Implementing a Style Guide and Templates

This assignment requires the implementation of a style guide and training templates within a specific timeframe. The style guide must be included in the initial days of new employees, and a change management policy should be established. Templates will be made using computer resources with the assistance of an IT employee. Feedback on templates will be collected through questionnaires managed by a manager. Implementations based on recommendations will be carried out within two weeks, followed by execution, which will also take two weeks. A business development manager is responsible for overseeing all aspects and providing feedback within one week. The assignment includes references to various studies and research papers related to training and implementation.

Table of Contents
Part - A.......................................................................................................................................2
Part – B.......................................................................................................................................3
Task – 1..................................................................................................................................3
Task – 2..................................................................................................................................4
Part – C.......................................................................................................................................5
Part – D......................................................................................................................................7
Assessment – 3.........................................................................................................................11
Part – A Prepare a plan for training session.............................................................................11
Part – B.....................................................................................................................................12
Part – C.................................................................................................................................13
References................................................................................................................................17

Part - A
1. Information entry:
 Three forms used to collect client administration information are –
1. Client Information Form for gathering all the details of the client
2. Adult Pre-Exercising Screening Tool
3. Dealing with client issues through online modes.
 Two Australian Privacy Principles
1. APP11 – Security of Personal Information
2. APP10 – Quality of Personal Information
 Two quality assurance requirements
1. Process documentation
2. Process checklists (Wynn and Clarkson, 2018).
2. Information Storage:
 Methods that are used for storing information
1. Information can be stored electronically.
2. Organization can also store information on premises
3. Usage of hard disk drives (HDD) and Solid-State Drive (SSD)
 Legislative requirement
1. Privacy Act 1988 (Cth).
2. Notification of the collection of personal information
 Security requirements
1. Security of personal information
2. Access is given only to authorised person in the organization.
3. Information Output:
 Three documents for information output consideration
1. Balance Sheet
2. Statement of Cash Flow
3. Feedback Matrix Worksheet
 Two legislative requirements
1. Direct marketing
2. Adoption, use or disclosure of government related identities

 Two Quality Assurance requirements
1. Avoiding any kind of errors in the personal information by maintaining the quality
of personal information and correction of personal information
2. Dealing with all unsolicited personal information
4. Organization’s present and Future IT capabilities
 Hardware – Present photocopiers are capable of meeting the demands of printing at
some extent. But through standardization in the organization will help in fulling the
future demands of the organization such as printing brochures, flyers and posters. This
will also help in developing graphical standards of organization.
 Software – the computers in the organization have the windows 7 although they are
stable and reliable but the main support has ended from the side of Microsoft office,
after upgradation in future to Windows 10 with subscription the organization will be
able to design their flyers and addition work flexibly with the help of MS Outlook,
this will help the organization in standardizing their templates of signatures and e-
mails (Kildea et al., 2019).
5. Cost for upgrading Windows10 software and OS in 3 computers will be out of the budget
as one upgrade in 1 computer will cost more than $199.99 that is suited for the businesses and
for 3 computers it will cost more than it. But, if the organization wants it within the budget
then organization can go for Windows 10 Home Costs as that cost $139 per computer, this
will be within the budget and will help the organization get subscription for 3 computers.
Part – B
Task – 1
Cost Estimation
Tasks Responsible person/role Rate Duration Cost
Formatting, Typing and
Filling
Casual assistant of
administration
$22 per hour 10 Hour $220
Developing the content Business Development
Manager
$ 35 per hour 18 Hours $630
Total costs $850

Task – 2
Style Guide
1. Design Requirements –
 paper-based documents involve AGM papers, Board papers in a hardcopy format
and reports
 electronic based documents involve newsletters, agendas of staff meeting and e-
mails
2. Images and Drawings –
 Listing the requirements of all the images such as the image resolutions which are
to be used. The hand-drawn images quality can be specified. The low-resolution
images are of approx. 150dpi. Medium-resolution are between 200dpi to 300 dpi.
3. Use of Copyright –
 Copyright helps in protecting the real expression of ideas and information. The
copyrights are applied on all the artistic works, literary.
4. Language specification along with writing style –
 One formal language is used for all the documents, the organization can set the
language to English as this is the means of communication to show whole data to
everyone representing the organization. If the outlets of Crossfit is in more than
one country or one area in such cases the local language can be used to make
flyers, posters etc., the tome should also be formal, respectful and descriptive.
 Writing style – the writing style must be in formal and appealing to the yes, the
organization must not use any informal writing style for typing their documents
and they must be properly edited and saved (Gocłowska, Piątkowska and
Lenartowicz, 2019).
5. Formatting the conventions
 The documents must be in one set font such as Times New Roman, at one set size
such as for heading the size can be 14, for sub headings it can be 13 and for
normal text it can be 12. The alignment must also be set for all the documents
such as justified. The colour of the text must be black.
6. Usage of logo
 The colour of the logo must be appealing and attracting the clients. The logo must
be unique for example- Blue colour is used for CrossFit logo. The size must not be

