Manage Business Document Design and Development - Report

Added on - 21 Jul 2020

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MANAGE BUSINESSDOCUMENT DESIGN ANDDEVELOPMENT
Table of ContentsINTRODUCTION...........................................................................................................................1ASSESMENT 1...............................................................................................................................1Question 1..............................................................................................................................1Question 1 B...........................................................................................................................2Question 2...............................................................................................................................2Question 3...............................................................................................................................3Question 4...............................................................................................................................4Question 5A............................................................................................................................5Question 5B............................................................................................................................8Question 6...............................................................................................................................9Question 7.............................................................................................................................10Question 8.............................................................................................................................11Question 9.............................................................................................................................12Question 10...........................................................................................................................12Question 11...........................................................................................................................13Question 12 A.......................................................................................................................14Question 12 B.......................................................................................................................14Question 13...........................................................................................................................14Questions 14.........................................................................................................................15Question 15...........................................................................................................................16ASSESMENT 2.............................................................................................................................16Types of documents that is required by the organisation.....................................................16Sample templates that can be used by the cited company....................................................17Informations about proposed quality, format and language.................................................20Methods to ensure that documents suits the purpose and audience.....................................21IT requirements of Soft console Pvt. Ltd.............................................................................21Task which will be required to produce standard documents..............................................21Details of the internal and external members that are involved in the documentation process...............................................................................................................................................22
Technical functions that will be used in this regard.............................................................22Entering of information in standard documents...................................................................22Documents will be printed and transmitted..........................................................................22Documents will be stored.....................................................................................................23Proposed budget to create master files.................................................................................23Identified cost......................................................................................................................23Templates and macros creation as per the requirement........................................................23Documentation that can be used in this regard.....................................................................24Training that will be implemented.......................................................................................24Monitoring policy and procedure regarding document development..................................25Standard document distribution............................................................................................26Standard document monitoring............................................................................................26CONCLUSION.............................................................................................................................27REFERENCES..............................................................................................................................27
INTRODUCTIONThere are several kinds of business that are operating in an around the world. All theseorganisations have different kind of documentation needs (Aljabre, 2012). These needs dependson the services that they are offering to the users. Especially in Information and Technologysector this becomes more important than any other sector. Every kind of documentations havedifferent kind of organisational and legislative requirements which needs to be fulfilled whilemaking it available for the use. This report highlights the methods for making the report as perthe business requirement. It also helps us to understand the formalities that have been maintainedso as to produce a perfect mechanism for documentation. By using various case scenarios itassists us in making templates and formats that is required by the individuals or organisations.ASSESMENT 1Question 1There are certain kinds of standards that needs to be maintained while creating newdocument for an organisation. They are as follows:EmailsLetters.Memos.ReportsOrder formsCash flow statementsInvoicesIncome tax documentsCompany promotions.Meeting agenda and minutesThere are several requirements of the firm that is commonly found which is as follows:Data entry: Business may have the requirements of having a specialist in the data entry.For which they can use variety of software having all essential information (Chen,Chiang and Storey, 2012). As a specialist it needs to be ensured that data is accurate,clear and presented in a formatted way and must have the simple language and must aimto provide consistency in terms of presentation and maintain grammar standards.1
Data storage: There can be requirement of storing data which can be done using thedevices such as CD ROM, pen or thumb drives. It can also be done using the applicationssuch as cloud. But in this procedure one of the important things that needs to be takencare of is about the rules regarding the privacy and confidentiality (Dalton, 2013). Thepersonal information needs to be managed properly.Quality of the documents: In determining the perception of the business quality of thedata pays an important role. Some quality standards needs to set so as to meet the purposefor which it has been constructed.In order to identify the needs one of the best ways is that conduct a survey among thedifferent stakeholders and ask for that what their requirements are. For example: In bankingsector there is requirement of managing the financial records of the users as well ascommunicating with the users. For these two purposes they can use Emails and Spreadsheets.Question 1 BCovered in PPT 1Question 2There are several kind of technological tools that can be used so as to produce theproduces as per the requirement. Various kinds of present and future IT innovations that willhave impact on the design and production of document (Dumas and et. al., 2013). Software areavailable for this purpose which can be used through different kinds of modern gadgets. Some ofthe software that can be used in this regard are as follows:Desktop PublishingWord processorsPayroll and billing maintenanceProfessional invoicingDatabase managementSome of the present and future capabilities are as follows:Evaluation of technology: For the companies it is important to understand that are theirtechnological requirements or say how much an organisation is capable in terms oftechnology according to its scale. Companies needs to determine that whether they haveneeds of further investments in this regard or not. As technologies have direct bearing on2
the certain elements of document design and production such as visual presentation,Textual element, Document layout, print speed and quality, Organising of tasks,Standardisation of quality, Development of templates and macros.Thinking about the future: Technology that is used gets doubled in every six months.Employees have access to rapid Wi-Fi internet connections and advanced programmesfor productivity (Jeston and Nelis, 2014). It is common in modern day business to usedigital marketing, SEO and design of document. Firms needs to inculcate moderntechnological advancements as well as provide proper trainings to the workers so thatthey could use that.Question 3There are many types of documents which is used by the business organisations. It isessential to understand the requirements of these files including its details and formats that canbe used. Five kinds of documents are as follows:Business plans: These are the type of document that has elements such as aims that theywant to achieve through their business. The methods they are following so as to achievethose such as their marketing, strategic and investment plans (Laguna and Marklund,2013). It also includes the financial statements that justifies the performance of thebusiness.Business policies:These are the type of document that covers the almost every aspect ofbusiness starting from health and safety to data security as well as employee relatedpolicies. These policies provides frame work so that company can operate its variousfunctions in a better way. These policies are bring in the notice of the employees byuploading it on the website or on notice boards.Emails: This is one of such tools that is used by the modern day business which can bemade to contact with different stakeholders. Apart from these they are used by themarketing team to advertise their new launches. It contains essential and requiredbusiness data and ate attached with the documents.Letters: These are one of the primary type of documents that are used in the firm so as tostate someone any specific things. The style is generally formal and it is important tofollow conventions of letter writing.3
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