Identify and Establish Documentation Standards

Manage business document
design and development
Student Name: Student ID:
Subject Name: Manage business document design and development
Subject ID: BSBADM506
Date Due: Professor Name:
Page | 1

Table of Contents
Task 1: Identify and establish documentation standards.................................................................3
Appendix 2: Implementation/action plan template......................................................................3
Question 1.................................................................................................................................3
Question 2.................................................................................................................................5
Question 3.................................................................................................................................8
Question 4.................................................................................................................................8
Task 2: Design and develop templates and standard text..............................................................10
Appendix 1: Information and formatting requirements.............................................................10
Expense Report Template..........................................................................................................12
Testing Schedule........................................................................................................................12
Feedback....................................................................................................................................13
Reflection...................................................................................................................................13
Task 3: Develop strategies for use and improvement of standard documentation........................16
PART A......................................................................................................................................16
Examining team performance................................................................................................16
Planning for staff Member Training.......................................................................................18
Short Training Session...........................................................................................................18
PART B......................................................................................................................................19
Information of Current Skill...................................................................................................20
Recommendation for Improvement........................................................................................21
Page | 2

Task 1: Identify and establish documentation standards
Appendix 2: Test Questions
Question 1
Adept Owl specializing in manufacturing and production of high-quality entertaining board, card
and puzzle games. The Company is trying to establish itself within five years of its business in
Australia as being the most innovative and entertaining board game developers.
Information Entry: In order to achieve its vision along with its goal set, the Company will need
to identify processes and techniques that allow increasing organisational performance. Currently
the organisation has to achieve wider types of business goals in relation to specific needs of
business. In consideration to its letter mail-outs and expense reporting it lacks standard
procedures. Current software presents a challenge to the organisation hence it needs to overcome
such challenges prior to setting up of its business goals. For the purpose of entering information
into the system there needs to be presence of keyboard. Through the keyboard varied range of
information such as expenses, costs and mailing can easily be performed. Along with keyboard
there needs to be mouse, desktop and other necessary computer related hardware that can easily
be used to input information into the system.
File Naming and Storage: In order that the management can easily assess information and
process the same into making useful data, files needs to be stored. Any organisation that is
planning to undertake to become a leading market player needs to arrange and organize its
internal systems in an efficient way. The organisation is growing and emerging to be innovative
hence there will be large number of files that it handles that needs to be stored. File naming and
Page | 3

storage has to be done according to specific numbering systems. For each category files there
needs to be folder created as expenses or letters. Then within such folders files needs to be stored
according to names, date format. Each file will include date specified such that they can be
retrieved in an easy fashion. Such files needs to be stored in ROM. All critical files has to be
stored in D: drive such that any user can easily retrieve information. The two vital requirements
for file naming and storage consists of availability of ROM memory and large disc space.
Output or quality of document design and production: In any organisation especially like
Adept Owl that is growing and developing itself there has to be certain standard set for practice.
Major documents stored across the system of the organisation has to produce output or quality of
document design and production. It is not only important to set up documents but output related
to such documents plays a critical role for creating impact on the organisation. In order that such
can be attained there needs to be presence of high quality software that can make necessary
alignments and designing of templates. Printer is another crucial hardware that makes it possible
to provide output related to such documents. A high resolution quality printer is necessary to
obtain output of quality of document design as well as its production.
Compliance requirement: Adept Owl though an organisation set up recently but is striving to
make large impacts on the area of its expertise. Adept Owl has its existing set of compliances
and legislations. Such compliances along with legislations allow the Company to develop code
of practices or standard those are relevant to production of documents that allows for
improvement of processes. Major compliance within Adept Owl pertains to accuracy of
Page | 4

information. All information that is entered into systems for the purpose of document production
has to be verified such that all contents are accurate and can match efficiently with employee
practices or ways in which they perform their work. Such accurate information needs to be easily
accessible to auditors along with employees. Availability along with accessibility of information
plays a critical role such that documents can be accessed quickly, locating information they need.
A legislation pertaining to such compliances can be matched to standardization and scalability of
such information. Adept Owl will have a large number of technical personnel who will create
documentation, such information in documents has to be entered taking into consideration
standard code of practice in technology compatible environment. A possible code of practice
needs to be technical compatibility that allows document production for possible improvement in
processes.
Question 2
Adept Owl in order to prepare itself for a better future has to present and future information
technology that is capable of satisfying document design and production needs. Internal
processes and technology has to be compatible with growing needs and challenges of the
organisation that it presents. There are a few capabilities that needs o be ascertained such that
un-hindered document design and production needs can be matched. The following needs are
evaluated such that it can be matched with the organisation’s demands;
Human Resource Capability: Adept Owl consists of a large team with administrative people,
technical personnel and other personnel to perform a wide range of functions. The human
Page | 5

resources capability currently at the organisation possess a wide range of gaps within
administrative team. The HR team needs to appoint team HR heads and HR managers in the
administrative team. Current level of skills gaps are such that they are not able to recruit and
select employees appropriately in administrative team. While selection, teams needs to assess the
wide range of capabilities present and then recruit new personnel. Further, there remains a skill
gap of inducting employees. The Administrative team needs to have capabilities such that they
are able to work in Microsoft Office. There is no need for further training or struggles to increase
capabilities. Employees posts joining of the organisation needs to be inducted into prevalent
procedure and processes such that they are able to carry on their roles and responsibilities in an
appropriate manner.
Closing of Skill Gaps: Existing levels of skill gaps can hamper organisational activities hence it
becomes pertinent to close such gaps. Closing skills gaps needs to be conducted with respect to
organisational practices. The HR team within the organisation has to develop specific guidelines
while selecting employees. A specific induction training schedule with presentation needs to be
developed. Selection will progress on specific sets of skill set, meaning applicants will be taken
into administrative team if they major in HR and IT, they will need to have previous working
experience. Induction training module will needs to be developed by a central HR team such that
employees have capabilities to perform accordingly.
IT Capability Needs: In order that Adept Owl becomes a leading organisation in the future, its
IT related capabilities needs to be extended. It capabilities for any organisation pertains to human
Page | 6