Foott Waste, VIC: Managing Business Document Design and Development

This report, prepared for Foott Waste and Recycling, VIC, details the design and development of essential business documents. It identifies key document types like meeting minutes and employment agreements, outlining their importance for smooth business operations. The report explores docum...Read More

Running Head: MANAGING BUSINESS DOCUMENT 1
MANAGE BUSINESS DOCUMENT
DESIGN AND DEVELOPMENT
Assignment 1
Student Name:
Student Number:

MANAGING BUSINESS DOCUMENT 2
Table of Contents
Introduction................................................................................................................................3
Types of documents for the business.........................................................................................3
Styles and types of documents...................................................................................................4
Available technology for producing documents........................................................................4
Utilization, outputted and storing of documents........................................................................4
Organizational style guide..........................................................................................................5
Template and formats for each document..................................................................................5
Template for Minutes of Business Meeting...........................................................................5
Employment Agreement.........................................................................................................6
Document templates...................................................................................................................7
Testing for quality......................................................................................................................7
Matching document to relevant software production.................................................................7
Testing macros to ensure meeting of requirements....................................................................7
Training session on the use of templates and macros................................................................8
Developing master files..............................................................................................................8
Strategy to monitor.....................................................................................................................8
Conclusion..................................................................................................................................9
References................................................................................................................................10
Table of Table
Table 1: Continuous Improvement......................................................................................................10

MANAGING BUSINESS DOCUMENT 3
Introduction
A business document is an integral part of any business development. For this assessment,
the selected organization of choice is Foott Waste and Recycling, VIC. The organization is
one of the leading companies for managing wastes and recycling them into useful products in
North Victoria. There are several business documents that the business requires. The current
report discusses some standard documentation that is needed for the business to function
smoothly.
Types of documents for the business
The business requires a range of documents for its smooth functioning. Two of the most
important documents that are needed by the business areas below;
o Minutes for Business Meeting: Majority states require that companies keep a
record of minutes of meetings, but these include only major meetings. In case of
formal meetings an official account of discussions and decisions along with actions
taken is included.
o Employment Agreement: Whenever a new employee is recruited into the
organization, and the employment agreement has to be signed (Pichler, Seidl, &
Huemer, 2010). This document is crucial as is covers the expectations of the
company and the obligations of the employer. This document also includes a
process for dispute resolution in case the obscuring of a working relationship takes
place.

MANAGING BUSINESS DOCUMENT 4
Styles and types of documents
Business documents might be of various styles and types. Some business documents are
needed to start a business while others are there to operate and expand businesses
(Novakovic, & Huemer, 2016). In the current scenario, the type of business document that is
discussed includes those that are needed to operate a business.
Available technology for producing documents
The company makes use of available technology such as desktops present and the internet
to produce these documents. The technical person takes requirements from the individual
department and then searches the internet for industry-specific and appropriate documents to
finalize upon business documents for the company (Strommer, Pichler, & Liegl, 2010). Once
these documents are produced, it is approved, it is printed and a hard copy is maintained, soft
copies are circulated to individual departments.
Utilization outputted and storing of documents
The business documents will be utilized to maintain records for the business. These
business documents will be outputted in forms of mails and in case necessary prints will be
generated. These documents will be stored in the cloud storage space of the company's
Google drive. The documents will be secured by the use of a password such that it is not
retrieved easily.

MANAGING BUSINESS DOCUMENT 5
Organizational style guide
An organizational style guide is crucial for setting standards for any business document.
The current organizational style guide is that each of the business document needs to be
presented in clear, lucid and easily readable format (Liegl, Zapletal, Pichler, & Strommer,
2010). Moreover, each of the business document needs to have an assigned date to it.
Template and formats for each document
Template for Minutes of Business Meeting
Department Name
Meeting Minutes
Date
I. Call to Order
II. Roll Call
III. Approval of minutes from the last meeting
IV. Open issue
V. New Business
VI. Adjournment
VII.

