Document Design and Development – Green Heaters Pty Ltd

This document discusses the responsibility of designing and developing business documents of Green Heaters Pty Ltd, the types of documents to be produced, and the corresponding suitability requirements. It also talks about strategies to ensure employees use standard documents productively and proposed organizational policies and procedures to govern the use of standard documents.

Green Heaters Pty Ltd 1
Document Design and Development – Green Heaters Pty Ltd
by
Course:
Tutor:
University:
Department:
Date:

Green Heaters Pty Ltd 2
1.0 Introduction
The responsibility of designing and developing business documents of Green Heaters Pty Ltd
began by consulting with the board to ascertain the organizational requirements in order to
develop a guide that will help employees to communicate in a way that meets the expected
organizational standards.
The following table shows the types of documents to be produced and the corresponding
suitability requirements
Software Types of Documents Proposed suitability Requirements Software functions
Word Letterhead
Mail merge letter
Agenda
Minutes of Meeting
Report
Service/Travel
Request
Leave Form
Business Cards
Flyer for advertising
Newsletter for staff
Brochure for
advertising
Company logo is to appear on all
documents
Formatted text
Prescribed font styles and formatting
Templates
Auto Text
Macros
Styles
Margins
Fill-in/Date fields
Form fields
Bullets/numbering
Tables
Print layout
Headers/Footers
Excel Tax Invoice
Time Sheet
Petty Cash
Company logo to appear on all
documents
Importing/inputting data
Perform calculations
Sorting columns
Retrieve account information from
database
Templates
Formatting
Macros
Formulae
Headers/Footers
Sorting
Form fields

Green Heaters Pty Ltd 3
Publisher Business Cards
Flyer for advertising
Newsletter for staff
Brochure for
advertising
Company logo on all documents
Professional design and theme
Formatted text
Fill-in area
Font styles and formatting
Table of contents
Templates
Macros
Master layout
Margins
Format; fonts
Headers/Footers
Bullets/numbering
Page/print layout
Word-art
Powerpoin
t
Brochures
Storyboard Tool
Product Promotions
Corporate Policies
Personal Portfolio
Online Photo Album
Company logo on all documents
Professional design and theme
Formatted text
Font styles
Templates
Animation/Transitions
Macros
Design themes
Bullets/numbering
Tables
As Green Heaters Pty Ltd will continually produce high-quality documents to publicise and
market the environmentally friendly heaters I will investigate the types of equipment that can
be purchased, this will be either via a contract or outright, depending on the best option, that
can produce high-quality documents on recycled paper and with the environment in mind.
We would use various software as shown in the table above to design and create the
documents internally.
2.0 External IT Expertise
Since the documentation design stage will require the use of specific software application
such as word, excel, Adobe Photoshop etc, there will be need of seeking external expertise to
help and support the initial document development process and to aid in staff training in the
use of the software. The external expertise will include:
• Trainers on software development
• Online tutors and tutorials

Green Heaters Pty Ltd 4
• Short courses conducted by external consultants
I believe that “Office Experts” www.accessexperts.com.au would be the ideal firm to use for
this as they have a broad range of skills and knowledge.
3.0 Strategies to Ensure Employees Use Standard Documents Productively
1. Test templates, obtain feedback and make changes accordingly
In order to ensure that the new standard documents and templates are effectively used, they
will be subjected to tests by selected staff to ensure that they meet the staff requirements, well
presented and can efficiently be used. Then thereafter, feedbacks from employees will be
collected and analyzed to help ascertain the usefulness of the templates and any necessary
changes to improve usability (Farooq, and Khan, 2011; Malik, et al., 2013). The feedback
will be obtained through verbal feedback, written suggestions through the mail, or suggestion
box.
2. Provide formalized policies and procedures on effective use of documents
I will provide an outline of instructions and procedures for using the various standard
document such as templates, macros etc. to make it easier for the staff to understand and
process the instructions effectively (Siponen, Pahnila, and Mahmood, 2010: Forrest, and Sue
Love, 2008).
3. Provide training services to the staff
Employees that often use the developed standard documents will undergo a serious of routine
training on how to effectively use the standard documents. The training will be based on the
needs assessment obtained from the test feedback (Cascio, 2018; Cekada, 2010). The IT
department will specifically receive training for the software developers to develop and
maintain specific software programs used by some templates and macros such as Adobe
Photoshop.
4. Continuous reviews of the use and effectiveness of the documents
Routine reviews on the use of the standard documents will be conducted to ascertain their
effectiveness and to make any necessary changes. The reviews will also assist to identify any
training needs amongst the staff.
4.0 Proposed Organisational Policies and Procedures to Govern the Use of Standard
Documents
• The standard documents shall only be used by the trained and experienced staff to ensure
effectiveness.