too big or too small it must be appropriate according to the logo. The logo must be
clearly visible. The placement of logo in the documents must be either on the top
left or right or it can be used in transparency as the background of the paper or the
document.
7. Page layout – there must be proper numbering on the pages used for documents. All
the important information must be put in the header, page numbers, address and other
basic information can be in the footer section, the copyright information must be
placed in the paper to let everyone that the document has the copyrights and it must
not be used by some other firm. The use of version identification can be used in the
practical terms for identifying the software product copy and there must be no another
copied from some other computer such as the latest version that is released (Wells et
al., 2018).
8. Instructions for finalizing and editing – the document must be properly proof-read; the
authorized person must be checklist bout all the things that must be mentioned on the
document and if there are needs for editing that must be done and before finalising
that the things are under checklist while approving the proofs for print etc.
9. Protocol for approving documents – after the document is ready there is protocol
where it must be signed by the senior management member after the assistant of that
area has approved later it must be finalized by the owner before publishing it (Sandau
et al.,2017).
10. Naming conventions of the document and document saving protocols – there must be
specific name of the document for example a document is prepared for showing the
fee schemes for the clients, then it must be named properly and it must provide all the
information and version on it.
Part – C
a.
Paramjeet
Your Address
XYZ

19 February 2021
Dr. Ali Chatroodi
Level 2/448 Boundary St
Spring Hill QLD 4000
To Miss Vanessa Choi,
I am writing this letter to inform you about our organization CrossFit Endurance. Our
Business is well focused in providing best exercises to everyone irrelevant to the gender,
age and background. Our organization is affordable and gives personal attention to each
client and help them achieving their goals related to fitness There are many benefits of
exercises in daily life, it helps in preventing excessive weight, it helps in reducing heart
diseases, the bp (Blood Sugar) is maintained. It also helps in avoiding smoking. With the
help of exercise in our daily life mental health is improved and it keeps the mind open to
think, learn clearly. Exercising also helps in improving judgemental skills. The main
motive to enlighten all these points to seek your interest in our organization and refer our
organization if they need any kind of exercises in their routine life. Therefore, I would like
you to consider this proposal and if needed we can discuss on your part of commission for
referring clients to us. You can contact us at CrossFit Endurance at
[e-mail] or on [phone]
I hope you will consider this proposal and revert me on this as soon as possible. I will be
waiting for your approval
Thank you
Yours Sincerely
Paramjeet
Paramjeet.
b.
INVOICE
INVOICE NUMBER
00001
DATE OF ISSUE
02/19/2021
CrossFit Endurance
BILLED TO
Brianna Williams
1 Sample Street
Brisbane City QLD
4000
123 Second Street
Brisbane, QLD, Australia
4000
[phone]
[e-mail]
DESCRIPTION UNIT COST QTY/HR
RATE
AMOUNT
Strength Coach $50 $50 $100
Personal trainer $75 $75 $150
INVOICE TOTAL
$227.25
SUBTOTAL $250
DISCOUNT $25
(TAX RATE) 1%
TAX $2.25
TOTAL $227.25
TERMS
Please pay invoice by 02/21/2021

Part – D
1. Feedback Questionnaire
1. Was the template understandable in terms of language and layout.
a. YES b. NO
2. Is the template serving its purpose?
a. YES b. NO
3. Are the instructions used on the template are useful and easily followed?
a. Yes, they are
b. No, there are not
c. I don’t know
4. Does the set automation work consistently?
a. Yes
b. No
c. Don’t know
5. Were these templates useful to you?
a. Yes
b. No
6. Are there any improvements or amendments to be made in the templates? If yes, please
specify
a. Yes
b. No
2. Three peers
The three peers were my colleague, classmate and my roommate.
3. Analysis of Peer feedback
As questionnaire was provided to my classmate, my colleague and my roommate and I
gave them 2 copies of questionnaire to 3 of them, I provided them a week and then give
me the review about the lacking areas in my questionnaire. I also provided them
databases of GP and Invoice excel sheets. To which all of them gave me similar feedback.
According to them I need to add a picture showing the benefits of exercises on regular
basis. My roommate also suggested that apart from that I should also shift the logo of the
organization towards right-side in my GP letter. My colleague suggested that I have used

