information, which of the following learning and development activities will you implement to help the new employee learn how to use the templates correctly?Manage Business Document Design Essay.
| E-learning. | ☐ |
| Workshops. | ☐ |
| Formal training. | ☐ |
| Coaching. | ☐ |
- What are two costs directly associated with the implementation of standard documentation?
| Payroll and lost production. | ☐ |
| Fees and charges for external training providers and contractors. | ☐ |
| Document production and office equipment. | ☐ |
| Printing and archiving of obsolete documents. | ☐ |
- What are two basic procedures that should be followed when creating master templates?
| Master templates must be stored in both electronic and hard copies to ensure they are accessible to all staff. | ☐ |
| Master templates should have file and formatting protections in place and must be named using organisational naming conventions. | ☐ |
| All master templates created using word processing or desktop publishing software should be saved as PDF files to protect template formatting. | ☐ |
| All master templates that contain macros must be protected and given a higher security clearance to protect automated formatting and data. | ☐ |
- The new Patient Consent Form has a version control number in its footer and file name. What is the purpose of this numbering system?
| To track changes and make sure the most up-to-date version of a template is being used. | ☐ |
| To monitor usage of the template by counting the number of times it is downloaded and by whom. | ☐ |
| It indicates what stage the template is at in the document design process so designers and users know which documents are ready for implementation. | ☐ |
| It is used to track and store templates correctly by using numbers to indicate the section, department, work area and team the template is used by. | ☐ |
- A hospital has recently developed and implemented templates for documents in its patient records system. Which technique can you use to monitor if employees are using the templates and macros during the first three months after implementation?
| Record number of requests received for further training and development on using the templates or their advanced features. | ☐ |
| Email all hospital staff on a regular basis and request feedback on when and how they use the patient records templates. | ☐ |
| Monitor type and amount of feedback and queries received from staff via email, telephone and face-to-face conversations. | ☐ |
| Develop and distribute monthly formal surveys to all administrative staff requesting feedback on usage and effectiveness of the templates. | ☐ |
- It’s three months after the patient records templates were implemented. You want to check the quality of documents produced using these templates. Which of the following is an effective method of evaluating document quality at this point in time?Manage Business Document Design Essay.
| Conduct an audit on all printed and electronic documents developed from the templates. | ☐ |
| Ask all employees who use the templates to complete a survey that evaluates the effectiveness of the templates and the documents produced from it. | ☐ |
| Interview a random sample of patients to gain feedback on the useability, readability and appearance of documents and to evaluate design standards. | ☐ |
| Check a random sample of completed documents against organisational and template standards and style guides. | ☐ |
- How often should documentation standards and templates be reviewed against the hospital’s organisational needs?
| As required by organisational policies and procedures or continuous improvement processes. | ☐ |
| Every time relevant legislation and regulations are updated. | ☐ |
| Templates should be constantly under review to ensure they meet all organisational requirements. | ☐ |
| When requested by users and other stakeholders. | ☐ |
- After a review process was completed, a number of templates had to be modified to improve performance. Two had significant changes made to their layout and macros used in them. How should these changes be planned and implemented?Manage Business Document Design Essay.
| As the templates had significant modifications, they should go through all stages of the document production process to ensure they meet style and design standards. | ☐ |
| Review the templates to gain feedback on the changes, then finalised, updated templates communicated to all users and affected stakeholders. | ☐ |
| All modifications must be approved prior to implementation. Once changes are made, updated templates are renamed and saved on the organisation’s intranet. | ☐ |
| Proposed improvements to the templates are communicated to stakeholders, approval gained, modifications made, templates reviewed and feedback sought. | ☐ |
| TASK B – CASE STUDY |
Scenario
Hi, Kelly here. Thanks for helping me with this project! Let’s start with some background information.
Kingfisher Garden Centre has an intranet that’s accessible to all employees in the organisation, both in head office and all of our stores. Until recently, we had only a few basic templates for letters, emails and other common documentation.Manage Business Document Design Essay.
Everybody tended to modify the original template to suit their specific purpose. As a result, there is little consistency in our documentation. Just think of all the time that’s been wasted while everyone creates their own documents instead of using a template!Manage Business Document Design Essay.
Our marketing manager has started developing style standards for all marketing and advertising materials so we present a consistent, professional brand and public image. My administration team and I plan to do the same for all our other internal and external documents. We are starting with some of the documentation shared by the accounts and purchasing departments.
Existing information technology
Kingfisher uses the Microsoft Office suite of software products that includes Word, Excel, PowerPoint, Publisher and Outlook. The business also has accounting, purchasing and POS systems. Head office and each of the stores have high speed A4 laser printers and at least one colour printer. All standard office documentation is printed internally. Large or specialised print orders and high-image marketing documents are printed off-site by a professional printer.Manage Business Document Design Essay.
Kingfisher intranet
You should familiarise yourself with the business. Check out background information about the company in the ‘About us’ tab on the Kingfisher intranet. You can also view some of our templates on the Kingfisher intranet. These are drafts we developed some time ago. The templates are located under their relevant topics, for example, Quality Assurance, Human Resources, Finance.Manage Business Document Design Essay.
Task 1: Identify organisational and legislative needs
Q1: Based on your learning resource, case study information and business details on the Kingfisher intranet, identify three overall organisational requirements for document design and development processes.Manage Business Document Design Essay.
