Documentation in the Workplace

This document explores the importance of documentation in an organization and its role in improving business performance and protecting organizational integrity. It discusses different types of documents such as newsletters, staff invitations, energy conservation flyers, and take-away menus.

Desktop Document
Publishing in the
Workplace
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Table of Contents
INTRODUCTION...........................................................................................................................3
Part A – Newsletter..........................................................................................................................3
Part B – Staff Invitation...................................................................................................................5
Part C – Energy Conservation Flyer................................................................................................6
Part D – Take-away Menu...............................................................................................................7
CONCLUSION................................................................................................................................9
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INTRODUCTION
Documentation plays an important role within an organisation because it ensures that
effective decisions are made. It is important to record important information as it can help in
developing effective plans to help the company achieve its goals and objectives. There are
different documents within an organisation like newsletter, flyers etc. and each one of them
serves a different purpose. It can be said that documentation helps in improving the overall
performance of a business and thus, contribute to its overall success. Appropriate and up to date
documentation reduces any kind of support requirements. Also, documents help in providing an
access of a variety of opportunities for the business. Lastly, documentation helps in protecting
the integrity of the organisation.
Part A – Newsletter
A newsletter can be defined as an electronic report which is presented in a printed form
and comprises of news that is concerned with the different activities carried in a business. It is
then sent to all the members of the company which include employees, customers and other
stakeholders. The main characteristic of a news letter is that it contains one main topic which is
of interest to the people who receive it. A newsletter is basically used for communicating
information about the different activities that take place within the company. A newsletter for
Marriott International is explained below.
Marriott International
What's on @ Marriott
 Brian King was appointed as the President of the Latin America and Caribbean region
of Marriott International. The company recently announced that the long-term company
executive would take up the role of President from the start of next year. The leading hospitality company also announced that the previous President of the
Caribbean and Latin America region, Tim Sheldon would step down from the role after
being 35 years with it.
 An update from the CEO – The company has always placed placed importance on the
health and safety of the guests. The CEO of Marriott International announced that the
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standards in order to maintain the health as well as safety of the guests and employees
will be raised.
 The company also launched a Global Cleanliness Council to promote high standards.
New News
 Having a strong hold within the hospitality industry, Marriott International is expecting
to set up more than 30 different luxury hotels in the coming years. The company will
open 3 new hotels each month.
 The Global Cleanliness Council at Marriott consists of both in-house as well as outside
experts. These experts are specialised in food and water safety, infection prevention,
hotel operations etc.
 When guests will check into the hotels in the coming months, they would notice a lot of
improvements in the standards of cleanliness. Apart from this, there will also be new
modifications.
 Not only this, a lot of cleanliness technologies would be used which will include
electrostatic sprayers and high quality disinfectants that would be recommended by the
World Health Organisation and the Centres for Disease Control and Prevention.
A message from the CEO
 The CEO of the company made an announcement regarding adopting health and safety
standards of highest quality in order to ensure the health and safety of the employees as
well as guests.
 Different properties of Marriott International are following the guidance of public
health officials as well as the government.
 Also, the company is now taking into consideration its cancellation policy which is
explained in detail on its official online website.
 The health and safety measures within the hotels are designed so as to address a wider
range of viruses that might have an impact on the overall health of the guests as well as
the employees.
 Lastly, the hotel premises will be sanitized from time to time within a day to ensure
maximum safety of the guests who are staying in the hotel.
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Part B – Staff Invitation
An invitation can be defined as a request or an attempt to get a person or people come
together for a particular event. It can either be a formal or an informal invite. An invitation card
serves as a way of greeting and welcoming a group of people for a particular occasion.
Therefore, they are important as they act as a medium through which a person or an organisation
can express their gratitude. They are printed for different occasions and can have different styles.
Marriott International hosts an end of the year Christmas party each year. The main aim behind
this is to celebrate the milestones that have been achieved over the year.
During the event, employees who have worked hard and out-performed, are rewarded
with an award or compensatory benefits. The employers of the company express gratitude to
their teams as well as the other staff members who have been a part of the company and helped it
in achieving targets. Also, since the top management rarely gets a chance to speak to and interact
with the employees, the end of the year party is the occasion to do so. Also, the staff members
are given an opportunity of giving their feedbacks and suggestions. The employees of Marriott
International look forward to the event each year. The party is also one of the ways in which the
company reminds it staff members that they are valuable to it and part of the team. This helps in
building the overall team spirit of the employees and motivate them to work efficiently and help
the company raise the performance bar in the market.
There are many benefits of the year end Christmas party for Marriott International. The
party is carefully planned and executed in an effective manner. This has helped Marriott in
making its employees feel valuable, motivated and become loyal to it. And when employees feel
valued, the company gets to experience an increase in its overall performance as well as
productivity. Not only this, the operations and their efficiencies is also improved. Each year,
there is a different theme of the party and the employees are asked to come dressed accordingly.
This year, the theme has been kept casual and thus, the employees have to come dressed in
casuals. A variety of cuisines is offered to the employees with different food items as well as
drinks option. Lastly, various team building games are also organised for the party. Thus, the
year end Christmas party has become a trend over the years.
An invitation for the staff at Marriott to attend the end of year Christmas party is as follows.
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Marriott International
Welcome Everyone!!
Another successful year has come to an end. Your company
invites you to be a part of the celebration. Please join us for a
cheerful evening with dinner and drinks at the end of the year
Christmas Party!
