Communication Documents Report: Adept Owl Memo and Minute Analysis

This report analyzes two key communication documents: a memo and a meeting minute, both originating from Adept Owl. The memo, addressed to all managers, outlines the need for an audit and staff assessment, requesting information on trainees and staff. It details the information required, emphasizes confidentiality, and sets meeting expectations. The meeting minute documents a staff assessment meeting, covering topics like staff information organization, organizational requirements, communication methods, and third-party access to information. The minute includes attendees, agenda items, action items, and decisions made, such as gathering specific information for trainee and staff assessments, ensuring confidentiality of information, and formalizing communication methods. The report provides a detailed overview of the structure, content, and purpose of each document, demonstrating effective business communication practices within an organizational context.

Communication Documents 1
COMMUNICATION DOCUMENTS
By Student’s Name
Code+ course name
Professor’s name
University name
City, State
Date

Communication Documents 2
PLAN DOCUMENT OF A MEMO
Component plan
Purpose -To inform managers of Adept Owl about their trainee, staff assessment
and audit purposes that will take place in the next one month.
- All CDU managers need to gather information about trainees and staff.
To notify managers on meeting to be held on 15/10/2017 at the
organisation boardroom at 0800hrs.
Audience Information is directed Adept Owl managers for action
Format memo
Method I will use a clear, formal and standard language to ensure my audience
understand the request
I will use the first person
Means I will present a word document
Organisational
rules
-All Adept Owl managers should keep staff and trainees’ information
confidential but only disclose to relevant authority or with informed
consent for security purposes.
- All Adept Owl managers should append their signatures for official
purposes.
-method of communication should be formal.
Key points -The purpose of communication and requirements of the audience
The details of information for the audience to know what is expected of
them. The coverage of communication so that it reaches the required
audience
Structure I will follow a descending order.

Communication Documents 3
ADEPT OWL INTERNAL MEMO
To: ALL ADEPT OWL MANAGERS
From: Shannon Grant -Ruth’s admin assistant
Cc: Ruth Crabbe - General Manager
Bae Ahn-Bartle - HR Manager
Date: 15/10/2017
Subject: Audit and Staff Assessment
Attention is hereby drawn to the above-mentioned subject and the assistant general manager on behalf of
the institution releases the information. In preparation for an audit process and staff’ assessment that is to
take place at the end of the month , I request in respect thereof as below:
1. The institution is subject to audit and therefore I request all managers to gather information about
trainees and staff.
2. For students assessment, I request managers to gather information on personal information, results,
and progress and attendance details.
3. For staff assessment, I request the HR to review the registers of all staff and gather information on
personal information, results, and progress and attendance details.
4. I request the HR to assist other managers to generate information from the database. This is
because the HR handles stores and handles such information
5. Concerning the organization requirements , I request everyone to familiarise with the procedures
and standards so that their actions lies within the requirements
6. All the information gathered should be confidential. Disclose information to a parent if a student
is below 18years, employer if the staff is a trainee and to third parties with informed consent.
7. For official purposes, I request all managers to append their signatures on the documents.
8. I have attached a document with strategies that I would like to get your opinions during the
meeting. I request all departmental heads to share the attachments with the staff. All staff should

Communication Documents 4
review the rules and procedures so that they do what is expected.
9. I have attached an attendance list for each department; every departmental head should print and
ensure his member's sign and present during the meeting.
10. Lastly, I would like to inform all managers of the meeting and venue that will take place on
15/10/2017. It is a crucial meeting and I expect all members to be present and no apology. There
will be a disciplinary action for those who miss.
Attachments
1. Strategies document
2. The rules and procedures of the organization
3. Attendance list for the meeting
4. Materials and resources to avail in the meeting.
Shannon Grant
Ruth’s admin assistant

Communication Documents 5
PLAN DOCUMENT OF A MINUTE
Component plan
Purpose -To notify the staffs of ADEPT OWL about the meeting that was held on a
given day for action.
-To give the details of the Agenda discussed staff and trainees’ assessment
and audit that will take place at the university.
To give an outline of the procedures and rules which the staff need to
follow
Audience Information is directed to ADEPT OWL staffs for action
Format minute
Method I will use a clear and standard language to ensure my audience understand
what was discussed.
I will use a third person
Means I will present a word document
Organisational
rules
-managers should keep staffs’ information confidential but only disclose to
relevant authority or with informed consent for security purposes.
-All managers to be notified two weeks prior to the meeting for them to
prepare for attendance.
- All managers should append their signatures for official purposes.
-method of communication is formal.
All managers to carry the required materials for the meeting
Key points -The purpose of communication and requirements of the audience
Details of the action to be taken
The coverage of communication so that it reaches the required audience
Structure I will follow a logical order. Headings to be seen

Communication Documents 6
ADEPT OWL MEETING MINUTES
DATE: 15/10/2017 MEETIN
G TITLE:
Adept owl staff assessment meeting
TIME: 0800hrs ATTENDEES:
Name Title of the job
Tim Davies CEO
Jayne Dashiell CEO assistant
Ruth Crabbe General Manager of Operations
Bae Ahn-Bartle HR Manager
Gareth Singh Product Development Manager
Aban Rezek IT Officer
Shannon Grant Ruth’s admin assistant
Frank Goudie Finance Manager
Sarah Callis Product Developer
Jack Macquarie Distribution Manager
Jonathon Richmond Sales Manager
LOCATION: Organisation
boardroom
CHAIR: Tim Davies
SECRETARY: Shannon Grant
Open meeting
The meeting begun by a word of prayer from Jayne Dashiell The chairperson welcomed and
thanked all staff present for sacrificing their time left their main duties for the important meeting.
He gave brief information about the progress of the organization since he assumed office. He
informed us about the reduction in staff and trainees’ indiscipline cases. He informed us of the
new methods of signing in and signing out by the staff.