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Q2: When designing and developing documents, you must consider how information will be entered, and storage and output requirements. Over the next few questions, briefly describe considerations you will have to investigate for each of these areas.
What are two information entry requirements you should consider?
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Q3: What is one storage requirement you should consider?
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Q4: What are two output requirements you should consider?
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Q5: List two policies and procedures that impact the design process for the documents we are going to develop. Briefly describe how they will influence or assist development.Manage Business Document Design Essay.
Think about the two departments we are developing documents for (as outlined in the case study information), existing policies and procedures available on the Kingfisher intranet and your learning resource when answering this question.Manage Business Document Design Essay.
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Q6: List two types of legislation that impact the design and development of the documents we are going to develop. Briefly describe how they will influence or assist development.
Think about the two departments we are developing documents for (as outlined in the case study information), existing policies and procedures available on the Kingfisher intranet and your learning resource when answering this question.
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Q7: Now it’s time to identify documentation shared by the finance department. Can you identify three? Complete the table below and identify each document’s requirements. We’ve already started listing some documents.Manage Business Document Design Essay.
| 1. Document name | 2. Purpose | 3. Use | 4. Information entry | 5. Storage | 6. Output |
| Quotation | Price estimate for customers | Purchasing, garden design, Warblers | Manual entry by staff | Electronic storageHard copy in customer file | PrintedElectronic attachment |
| Delivery docket | Record of delivery details | Purchasing, garden centre, Warblers | Automatic entry by purchasing system | Electronic storageHard copy in customer file | Template external print in self-carbonating duplicateClient document internal laser printer |
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Task 2: Evaluate information technology (IT) capabilities
Q1: I mentioned at the start that we are using the Microsoft Office suite of applications. We are going to use Word and Excel to create a lot of our templates. What features do these two software applications have that make them appropriate for developing the templates and documents you identified in Task 1 Q7?
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Q2: Can you evaluate if the accounting and purchasing department printers have the capabilities we need to print the documents we are developing and meet other organisational requirements? Complete the checklist below.
You’ll need to look at the printer’s specifications to find out its capabilities. Go to the ‘Additional Resources’ folder in the LMS and open Printer Information Bizhub_423. This document outlines general information and specifications. Both departments have the 423 model with separator and finisher options.Manage Business Document Design Essay.
| Output requirements | Has capability?(Yes or no) |
| Black and white printing | |
| Colour printing | |
| Colour scanning | |
| Scanned documents sent directly to shared folders | |
| Sort, staple and hole punch | |
| Duplex printing | |
| Compatible with Windows 2000 | |
| Printer memory = 500GB | |
| Output paper size A3, A4, A5 | |
| Copy speed above 50 pages per minute (ppm) | |
| Print up to 180gsm paper |
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Q3: The marketing department has the same printer. The marketing manager is planning to print a number of their marketing documents in-house in the future rather than use an external professional printer. Can their current printer produce high quality colour materials in a range of paper weights and finishes (matt, gloss, textured)? Explain your response.Manage Business Document Design Essay.
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Task 3: Establish design standards
Case study – additional information
Now that we’ve analysed our requirements, we can establish organisational standards. I’ve been developing the Kingfisher style guide with help from some of my team. Can you help me write a few of the standards?
Go to Kingfisher’s intranet and click on the ‘Quality Assurance’ tab to view the current version of the style guide. To access the intranet, click on this link or copy it into your internet search engine: www.didasko-online.com/kingfisher
There are four topics left to write.
1. Security – documentation security standards.
2. Version control – which documents should be version controlled and correct numbering.
3. Number lists – standards for using vertical numbered lists.
4. Dates – standards for appearance, wording and punctuation of calendar dates.
Use Kingfisher’s existing policies and procedures, other standards already established in the style guide and your internet search engine to help you establish appropriate standards for these important topics. If you are searching on the internet, keep in mind we are located in Australia!
Q1: Write organisational standards for document security.
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Q2: Write organisational standards for version control of templates and documents.
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Q3: Write organisational procedures for number lists.
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Q4: Write organisational procedures for how to write calendar dates that are suitable for a variety of documents and situations, for example, in a letter, sentence, spreadsheet, marketing document or formal report. A minimum of two formats with examples of suitable documentation is required.Manage Business Document Design Essay.
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Practical checklist 1
To be completed by the assessor.
| Learner’s name: |
| Did the learner successfully demonstrate evidence of their ability to do the following? | Completed | |
| Yes | No | |
| Recognised and identified organisational and legislative requirements for information entry, storage, output, and quality of document design and production. | ☐ | ☐ |
| Evaluated organisation’s present and future information technology capability in terms of its impact on document design and production. | ☐ | ☐ |
| Identified types of documents used and required by organisation. | ☐ | ☐ |
| Established documentation standards and design tasks for organisational documents in accordance with information, budget and technology requirements. | ☐ | ☐ |
| Evaluated information from complex texts, including organisational policies and procedures and support sources. | ☐ | ☐ |
| Organised content and selected text type, subject matter and language for written documents to suit a specific audience and purpose. | ☐ | ☐ |
| Selected appropriate communication channel, format, tone and content to suit purpose and audience. | ☐ | ☐ |
| Systematically gathered and analysed relevant information and evaluated options to make informed decisions. | ☐ | ☐ |
| Evaluated organisation’s present and future information technology capability in terms of its impact on document design and production. | ☐ | ☐ |
| Identified types of documents used and required by organisation. | ☐ | ☐ |
| TASK C – CASE STUDY |
Scenario
Hi, Kelly again. I’m glad you’re helping me – the process is so much faster when a number of people are working on it. Time to start developing templates for our documents!