Friday, December 25th
7 pm – 9 pm
The Coral Meadows
565 St. Martin Lane,
Victoria, Australia
Dress Code : Casual
Regards only,
Please call 000-5214693
Part C – Energy Conservation Flyer
Energy Conservation can be defined as the efforts which are made in order to reduce the
energy consumption. This is important because the energy resources available are limited. There
are numerous benefits associated with the conservation of energy. These include reduced living
expenses because when people consume less energy, the demand drops which leads to a decline
in the overall expenses. Also, if an equipment is used less often, it is likely to last longer. This
has additional benefits for the environment the amount of pollution in the air is reduced. Energy
conservation means that there are less power plants. Energy conservation also promotes health
because the level of conservation goes down. Marriott International ensures that the energy is
conserved in order to build a sustainable business.
Energy conservation techniques and products
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There are different techniques that can help in conserving the energy within an
organisation. Many companies these days are adopting various measures in order to build a
business that is not only sustainable, but also ensures the satisfaction of the needs of its
customers. First and the foremost technique is to adjust the day to day behaviours which includes
the employees of the company to switch off lights when there is no need and instead, use the
natural light. Marriott International can choose bulbs that are energy efficient, in order to light up
the rooms and other spaces. This is because energy efficient bulbs use less electricity and are
safe for the environment. It is also important to upgrade all the equipment within the hotel
premises. This is because it will help in saving electricity.
The company should do an energy audit as it can help in understanding the overall energy
consumption of the company. An energy audit will also help the company in identifying if the
energy consumption is way too much or not. If this is the case, appropriate measures can be
taken. Employees should be asked to turn off the equipment, if it is not in use. This is also
referred to as standby energy consumption. Since Marriott has a large number of guests checking
in and checking out every now and then, it is important for the housekeeping department of the
company to ensure that all the heating and cooling devices are under control, at all times.
This can help the company in saving a lot of money which cab be invested in some other
way. The hotel can also install solar panels at its different properties as they serve as one of the
greatest source of renewable energy. Another advantage is that they last long, are clean and the
maintenance required is also less. The initial installation cost for them might be high, but once
they are set up, they can help the company in conserving a lot of energy. Some examples of
energy conservation products include automatic shutdown sockets, air source heat pumps, smart
lighting technology and smart water management. These products can help the company in
enhancing its sustainability as a leading hotel chain.
Part D – Take-away Menu
“Take-away” in restaurants means that the food which is offered by the customers is to be
taken away rather than eating there. There are many advantages of a take away menu like they
are hygienic. Also, such menus avoid any kind of unnecessary gathering at the restaurant or
hotel. Considering the current situation of Covid-19, take-away menus can serve to be a safe
option. This is also because they are convenient and there is no need for the customers to
specially visit the restaurant to place an order. Rather, they can do this while on their way.
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The restaurant offers a variety of dishes for its customers in order to satisfy their hunger.
Also, the feedbacks as well as suggestions that are offered by the customers are taken into
consideration by the management of the restaurant. As a result, the customers are loyal to it and
consider the Ramen restaurant to be their one stop shop for delicious Japanese food. The
restaurant is considering to add new dishes in its menu so that it can attract a greater number of
customers. Another reason behind this is that it will increase the overall profitability of the firm.
Therefore, it is recommended that the restaurant conducts a research. This because it will be able
to understand the needs as well as expectations of the customers and the kind of food dishes that
they prefer.
Offering take-away menus will also help the restaurant in building a safer experience for
its customers. The reason behind this is that the people are increasingly becoming aware of the
fact that unnecessary gatherings should be avoided at all times due to the current pandemic
situation. Therefore, it is important to encourage distribution of take-away menus. And this can
be done through newspapers, online posts etc. Therefore, this would be a safe option for the
restaurant. As a result, the efficiency of the business will improve and the customers will be
attracted to order food from the same.
A take-away menu for a local Japanese restaurant is described below-
Ramen Restaurant
Take-away Menu
Snacks
Fish 'N' Chips $ 6.00
Onion Rings $ 4.50
Chicken Nuggets $ 2.50
Dim Sum $ 2.30
Spring Roll $ 1.20
Soups
Vegetable Soup $ 5.00
Chicken Soup $ 3.50
Dim Sum Soup $ 4.50
Sushi Packs
Chef's Special $ 7.50
Assorted Sushi $ 10 .50
Deluxe Sushi $ 9.80
Noodles
Chicken Noodles $ 11.80
Egg Noodles $ 10.00
Garlic Noodles $ 12.00
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Salmon Sushi $ 8.50 Veg. Noodles $ 10.50
Chilli Garlic Noodles $ 13.80
Desserts
Fruit Ice cream $ 6.50
Chocolate Fudge $ 5.80
Osaka $ 10.00
Aomori $ 8.90
Therefore, the Japanese restaurant can use this take-away menu for its customers so that
they know about the food dishes that are offered by it. As a result, they will be able to order their
preferred dish on call rather than waiting in long queues at the restaurant. This will not only be
convenient for the staff members but also for the customers.
CONCLUSION
From the above report, it can be concluded that there are different documents available
within an organisation. The process of documentation is extremely important because it can help
in maintaining a record for the company which can be referred to later on. This can help in
making effective and informed decisions as well as formulating effective strategies for the future.
The strategies can be regarding increasing overall profitability as well as performance of the
business and gain a competitive advantage against competitors. Different documents can include
newsletter, flyers, menus etc.
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