Communication Documents 7
Thereafter secretary read the main Agenda items for decisions and actions, as under:
MEETING
OBJECTIVES :
Opinion from all managers about how to do the staff and trainees’
assessment in the Adept owl.
All members to participate freely
APOLOGIES: Pete McKenzie Manufacturing Manager
APPROVE
PREVIOUS
MINUTES
Minutes of the previous minutes were read by Shannon Grant and
seconded by Frank Goudie as the true record of the proceedings.
Action from the previous meeting
ITE
M
TOPIC RESPONSIBL
E
DUE
DATE
1 Following the disagreements between the sales
manager and his assistant, Jonathon Richmond was
asked to call a private meeting to find a way forward.
Jonathon 1 week
AGENDA ITEMS
ITE
M
TOPIC PRESENTER DURATI
ON
1 Staff information
The IT department noted about the improper
organization of staffs’ information. Subject to the
discussion, all managers concerned were to gather
information about trainees and staff.
Action
-For trainees’ assessment, we decided that the
concerned manager gather information on personal
information, results, and progress and attendance
details.
-For staff assessment, we agreed that HR gather
information on personal information, results, and
Aban Rezek 20min

Communication Documents 8
progress and attendance details.
2 Organisation requirements
It is the requirement of the legal department of the
institution to ensure privacy and standards of staff. A
member noted that some staff are disclosing relevant
information to unauthorized people
Action
We agreed that managers should keep staffs’
information confidential but only disclose to relevant
authority or with informed consent for security
purposes. In addition, managers should append their
signatures to enable trace relevant persons in case of a
problem.
Frank Goudie 20min
3 Communication
One member raised concern about getting late
information
Action
Members decided that all staff be notified of the
meeting two weeks prior to the next meeting to allow
enough preparation.
Another member suggested a formal method of
communication when conveying important messages
Sarah Callis 5min
4 Third parties
The assistant CEO wanted a clarification of third
parties who should access information from the
institution
Action
After discussion, we agreed that we disclose
information to a parent if a trainee who is below
18years, employer if the staff is a trainee and to third
parties with informed consent. In addition, subject to
audit information can be given to Quality Skills
officer from Australia, Australian state regulator of
training sector, technical advisors and vocational
education.
Jayne Dashiell 5min
5 Audit
Members noted clarification of the exact date audit
Jayne Dashiell 1 week

Communication Documents 9
process will take place.
Action
The CEO was not able to give the exact date neither
the and asked his assistant to confirm from the
regulator and confirm the same in the next meeting
ANY OTHER BUSINESS
TOPIC RAISED
BY
ACTION
Improvement of staff’
performance.
Jack To be discussed at the next meeting.
Staff motivation. Jonathon Members to propose their ideas in the next
meeting.
Trainee and staff database Aban To be discussed next.
Time management
Gareth All members were asked to observe time in
the next meeting
NEXT MEETING
DATE: 23/10/2017 ATTENDEES:
Aban Rezek IT Officer
Frank Goudie Finance Manager
Sarah Callis Product Developer
Jack Macquarie Distribution Manager
Shannon Grant Ruth’s admin assistant
TIME: 0100
LOCATION: Organisation
boardroom
CHAIR: Tim Davies
SECRETARY
:
Shannon Grant
CLOSED MEETING

Communication Documents 10
There being no other business the chair adjourned the meeting at 1700hrs with a word of prayer
from Sarah Callis.
PLAN DOCUMENT OF AN E-MAIL
Component plan
Purpose -To inform the sales manager of Adept owl about staffs’ assessment and an
internal audit that will take place in the next one month.
To ask the manager to inform his sales team to gather information about
performance of each staff
Audience Information is directed to sales manager for action
Format E-mail
Method I will use a clear, formal and standard language to ensure my audience
understand the request
Means I will present a word document
Organisational
rules
- I will inform the manager of the confidentiality of information and whom
to disclose to.
-method of communication should be formal.
Key points -The purpose of communication and requirements of the audience
The details of information for the audience to know what is expected of
them.
The coverage of communication so that it reaches the required audience
Structure I will send information directly to the audience (Brock, 1986).

Communication Documents 11
E-MAIL
Dear Jonathan,
Hello,
How is work so far?
Following the coming audit and staff assessment, am requesting the following from you:
1. Gather information about staff.
2. Inform your members to prepare for the meeting that will be held on 15/10/2017 and the
audit that will be there at the end of the month
3. Inform you to gather information on personal information, results, and progress and
attendance details about trainees
4. Gather information on personal information, results and progress and attendance detail
about staff
5. Advise your members to ensure confidentiality of information.
6. Disclose information to a parent if a staff is below 18years, employer if the staff is a
trainee and to third parties with informed consent.
7. Let the staffs append their signatures on the documents.
I have attached a strategy document and format of what you are expected. Share the information
among yourself and present your opinions in the meeting
Regards,
jonathan redmond @cdu.com.auToCC
Staff assessment and audit
Send
[e-mail]
Subject
To [e-mail]

Communication Documents 12
Shannon Grant
Ruth’s admin assistant
Adept owl
43 challenge Avenue | Richmond 3121
Phone: [phone] | Fax: [phone]
website: www. adeptow.com.au | email: <s>.<grant>@adeptow.com.au
Disclaimer
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