Do you remember we are developing templates for documents shared by the accounts and purchasing departments? We’re going to design a letter template to suit the needs of the purchasing team. After discussions with purchasing staff we have identified the following information.Manage Business Document Design Essay.
- Letters are sent to existing suppliers, potential new suppliers, businesses seeking to gain supply contracts for their products, contractors and other general communication.
- Letters to existing suppliers often include accounting information such as document numbers (invoice, credit note, etc.) and extracts from accounts (for example, details from invoices) to support account queries.
- Letters to potential new suppliers and contractors often include standard phrasing relating to Kingfisher purchasing agreements.Manage Business Document Design Essay.
There are two sample letters in the ‘Additional Resources’ folder in the LMS that have been sent out recently – one is a general communication letter, the other is a letter to a supplier querying an invoice.
Go to the ‘Additional Resources’ folder in the LMS and open and open Sample letter 1 and Sample letter 2 to view them.
Task 1: Develop a document style guide
Q1: We’ll start with the format for a general communication letter. Any other letter templates will be developed from this basic design. Complete the table below and identify document styles and standards for the generic template. Use the style standards established in Kingfisher’s style guide in Case Study 1 as a basis for your decisions. Some information has already been completed for you.
| Template name: Generic letter | ||
| Style / format name | Standard | Use |
| Normal | Designation and the name of the concerning Authority. | Body text |
| Heading 2 | Address of the office | Medium level heading |
| Heading 3 | The subject of the letter, the mention of the crux of the matter. | A low-level paragraph or emphasis heading |
| Table Heading | Talking about the figures that need to be contested | Table or text box heading |
| Bullet | Exhibiting the main agenda of the communication | Bulleted list |
| Last paragraph | Exhibiting the sub-agenda of the communication | Vertical list |
| Line spacing | Double | General document line spacing |
| Justification | The elaboration of the issues mentioned in the bullet pointers. | General text alignment |
| Margins – top and bottom | As they are applicable in A4 size paper fixed by MS Word | Page margin |
| Margins – left and right | As they are applicable in A4 size paper fixed by MS Word | Page margin |
| Footer | Page Number | Wording or content of footer |
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Q2: We also want to convert an existing word document into a spreadsheet template. Go to the ‘Additional Resources’ folder in the LMS and open the Stocktake variance report. This document is only used internally by managers when they calculate variances after stocktakes are completed.Manage Business Document Design Essay.
Based on the general format of the Word document and the organizational style guide, complete the table below and identify document styles and standards for a spreadsheet version of this template.Manage Business Document Design Essay.
| Template name: Stocktake sheet | |
| Style / format name | Standard |
| Normal | The main Heading Showing the name of |
| Heading 2 | Name of the Department |
| Heading 3 | Mention of the year or the fiscal |
| Table Heading | Details of the items or the specific names |
| Cell alignment – headings | Left |
| Cell alignment – body | Left |
| Margins – top and bottom | As it is prescribed for an A4 size paper in MS Word |
| Margins – left and right | As it is prescribed for an A4 size paper in MS Word |
| Page orientation | Portrait |
| Footer | Page number in the center, Mention of the year or timespan in the right |
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Task 2: Define document purpose and audience
Q1: Now that we have established styles and formatting, let’s identify the template’s purpose, audience and required information.Manage Business Document Design Essay.
Complete the table for both documents we designed in Task 1 – the letter and stocktake sheet.
| Template name | Purpose | Audience | Required information |
| General communication letter | Formal information to all the stakeholders regarding the plans and other developments. This document can also work as a reminder for many stakeholders that are dormant and may become a prospective active participator. | Above the line and below the line stakeholders of the organization. The potential clients or the stakeholders. General audiences like employees and others. | Declaration of the milestones that were achieved from the past. Future projections and the intimation about future actions. The call for action to stay on the standby mode until the next communication. This document can also talk in the tone of projections and other goals of the company. |
| Conversion of the data into the spread sheet. | To bring objectivity into the communication by presenting it in a pictorial form. Additional of a pictorial value in the communication. | Above the line and below the line stakeholders of the organization. | Sales figures and other figures related to the achievement of the necessary milestones. Processed or calculated data that can produce results and create a pictorial representation of the communication. |
Satisfactory ☐ Unsatisfactory ☐
Task 3: Ensure readability and appearance
Q1: It’s important the design techniques you have used enhance the appearance and readability of the letter template. How do the formatting and style decisions made in Task 1 enhance these two features?Manage Business Document Design Essay.
| With the help of the adequate formatting, the data can be depicted in a pictorial form where an individual can scan the letter and absorb the necessary data from the sheet. Since it is a formal letter, this is why anyone who is well versed with the culture of the organization can scan this letter and get the information which is needed. In general terms, we can also develop a form like a format for this letter where rhetoric based information can be filled. It can also act as a scorecard. The presence of tables with adequate short and crisp descriptions can also increase the readability of the document. The presence of corroborating photographs can also help us in adding an ethos value in the document. |
Satisfactory ü Unsatisfactory ☐
Task 4: Evaluate and test document design
One other task on our template to-do list is to create a template for a newsletter for suppliers and other service providers. We’ve never done this before but our HR department produces a monthly staff newsletter that we can use as a starting point.Manage Business Document Design Essay.