Green Heaters Pty Ltd 5
• All formal communication and records must be used by the provided standard documents
accordingly.
• All documents are to adhere to the suggested requirements for each specific document
• The format and design of the documents shall be subject to change depending on
legislation changes. The changes will be handled by the documentation and design team in
consultation with the management
• All employees are not allowed to make alterations to the format and design of the standard
documents (Dovers, and Hezri, 2010: Shanahan et al., 2011).
5.0 Sample Prototypes of Standard Documents and Instructions
Instructions for petty cash, tax invoice, letterhead, and lave application forms
• Enter correct details in the provided spaces
• If additional space is required, you can use an additional paper which must be indicated
and attached
• Please fill in all the mandatory spaces provided

Green Heaters Pty Ltd 6
Green Heaters Pty, Ltd
ACN, Melbourne 3000,
Zip 512 302 XXX 243-
Melbourne Street
Phone: [phone]
Petty Cash
Date No.
Amount $
Description
Charged to
Received by
Approved by
Petty Cash Receipt
Date No.
Amount $
Description
Charged to
Received by
Approved by
Petty Cash Receipt
Date No.
Amount $
Description
Charged to

Green Heaters Pty Ltd 7
Received by
Approved by

Green Heaters Pty Ltd 8
TAX INVOICE
Green Heaters Pty, Ltd
ACN, Melbourne 3000,
Zip 512 302 XXX 243-
Melbourne Street
Phone: [phone]
INVOICE DATE:
INVOICE NUMBER:
GST NUMBER:
TO: FROM:
Green Heaters Pty Ltd Contractor Details
P O Box 185 731
Melbourne 3000
FOR CONTRACTING SERVICES FOR:
PERIOD:
DESCRIPTION HRS RATE TOTAL
Contracting Services $
Net Total $
Plus GST @15% $
TOTAL AMOUNT DUE $

Green Heaters Pty, Ltd
ACN, Melbourne 3000,
Zip 512 302 XXX 243-
Melbourne Street
Phone: [phone]
Leave Application Form
I, , of GHP , reporting to
……………..,
(Supervisor’s name)
wish to apply for days of leave from to for
(No. of days) (start date) (end date)
the following reason(s):
Please tick on the type of leave accordingly:
Annual
Medical
Maternity / Paternity
Reservist / Military
Compassionate
Unpaid
Others
Employee’s Signature Date
For Official Use
Allowed Disallowed
Signed By:
Name: Date:

References
Cascio, W., 2018. Managing human resources. McGraw-Hill Education.
Cekada, T.L., 2010. Training needs assessment: Understanding what employees need to
know. Professional Safety, 55(03), pp.28-33.
Dovers, S.R. and Hezri, A.A., 2010. Institutions and policy processes: the means to the ends
of adaptation. Wiley Interdisciplinary Reviews: Climate Change, 1(2), pp.212-231.
Farooq, M. and Khan, M.A., 2011. Impact of training and feedback on employee
performance. Far east journal of psychology and business, 5(1), pp.23-33.
Forret, M. and Sue Love, M., 2008. Employee justice perceptions and coworker
relationships. Leadership & Organization Development Journal, 29(3), pp.248-260.
Malik, M.E., Ghafoor, M.M., Ashar, M. and Arooje, A., 2013. The Impact of Training
Perceptions on Employee Attitudes. American Journal of Scientific Research, (87), pp.164-
173.
Shanahan, E.A., Jones, M.D. and McBeth, M.K., 2011. Policy narratives and policy
processes. Policy Studies Journal, 39(3), pp.535-561.
Siponen, M., Pahnila, S. and Mahmood, M.A., 2010. Compliance with information security
policies: An empirical investigation. Computer, 43(2).