two colours in the subheadings and as per my style guide, I should use only one color for
my sub heading. Therefore, I need to make these amendments according to the given
feedback in my templates as per their suggestions (Taylor et al., 2018).
The areas of amendments are –
 Right-shift of the logo in GP letter
 Add a picture in my GP letter
 Use one color for sub-headings.
4. Necessary amendments
 GP Letter Template
Paramjeet
Your Address
XYZ
19 February 2021
Dr. Ali Chatroodi
Level 2/448 Boundary St
Spring Hill QLD 4000
To Miss Vanessa Choi,
I am writing this letter to inform you about our organization CrossFit Endurance.
Our Business is well focused in providing best exercises to everyone irrelevant to
the gender, age and background. Our organization is affordable and gives personal
attention to each client and help them achieving their goals related to fitness There
are many benefits of exercises in daily life, it helps in preventing excessive weight,
it helps in reducing heart diseases, the bp (Blood Sugar) is maintained. It also helps
in avoiding smoking.

Figure 1: Benefits of Exercising
Source: (Vectors & Vectors, 2021)
With the help of exercise in our daily life mental health is improved and it keeps the
mind open to think, learn clearly. Exercising also helps in improving judgemental
skills. The main motive to enlighten all these points to seek your interest in our
organization and refer our organization if they need any kind of exercises in their
routine life. Therefore, I would like you to consider this proposal and if needed we
can discuss on your part of commission for referring clients to us. You can contact
us at CrossFit Endurance at [e-mail] or on [phone]
I hope you will consider this proposal and revert me on this as soon as possible. I
will be waiting for your approval
Thank you
Yours Sincerely
Paramjeet
Paramjeet.

 Invoice Template
INVOICE
INVOICE NUMBER
00001
DATE OF ISSUE
02/19/2021
CrossFit Endurance
BILLED TO
Brianna Williams
1 Sample Street
Brisbane City QLD
4000
123 Second Street
Brisbane, QLD, Australia
4000
[phone]
[e-mail]
DESCRIPTION UNIT COST QTY/HR
RATE
AMOUNT
Strength Coach $50 $50 $100
Personal trainer $75 $75 $150
INVOICE TOTAL
$227.25
SUBTOTAL $250
DISCOUNT $25
(TAX RATE) 1%
TAX $2.25
TOTAL $227.25
TERMS
Please pay invoice by 02/21/2021

Assessment – 3
Part – A Prepare a plan for training session
Training Session Plan
Training
topic:Learning
objectives and
outcomes:
1. Purpose of both the template and their automation
2. Giving instructions on using both the templates along with
demonstration
3. Get the feedback from trainees to know and check their
understandings
4. take assessment of all the trainees’ and their abilities for using the
templates.
Duration:
Resources
required:
Conference Room, projector, Marker, proper lighting.
Time (mins.) Topic Main points/ A ctiv ity
2 mins Introduction of first
template - GP letter
Reason for writing this template
Explaining the importance of template.
2 mins Questions regarding
GP letter
Why GP letter template is used by the
organization?
How approaching to GP clinic is beneficial for
the organization?
2 mins Introduction of
second template –
invoice template
Why it is the topic of discussion and why this
template is important for the organisation?
2 mins Questions related to
Invoice template
How it is beneficial to the organization?
Why there must be proper knowledge of this
template to all the trainers?
2 mins Feedback regarding
both the templates
Proper discussion about both the templates, doubt
clearance, and if good amendments points come
out in that case changes can be considered.

Part – B
Role Play
Trainer – Today we are here to discuss about two templates which we will be using in our
organization regularly from now onwards. First template is about GP letter and the second
template is about client invoice template.
Trainee 1 – why are we using these templates in the organization?
Trainer – as our organization is lacking in designing the letters and other formal requirements
properly in formal business manner, these templates will give us a pre-ready template and
save time for further business purposes (Oxenford et al., 2017).
Trainee 2 – Why these two templates?
Trainer – these are the two most basic things done in the organization, sending e-mails and
making invoice bills for the clients. If the organization will have these two templates in the
computers then it will be time saving process as well as all the clients will get same formatted
bills which will build the reputation of the organization.
Trainer – now, lets begin our training session with first template, this is an e-mail template
used by to send the letter to the GP clinic. This template is done in editing manner so that all
the authorised employees can edit this template according to their requirements. This
template can be used for sending all kind of letters related to business purpose. The template
contains company’s logo resembling the organization and a proper format including self-
name, address to what is the purpose of writing the letter to asking them to consider the best.
Trainee 1 – can we know, how is this beneficial to the organization?
Trainer – by using this template, we will be able to send similar format letters to all the
organization and this will send a message put and build the goodwill for the organization and
will build the brand reputation as well.
Trainer - now, let’s move towards second template that is client invoice bill. This template
has the pre-generated format with all the information and whenever the client submits the
bill, the receptionist can use this format to fill the entries of client and rest all details the
details regarding the amount, GST and other taxes, the receptionist will just need to fill the
details in simple manner and it also contains the logo of the organization which improves the
brand image.
Trainee 2 – Are these templates easily accessible?