- Go to the ‘Additional Resources’ folder in the LMS. There are two documents titled Kingfisher Newsletter.
- One is a Microsoft Publisher document, the other a PDF version of the same document.
- If you have appropriate software, open both versions. If you don’t have Publisher, open the PDF document only.
Q1: Evaluate the newsletter based on the principles of design and organisational style standards. List which design principles and style standards have been met and which are lacking in this sample newsletter.Manage Business Document Design Essay.
| The newsletter follows all the necessary elements of the design, the concept of left alignment allows a reader to feel an affinity with the letter. In general, we read the English language from left to right order, the left alignment of all the text ensures the same. Apart from it, all the major communications are well designed. The concept of leaving the white space for the creation of the space is justified. The use of the spacing demarks the necessary data and allows the reader to focus on the main issues. This letter also deals with the main issues well, the paragraph structure adopted by the writer is apt and the publisher of the document enhanced it further by administering the right margins at the right places. When we check the shortcomings of the letter, we find that it fails in leaving an impact on the readers in terms of a takeaway. Every newsletter should have an epilogue which should be highlighted with an intention to leave a “takeaway” message. Certain important features or the information can stand out, with the help of designing tools like dialogue box or highlighted text boxes. |
Satisfactory ü Unsatisfactory ☐
Q2: What changes would you make when creating a newsletter template that will enhance appearance and readability while meeting organizational style guide standards?Manage Business Document Design Essay.
| I would like to create a hook for the readers, in the beginning, with the help of a text box. Secondly, I would like to create a separate box for the epilogue. I would also like to add a thank note to improve the belongingness quotient of the letter. The slogan of the organization or the “salute designed” for the organization can also be added. A newsletter should follow consistency in the format, just as it happens in a newspaper. In a newspaper, we generally, read columns that are dedicated to certain types of news. The same thing can be achieved in a newsletter as well where we can create a habit-forming interface between the reader and the publisher. |
Satisfactory ☐ Unsatisfactory ☐
Q3: Reviewing purpose and audience and designing the templates are all tasks in Stage 1 of the document production process. The next two tasks in this stage are to create a first draft of the template and review it. Briefly explain what these tasks accomplish at this stage of the production process.Manage Business Document Design Essay.
| The creation of the first draft allows us to look at the things from an objective point of view. It allows us to consult with the other teammates. A newsletter is a joint statement issued by the organization. It is important to give due space to every fraction of the organization. The first draft of a newsletter is important in this regard. The flow of information is another issue. While developing a newsletter we try to establish the achievements of the organization, the first draft will allow us to check the list of the creditors, it will tell us that whether we are giving due credit to every member of the team or not. A newsletter is more or less like a complete document where we cover all the major activities of an organization that takes place during a month or a stipulated time. The first draft allows us to have a look at the content from a holistic point of view where we can accommodate all the major happenings and achievements that took place in the organization. |
Satisfactory ☐ Unsatisfactory ☐
Q4: What technique(s) would you use to test the letter template you designed in Task 1?
| The technique of breaking down the communication into the parts and represent them in the order of priority. The technique of coming up with the right hedges to mitigate the missing communications. The technique of adding an effective call to action note to stay in the stand by note. The technique of adding a three-act structure into the letter where we introduce a problem, touch down its periphery and then demand for action with the help of a call for action. |
Satisfactory ☐ Unsatisfactory ☐
Q5: What type of feedback do you hope to achieve by using the technique(s) listed above?
| The feedback related to the inclusion of all the related names and achievers. Some stakeholders can also demand the next lot of the information so that they can gear up. Another set of Stakeholders can demand more information related to the proposed plans. |
Satisfactory ☐ Unsatisfactory ☐
Practical checklist 2
To be completed by the assessor.
| Learner’s name: |
| Did the learner successfully demonstrate evidence of their ability to do the following? | Completed | |
| Yes | No | |
| Ensured standard formats and templates suit the purpose, audience and information requirements of each document. | ü | ☒ |
| Ensured document templates enhanced readability and appearance, and met organisational requirements for style and layout. | ü | ☐ |
| Tested templates, obtained organisational and user feedback, and made amendments as necessary to ensure maximum efficiency and quality of presentation. | ü | ☐ |
| Described document production processes. | ü | ☐ |
| Established documentation standards to meet organisational requirements. | ü | ☐ |
| TASK D – CASE STUDY |
Scenario
We’ve been developing templates for purchasing and accounts. Two of the templates we have developed are generic letter and stocktake sheet templates. At the moment they are only the initial drafts. Now we need to see what advanced software functions we can use to automate some of their functions. These should make them faster and easier for everyone to use.Manage Business Document Design Essay.
Let’s revisit some of the situations the letter template is used for.
- Letters are sent to existing suppliers, potential new suppliers, businesses seeking to gain supply contracts for their products, contractors and other general communication.
- Letters to existing suppliers often include accounting information such as document numbers (invoice, credit note, etc.) and extracts from accounts (for example, details from invoices) to support account queries.
- Letters to potential new suppliers and contractors often include standard phrasing relating to Kingfisher purchasing agreements.
The stocktake variance report is only used internally by our managers when they are calculating variances after a stocktake has been completed. It was originally designed to be used in the stores but we think it could be used anywhere (for example, the café, function area, administration, head office) as only the aisle number is a direct store reference. The information from the actual physical product is recorded on another spreadsheet. A feature of our purchasing system is product details can be transposed from its database into spreadsheets.
