Manage Business Document Design and Development: Enhancing Efficiency and Standardization for Organizational Success

Running Head: MANAGE BUSINESS DOCUMENT DESIGN AND DEVELOPMENT
Topic- Manage business document design and development (assessment task 1 &2)
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2MANAGE BUSINESS DOCUMENT DESIGN AND DEVELOPMENT
ASSESSMENT TASK 1
Activity 1
One of the primary tasks of the employees of Adept Owl is to write letters to both its internal and
external customers. Confrontation of the letters to Adept Owl house style is necessary and
currently letters are created from scratch. There occur problems in mass-mail outs as letters are
written manually. The consistency level gets disturbed and percentage of wastages increase
(Becker, Kugeler and Rosemann 2013). Therefore, the need of a mass-mail out system with mail
merger is required. The new system should also be consistent with the existing letter standard.
Another requirement is the upgradation of the expense reporting system. A number of methods
are used for reporting expenses. As a result, data discrepancies occur and the process also
consumes lot of time in data input. A universal standard expense report procedure having time
saving macros need to be implemented. Other strategic needs include increased customer
engagement, improved product line with developed production processes, supporting
management and innovation, setting high performance benchmarks and ensuring overall
sustainability.
Both requirements can be fulfilled within budget where the existing organizational software will
be upgraded and the whole process will be completed within 5 minutes. But the success of
technological upliftment is still not clear as the advent of social media platform (web2.0) present
both opportunities and challenges to Adept Owl. The employees are not proficient to the level
required and still struggle in using Microsoft Office.
Documentation standards meeting organizational requirements
Maintaining proper documentation standards are required for meeting the organizational goals of
Adept Owl. Documentation helps in systematic data entry and easy retrieval at the time of need.
Manual data entry is tedious and time-consuming job and there is a high change of erroneous
data entry. Adept Owl has a multi-spread customer database. It is almost impossible to maintain
such large database manually. Moreover, data need to be updated at times and same data need to
be feed at different places (Bocken et al. 2016). In order to increase flexibility and reduce data
redundancy organizations need to follow some pre-defined documentation standards that will

3MANAGE BUSINESS DOCUMENT DESIGN AND DEVELOPMENT
help in achieving organizational goals effectively. So, the data base should be clear, precise,
flexible, accessible, logical, systematic and well-organized as per organizational standards.
Activity 2
Draft letterhead template
ADEPT OWL GAMES COMPANY
42 Challenge Lane
RICHMOND VIC 3121
Ph: 03 9234 5678
Fax: [phone]
www.adeptowl.com.au
30 January 2019
Mr. John Meyers
Street-25 A Park Lane
Melbourne
Australia 8002
Dear Mr. Meyers
Thank you for your recent purchase in our company. The item of PlayStation 5 that you
bought is in its processing stage till now. We regret to inform that there has been a delay in
production and it will not be possible for us to delivery your product in the date mentioned
before.
We sincerely apologize for the delay and the inconvenience caused therefore. Instead of
delivery on 5 February it will be delayed by one more week and we assure you that the product
will reach you by 12 February end of the day. If our effort of minimizing delay is successful
then it will reach you within the stipulated time mentioned. Further communication will be
conducted in such cases.
We value your business and time and once again is apologizing for the inconvenience caused.

4MANAGE BUSINESS DOCUMENT DESIGN AND DEVELOPMENT
For nay further information, feel free to contact our customer service (03 9234 5656) or you
can mail us at [e-mail]
Thanking you
Yours sincerely
Peter McKenzie
Manufacturing Manager
Adept Owl company
Expense spreadsheet
Name Frank Goudie
Department Fiancé
Position Fiancé Manager
Purpose Buying of raw materials
Statement number 454
Employee information Manufacturing manager
Reporting Manager Peter McKenzie
Date Department Types of
expense
Item
description
ID number
of clients
Purchase
Amount
23-1-19 Sales & procurement Toys raw
material
Cells A0-2006-
044
$400
24-1-19 Operations Communication phone A0-2006-
045
$150
28-1-19 Distribution Training System A0-2006-
050
$ 200