MANAGING BUSINESS DOCUMENT 6
Employment Agreement
Employment Agreement
THIS AGREEMENT made as of the ______day of__________________, 20__ , between
[name of employer] a corporation incorporated under the laws of Victoria, and having its
principal place of business at _______________________(the "Employer");
and [name of employee], of the City of ____________________in the North of Victoria
(the "Employee").
WHEREAS the Employer desires to obtain the benefit of the services of the Employee, and
the Employee desires to render such services on the terms and conditions set forth.
IN CONSIDERATION of the promises and other good and valuable consideration
(the sufficiency and receipt of which are hereby acknowledged) the parties agree as
follows:
1. Employment
The Employee agrees that he will at all times faithfully, industriously, and to the best of his
skill, ability, experience, and talents, perform all of the duties required of his position. In
carrying out these duties and responsibilities, the Employee shall comply with all Employer
policies, procedures, rules and regulations, both written and oral, as are announced by the
Employer from time to time. It is also understood and agreed to by the Employee that his
assignment, duties and responsibilities and reporting arrangements may be changed by the
Employer in its sole discretion without causing termination of this agreement.

MANAGING BUSINESS DOCUMENT 7
Document templates
The document is selected for the organization such that they improvise the readability of
appearance, style, and layout (Kabak, & Dogac, 2010). This ensures its ease of use and
application with various departments of the business.
Testing for quality
The two business documents discussed above are frequently tested by individual
departments to ensure and compared against industry standards. This ensures updated quality
for presentation. Moreover, these documents are compared against the latest industry-based
documents available online to ensure the quality of these documents.
Matching document to relevant software production
The business documents will be matched such that relevant software in word can be
developed and such documents can easily be produced.
Testing macros to ensure meeting of requirements
The macros present in each document is tested by entering relevant fields. This ensures
that the macros are functioning in a word document appropriately and irrelevant input cannot
be included.

MANAGING BUSINESS DOCUMENT 8
Training session on the use of templates and macros
Training sessions will be conducted every month to ensure that employees can make use
of business documents in an effective manner.
Training
The templates need to be used as and when it is deemed necessary.
Macros are enabled in the word document and keywords for macros for these documents will
need to be known. Input to these documents using macros will enable quick navigation and
smooth functioning.
Developing master files
Master files are developed and hard copies of templates and macro's are stored there.
Strategy to monitor
Continuous improvement will be included for monitoring the use of documents and
evaluating them against needs by comparing against KPI (Key Performance Indicator) scores
(Cote, & Albu, 2014).

MANAGING BUSINESS DOCUMENT 9
Table 1: Continuous Improvement
Field KPI score Outcomes
1. Use of templates 70% 45%
2. Use of macros 82% 46%
3. Capability to store
documents
80% 40%
4. Ease of using
documents
90% 75%
Conclusion
In conclusion, continuous evaluation and improvement reveal that the company needs to
enhance its training further such that its employees can make use of templates and macros in
a better manner. Managing a business document is essential and crucial for appropriate record
maintaining and upkeep.

MANAGING BUSINESS DOCUMENT 10
References
Cote, M., & Albu, A. B. (2014). Texture sparseness for pixel classification of business
document images. International Journal on Document Analysis and Recognition
(IJDAR), 17(3), 257-273. DOI: 10.1007/s10032-014-0217-8
Kabak, Y., & Dogac, A. (2010). A survey and analysis of electronic business document
standards. ACM Computing Surveys (CSUR), 42(3), 1-31. Doi: 10.1145/1670679.1670681
Liegl, P., Zapletal, M., Pichler, C., & Strommer, M. (2010, July). State-of-the-art in business
document standards. In 2010 8th IEEE International Conference on Industrial
Informatics (pp. 234-241). IEEE. DOI: 10.1109/INDIN.2010.5549423
Novakovic, D., & Huemer, C. (2016). Applying business context to calculate subsets of
business document standards. Information Technology and Management, 17(3), 203-227.
Doi: 10.1007/s10799-015-0228-2.
Pichler, C., Seidl, M., & Huemer, C. (2010). Managing variability and evolution of business
document models. In 2nd Int. Workshop on Model-driven Product Line Engineering (pp.
61-72). Accessed from <http://ceur-ws.org/Vol-625/MDPLE2010-paper6-Pichler.pdf>
Strommer, M., Pichler, C., & Liegl, P. (2010, January). On mapping business document
models to core components. In 2010 43rd Hawaii International Conference on System
Sciences (pp. 1-10). IEEE. DOI: 10.1109/HICSS.2010.289