Let’s see what macros or other functions we can use to make our templates even better
Task 1: Identify and evaluate advanced functions
Q1: What are two software functions you can utilize in the letter template to make it faster and easier to use? Briefly explain their function and how they will enhance the template.Manage Business Document Design Essay.
| The role of mail merge function with an advanced filter to add the name of the recipients with personalized messages is one function that has the potential to turn a formal letter into the personal letter. This addition of a personal message will also convert this letter into a semi-personal letter. Under the current condition, it seems like a formal letter which can act as a barrier in communication. With the help of a mail merge function, we can also add few lines pertaining to the last interaction with the client. Under the present circumstances when communication on electronic mediums has easier to achieve, the personalized touch added by the exercise of mail merge can add a new flair of personalization in the letter and increase its acceptability in the mind of a reader. Separate form entries can also be created with the help of visual basic based programming. We can develop a program attached to a database; this database will carry all the information related to the gender, age and special features like Monikers or the personalized forms of the communication. Later on, a form field can be added to the main letter. A message based on the “meta-language format” can be developed. With the help of a primary program, we can connect this “meta language format” with the database and create an interface where once the operator will press a button and fill the data entry, the software will fill the form of metalanguage and we will get personalized emails. This type of mail can increase the attention span of a reader because of the personal elements that are present in the letter. |
Satisfactory ü Unsatisfactory ☐
Q2: What are two inbuilt functions or macros you can utilize in the stocktake variance report template to automate some aspects of its operation? If you are not sure of the correct names or terminology for some functions, visit this website for assistance: Manage Business Document Design Essay.
| Event MacroEvent Macro is the latest edition in the kitty of MS Excel, this macro can create reminders and fill the data forms with the help of the previously attached database. Event Macro can also assist a manager in delivering the right message at the right time. An appearance of the message at the right time can increase its efficacy in multiple folds. Event Macro can be ordered to dispatch the emails or the messages at the right time when the probability of the attentive reading is high. Tools for designing the customized MacrosIn general most of the big organizations hire expert programmers to facilitate specified programs for the employees. However, Macros can also do a bit of programming where they can sort, identify and activate certain functions with a single click. A series of Macros can be customized and added in the communication protocol based on the program based entries. For instance, such type of macros can fix an inventory like structure for the communication protocols. |
Satisfactory ☐ Unsatisfactory ☐
Task 2: Test templates
Go to the ‘Additional Resources’ folder in the LMS and open the Generic letter template and Sample letter 1.
Field test the generic template by recreating the sample letter using the template. Don’t forget to save and print the completed letter or use print preview to check layout and appearance. You are not required to submit your completed letter but should save it for future reference.Manage Business Document Design Essay.
Briefly discuss:
- how easy or difficult the template is to use
- positive features of the template
- any amendments to be made to maximise efficiency or include necessary information
- any changes that need to be made to improve layout, appearance or readability.
NOTE: Your feedback and recommendations should include any changes that need to be made to design, macros or the document’s styles and formatting.Manage Business Document Design Essay.
| Easiness and difficulty levels. Text Templates are easy to use; the first step of sorting for the right template can be slightly difficult. However, once this selection is done then it saves a lot of time that we spend in the formatting of a document. The movement of the cursor is easy, we don’t need to press tab all the time. Best use of GUI can be seen. Positive Features Adds aesthetics in the presentation. The template saves a lot of time. Subheadings are easy to customize, as per the needs of the communication. Amendments Certain columns can be readjusted for the purpose to accommodate more data. In its present condition, it becomes difficult for a person to accommodate an unprecedented entry when we use it on a regular basis. Changes Versatility can be added so that a user can add more headings and customize it in accordance with his or her personal needs. |
Satisfactory ☐ Unsatisfactory ☐
Q2: Go to the ‘Additional Resources’ folder in the LMS and open the Stocktake variance report template and the Word document titled Sample variance report BBQ.
Field test the stocktake template by entering the details from the Word document into the Excel spreadsheet. If you find some automated calculations don’t perform as expected, check the format of the number data you have entered. You are not required to submit your completed Excel stocktake report but you should save it for future reference.Manage Business Document Design Essay.
Briefly discuss any amendments that need to be made to the spreadsheet template to maximize efficiency, or improve layout, appearance or readability. Your feedback and recommendations should include any changes that need to be made to design, macros or the document’s styles and formatting.Manage Business Document Design Essay.
| I submitted four fields of data and the calculations were satisfactory as per the needs of the calculations. Further amendments can be made in the formulas if we need a diverse result based scenario. Apart from it, no major variances are present because it is responding to every data entry and not misreading any data. It is identifying the units of the data quite easily and not accepting data which is not falling in the range of the units. |
Satisfactory ü Unsatisfactory ☐
Practical checklist 3
To be completed by the assessor.
| Learner’s name: |
| Did the learner successfully demonstrate evidence of their ability to do the following? | Completed | |
| Yes | No | |
| Tested templates, obtained organisational and user feedback, and made amendments as necessary to ensure maximum efficiency and quality of presentation. | ü | ☒ |
| Evaluated complex technical functions of software for their usefulness in automating aspects of standard document production. | ü | ☐ |
| Matched requirements of each document with software functions to allow efficient production of documents. | ü | ☐ |
| Tested macros to ensure they met the requirements of each document in accordance with documentation standards. | ü | ☐ |
| TASK E – CASE STUDY |
Scenario
Great work on developing and testing the templates in the last assessment! They are now ready to be implemented across the organization. The letter template was designed for use in the accounts and purchasing departments but its design is so generic we’ve decided to roll it out across a number of other departments too, such as HR and IT.