Trainer – yes, these templates are made for this purpose only, there are easily accessible and
very handy to use, come I will show you how to use them and then both of you practice and
show me opening a new document according to these templates. You will also show me the
automations and saving these documents with the naming of the file along with saving
conventions.
Trainee 1 & 2 – ok, but what if we get stuck or forget any necessary information to add in it?
Trainer – yes, for this purpose only these templates are made to do the modifications and a
proper instruction is also attached about what points must be added. Until, proper habit or
practice is not built these templates will work as a guide to you.
Part – C
Email to John Wayne
To
John Wayne
Subject – IMPROVEMENTS IN THE DOCUMENT
Dear John,
I am writing this e-mail to inform you that you need to make some amendments in your
letter as per the style guide set by the organization and according to those guidelines you
have missed some of the points. Although your letter was well-written but these style
guidelines are mandatory to follow. The areas where you need to improve your formatting
are –
1. You must change the style of the logo as per the style guide
2. The margins of your letter are not as per the guide, so please do change them as
well
3. You also need to amend changes in the spacing, as according to the style guide the
spacing must be 1.5
4. You have used lots of bold texts in the letter and there is no as such need.
5. There must be proper font size, you must also need to amend that.
For better understanding of this do kindly follow the style guide properly. I am attaching
the style guide with this email. Do consider this and make the necessary changes as per the
attached style guide and send me the edited letter as soon as possible
Thank You
With Regards
BDM.
Email to Sam Ho.
To
Sam Ho
Subject – Feedback regarding Letter

Hello,
I am writing this letter to inform you that there are some necessary amendments that you
need to do in your letter regarding GP clinics as they are not amended according to the
style guide. The areas of improvement are –
Your font style, your font size, placement of the logo, your margins were incorrect and at
last you were using incorrect spacing. You need to amend all these changes according to
the attached style guide and send me the edited new letter timely.
Thank You
With regards
BDM.
Part – D
The new technologies that will help in managing the business templates and documents are:
 Timesheet Systems - This kind of software is a saving thanks today for many
companies. It is necessary to understand the numerous reports on all the
workers. They will be willing to view anything and know whenever they take
advantage of these models. They can collect all reports in perhaps the most
accurate, appropriate time if they want to recognize an employee while
employed, if they have been clocked into and out of the, their correct payroll,
personal queries, workforce in absent, supervisory permissions, receipts,
miles, etc. this software will benefit the CrossFit endurance as well (Castagna
et al., 2017).
 Cloud Based Answers - This is indeed a collaborative computing platform that
facilitates the handling of essential documents by team members. Staff
members may add time sheets, budget records, queries (RFIs), working papers
and other relevant paperwork. Per year, that saves you and your company a
considerable amount of effort automates all office work and organizes
essential files even without burden of actual paperwork. All of this can be
placed in a protected network that can be accessed via a functioning
broadband or wireless internet connection (Dieckmann et al., 2020).
Training needs of the staff –

 Focusing on the User interface will be needed
 Identifying the tech champions for the training purpose
 Involving the communication and marketing team in it.
Three changes required in the policies and procedures –
 The style guide must be included in the training period for better results
 The manual must be provided to all the new employees in the initial days
 There must also be a change management policy in the organization.
2. Action Plan
Action/task Resources Responsible
person Timeframe
Making templates Computer Assistant IT employee 1 Month
Training for templates Projector and
conference room
Training manager 3 weeks
Feedback of templates questionnaire Manager 2 weeks
Implementations of
templates as per the
recommendations
Using the templates Manager 2 weeks
Execution All of the above Business Development
Manager
1 week

References
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Retrieved 19 February 2021, from https://www.vectorstock.com/royalty-free-vector/benefits-
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