We very quickly identified that the stocktake variance report template can be used across all sections and departments within the organization.
Our next stage is to develop some support materials and decide what training is needed. I’d like you to develop the support materials for the templates you have worked on. Then you can help me develop a training program that encompasses all of the templates the team has developed for the accounts and purchasing areas. More on that shortly. Let’s start with the support materials.Manage Business Document Design Essay.
Task 1: Develop support materials
Q1: What written or other format(s) are appropriate to support existing and future users of the templates?
| A training Manual should be developed. This training manual should have the following chapters attached to it. Introduction of the templateHow to start working with the templateIntroduction of the functions that can be done with the help of the template Introduction of the mathematical formulas associated with the template. The common errors that may occur while using the template. The FAQ’s associated with the templateThe Adjusting nature of the template, how it can be modified or customized to meet the diverse needs of the communication. A chapter on the affinity of the template with the big data machinery of the organization. A chapter on the unit conversion to make your data friendly with the big data system. A chapter introducing the format of the reports that this big data machinery can produce. A chapter related to the checklist that template is receiving the dataTroubleshooting chapter: Where common errors and troubleshooting tricks are mentioned. Checklist before we start or close the template. |
Satisfactory ☐ Unsatisfactory ☐
Q2: What are two techniques you can use when developing support materials to make sure they are suitable for their purpose while clearly communicating required information to their intended audience?Manage Business Document Design Essay.
| The technique of “Answer first and question later” can be adopted, under this technique, we will show them the output given by the template as the first step. After establishing the final result we will unfold the functions and the chapters in the form of a riddle. This technique will help them in listening to the technicalities more attentively and they will be able to understand the importance of each and every method associated with the template. This method will cut down the process of the trials and errors quite considerably. “Before and After Technique” can become handy, under this technique we will tell the trainees to first do the tasks in the normal procedures. When they will accomplish the task, we will tell them to perform the task with the help of the template and tell them that how easy it is to perform once they will become the master of the template. |
Satisfactory ☐ Unsatisfactory ☐
Q3: Choose one of the templates you have been working with – the letter template or stocktake variance report. Choose a written support format from your responses Task 1, Q1.Manage Business Document Design Essay.
Prepare a written support document for your chosen template. The written document should meet the following criteria.
- Written in a manner that is easily understandable to its intended audience.
- Written using appropriate formatting (e.g., headings, paragraphs, if a step-by-step guide, then a step numbering system is used).
- Appropriate language and terminology for the type of document and intended audience.
- The document’s content is suitable for its intended use.
- All relevant organizational and legislative requirements that impact use of the document are discussed.
- The information, instructions or explanations provided in the document enable its intended audience to use the template and any macros.Manage Business Document Design Essay.
Save the completed document locally on your computer and name it ‘Case study 4 – Written support materials’. Upload completed response to LMS.
Satisfactory ☐ Unsatisfactory ☐
Additional information
Let’s start looking at what training our employees might need. We’ve developed a range of new templates and modified others that were generated by our accounting and purchasing systems. This includes inventory control documentation, such as invoices, requisitions, delivery dockets, credit notes and stocktake documentation, supplier and stock lists, and a range of reports, contracts, and budgets.Manage Business Document Design Essay.
They have all been developed using word processing and spreadsheet software. There are a few desktops published documents (like the supplier newsletter we talked about in Case study 2). However, only two people use those templates and they are the ones who developed them.
Most of these documents are used by employees across the organization, ranging from staff, frontline and higher managers. Most have only had minor changes made to them as their original format was efficient. A number of the budget, contract and report templates have had macros incorporated into them to increase efficiency.Manage Business Document Design Essay.
The most common macro is linking cells and worksheets so information is automatically transferred and updated across all connected formats. Linking and merging has been used in word-processed documents for corporate and client information, and standard clauses in contracts, agreement, and other documents.Manage Business Document Design Essay.
Initially, any training or staff development will be delivered to the purchasing and accounts staff at head office. We will implement it to all store employees soon afterward with the head office team becoming coaches or mentors.
The purchasing and accounts departments’ busiest periods are the last week and first week of the month when accounts, payments, and reports are all prepared and submitted. An accounting team member is on leave for one week in the second week and a new team member is starting in accounts in the third week of the month.
Task 2: Develop and implement training
Q1: The first step is to find out what help and training they need. Based on the case study information, what are two techniques you can use to identify training and staff development needs of the accounting and purchasing teams?
| Mind mapping of the communication flow chart This case study presents a complex structure for us, where the data filled by every individual serve different purposes in the same assembly line. At the beginning of the Mind mapping class, we will tell them that how a simple data entry made by an employee will furnish various purposes in any given assembly line. After this familiarization, we will give them a checklist to process the data in accordance with the pipelines. We will also tell them that a single wrong entry can bring in multiple mistakes. Introduction to the inventory management techniques The techniques of inventory management can be taught to the employes, we can show them the matrix associated with the automated system. Training based on this matrix can help them in visualizing their position in the graph and they will be able to make the right decisions. Another technique of change management can also be implied. Under this technique, we can open some informal chat lines and allow them to communicate on informal forums to support each other with the data entry. Gradually we can remove this channel and automated function can act independently with full-fledged authority. |
Satisfactory ☐ Unsatisfactory ☐
Q2: The results of our training needs evaluation have shown that employees need little training on new templates that are only minor modifications of the existing documentation, however, they need general information about the changes, where they are stored, how to access them, etc.
What type of learning and development activity would you suggest we use to address this need?
| Simple notification about the changes and the demonstration of the impacts of the changes on the scale of “before and after” can be implemented. We can conduct a seminar where a live demonstration can be presented. Simple manual videos can be shared and a special “change management helpline” can be arranged for a stipulated period of time. |
Satisfactory ☐ Unsatisfactory ☐
Q3: Six staff and three supervisors or managers have indicated they have limited understanding of the types of macros we have incorporated into our new spreadsheet-based templates and how to use them in budgets, reports or other documentation.
What type(s) of learning and development activity (is) do you suggest we use to address this need?
| In step one, we can tell them to write about the black areas or the areas where they are not able to understand the system. In order to write down these areas, they can take the support of an expert provided by the company. This exercise is important because the rest of the employees are working well with the system. The presence of the expert will help us in diagnosing the deficit areas. Specialized training programs can be designed for each employee based on the diagnostic report. A specialized training approach is required because we are aware that the system is fine and the shortcoming is present in the end user. |
Satisfactory ☐ Unsatisfactory ☐
Q4: Over the next few questions, plan how you are going to implement a ‘Macro Magic’ learning program for those who have identified they need assistance. Base your responses on one activity identified in Q3. Remember, at this stage, the program is for head office purchasing and accounting staff.Manage Business Document Design Essay.
To start with, when will you run the program? Explain when the program will run, the time period for delivery (number of hours or days) and what factors influenced this decision.
| We will run the program towards the beginning of the new cycle of sales and purchase. Prior to the implementation of the program, we will go for a test run of the program where we will test it on the existing functions. This will help us in identifying the crunch areas of the program since we will start the implementation at the beginning of a new cycle the pressure of the data will be less on the system and margins for the error and correction will be low. |
Satisfactory ☐ Unsatisfactory ☐
Q5: Where will the program be conducted? Will it be on or off-site? If off-site, what type of venue? Explain what factors influenced this decision.Manage Business Document Design Essay.
| It will be conducted on-site, where we will be able to understand the nature of the work and the implications of the failure on the system more closely. Implemetioan of a new phenomenon in a familiar surrounding will help the employees to understand it better because their working ambiance will make them feel at home. |
Satisfactory ☐ Unsatisfactory ☐
Q6: What resources do you need to run the program? List the physical and human resources required, including any external specialists or support materials.
| SystemsNetworking experts Demo-workersScreens where we can telecast it for bigger audiences Public address systems The presence of the department headsManpower to collect the feedback from the employees. Brief learning material for the ice breaking session |
Satisfactory ☐ Unsatisfactory ☐
Task 3: Identify costs
Q1: An important factor to keep in mind when planning our learning and development program and implementing the templates is how much it’s going to cost. Based on your responses to the questions in Task 2, list the types of costs associated with your training program.
| Cost for the procurement of the audio, video and written learning material Cost for the time that employees are going to spend in the training sessionCost for the additional setups like video screens and othersOther logistics that can be applied to a seminar or gathering like that |
Satisfactory ☐ Unsatisfactory ☐
Q2: We’ve been given a budget for production of the documentation and delivery of ‘Macro Magic’ training to the accounting and purchasing teams.
Go to the ‘Additional Resources’ folder in the LMS and open the Production project budget.
Based on the forecasted expenses for learning and development in the month of October, which department has been allocated significant funds to deliver training programs?
| The change management committee and the HR department should bear and manage this cost. |
Satisfactory ☐ Unsatisfactory ☐
Q3: Why do you think the focus of budget expenses changes from production costs to learning and development in October?
| It is a long term investment for the future and it has the capacity to save budgets in the coming future. |
Satisfactory ☐ Unsatisfactory ☐
Task 4: Manage master files
Q1: What is the purpose of a template master?
| To increase the efficiency of the organization and decrease the burden of time from the employees. It will also ease out certain processes for them. |
Satisfactory ☐ Unsatisfactory ☐
Q2: Based on the organizational style guide standards, name the letter and stocktake templates developed in Case study 1. As it’s a newly created template it’s the first version.
| Newsletter formatting tool |
Satisfactory ☐ Unsatisfactory ☐
Q3: What are the two factors you must consider when deciding where to store these templates?
| In the main pipeline of the communication with conditional access to the appointees who will be allocated the task to fill them. |
Satisfactory ☐ Unsatisfactory ☐
Practical checklist 4
To be completed by the assessor.
| Learner’s name: |
| Did the learner successfully demonstrate evidence of their ability to do the following? | Completed | |
| Yes | No | |
| Prepared explanatory notes for the use of standard templates and macros using content, format and language style to suit existing and future users. | ü | ☐ |
| Developed and implemented training on the use of standard templates and macros to suit user needs. | ü | ☐ |
| Produced, circulated, named and stored master files and printed copies of templates and macros in accordance with organisational requirements. | ü | ☐ |
| Identified costs and interpreted budgets relating to the implementation of standard documentation. | ü | ☐ |
| Outlined organisational policies and procedures relating to document production. | ü | ☐ |
| TASK F – CASE STUDY |
Task 1: Monitor usage and quality
Q1: How can you monitor usage of the accounting and purchasing templates and documentation we implemented in Case study 4?
Satisfactory ☐ Unsatisfactory ☐
Q2: Briefly describe how you will monitor quality of documents produced using the letter template. Indicate what techniques you will use and how you will evaluate quality.Manage Business Document Design Essay.
Satisfactory ☐ Unsatisfactory ☐
Secnario
We’ve finished the document production project and we now have over 200 templates for documents used either across the organisation or in specific areas. It’s actually starting to become a little confusing – we have 18 different letter templates alone!Manage Business Document Design Essay.
We have just completed a review of our documentation and standards and here are some of the results.
- Template and document names can be confusing when there are multiple similar items.
- Naming conventions are not being applied consistently across all areas of the organisation.
- The Colour 1 – Gold Brown organisational standard is proving to be too light when printed on black and white printers. An alternative colour needs to be considered that is still in keeping with the organisation’s logo and other colour schemes. One option is to use a darker version of the current gold brown standard or choose a new colour scheme. Print quality must be a factor in the decision.
- Record management policies have been updated and version control information located in template footers must now include both version number and date the document was last updated.Manage Business Document Design Essay.
Task 2: Continuously improve documents
Q1: Go to the ‘Additional Resources’ folder in the LMS and open the Kingfisher style guide. This is the same as the version you viewed on the Kingfisher intranet in Topic 2 of this unit.
Where necessary, make decisions about how to resolve any of the issues identified in the case study information. Update organisational standards in the style guide to reflect these changing needs and policies.
Save the updated document as Case study 5 Task 2 – Updated organisational style guide and submit it to LMS.
Satisfactory ☐ Unsatisfactory ☐
Q2: Describe what activities or processes you can undertake to resolve quality issues identified in the case study information and improve document quality. How will these steps be implemented to appropriate employees or sections of the organisation?Manage Business Document Design Essay.
Satisfactory ☐ Unsatisfactory ☐
Practical checklist 5
To be completed by the assessor.
| Learner’s name: |
| Did the learner successfully demonstrate evidence of their ability to do the following? | Completed | |
| Yes | No | |
| Monitored the implementation and use of standard documentation templates and macros. | ☐ | ☐ |
| Evaluated the quality of documents produced against documentation standards. | ☐ | ☐ |
| Reviewed documentation standards against the changing needs of the organisation. | ☐ | ☐ |
| Planned and implemented improvements in line with organisational procedures. | ☐ | ☐ |
Assessment result:
| Task A – Multiple choice: Satisfactory ☐ Unsatisfactory ☐ |
| Task B – Case study (organisational and legislative needs): Satisfactory ☐ Unsatisfactory ☐ |
| Task C – Case study (document style guide): Satisfactory ☐ Unsatisfactory ☐ |
| Task D – Case study (advanced functions): Satisfactory ☐ Unsatisfactory ☐ |
| Task E – Case study (support materials): Satisfactory ☐ Unsatisfactory ☐ |
| Task F – Case study (monitor usage and quality): Satisfactory ☐ Unsatisfactory ☐ |
| Overall Outcome: | Competent | ☐ | Not Yet Competent | ☐ |
| Assessor’s feedback or additional comments to the learner: | ||||
| Assessor signature: | ||||
| Date: |
Support Document For the Newsletter
User Manual
Step 1:- Collect all the necessary articles and pictures in a separate word document, if you are sitting for the final output. If you want to use this template directly then it is fine.
Step 2: –Open the template and click the save as option, save a separate file under a different name in your computer.Manage Business Document Design Essay.
Step 3:-Open the new file and start working in it, every time you will finish an entry, a pop up will appear where a checklist will be present. Cross check your entry in the checklist and then press the save button on the top.
Step 4: If you wish to add a graph or an image into the template then there are two methods for it, you can directly place it with the help of cut and paste option, you can also import it with the help of the pop-up window. If the size of the image is large then make it sure that you are importing It otherwise it will displace the text.Manage Business Document Design Essay.
If the size of the image is smaller than you can paste it directly. An image obtained with the help of “import” function will be difficult to maneuver whereas the image arrived with the help of cut and paste will be easily placed.
Step 5: If you are typing directly inside the document then make sure to switch on the grammar checker attached to the document. You can also start the dictionary associated with it as well. Manage Business Document Design Essay.
Step 6: After finishing the editing you can check the document in the preview section, after the identification of the wrong areas you can re-launch the document and make necessary corrections.
Provisions for the content developer
Under no conditions, a content developer will be able to publish the content imprinted in the format.
Strict censorship guidelines are required for the development of the content; kindly refer to the service manual of the publishing department prior to contributing to the content.
The lifetime rights of holding or removing the content, use it in other internal and external publications are reserved with the parent organization.
Privacy Policy
- The above-mentioned format is under the copyright of “ XYZ” company. This document serves as a Newsletter for the company. Any unauthenticated use of the format along with the logos printed on the document will be termed as unauthorized.
- The copyright number mentioned in the format is exclusively reserved for the properties created by the XYZ company. The publisher of any unapproved copy using the same copyright number will be eligible for lawful punishments.Manage Business Document Design Essay.
