Detailed Analysis and Report on Documentation Standards at Adept Owl

This report examines the documentation standards implemented by Adept Owl, focusing on the requirements for information entry, file naming, storage, and document quality. It analyzes skills gaps within the administration team, particularly concerning human resource capabilities and IT proficiency, and proposes methods to address these gaps through training and process improvements. The report details the use of key documents like business letters, email documents, and expense reports, including a step-by-step guide to mail merge. It also includes templates for business letters and expense reports, along with an evaluation of training programs designed to enhance employee skills in document creation and management. The report concludes with an evaluation report summarizing training outcomes and identifies areas for further development within the organization.

IDENTIFY AND ESTABLISH
DOCUMENTATION STANDARDS

TABLE OF CONTENTS
INTRODUCTION...........................................................................................................................1
QUESTION 1...................................................................................................................................1
Requirement for information entry.............................................................................................1
Two requirement for naming and storage...................................................................................1
Two requirement for output or quality of document...................................................................1
Compliance requirement.............................................................................................................1
QUESTION 2...................................................................................................................................2
Analysing skills gaps in the current administration team in human resource capability............2
How skills gaps can be closed in relation to firm's practices......................................................2
IT capability need of organization..............................................................................................2
Changes requirements.................................................................................................................2
QUESTION 3...................................................................................................................................3
QUESTION 4...................................................................................................................................3
TASK 1............................................................................................................................................5
TASK 2............................................................................................................................................7
PART A.......................................................................................................................................7
PART B.......................................................................................................................................8
TASK 3............................................................................................................................................9
CONCLUSION..............................................................................................................................10
REFERENCES..............................................................................................................................11

INTRODUCTION
Present study will discuss about established standard documents. Each firm prepares its
business documents with specific designs in order to coordinate with others. Current assignment
will describe two main documents of Adept Owl business letter and expenses report. It will
explain training requirements in the firm in order to raise skills of employees and minimizing
gap in between actual and expected performance.
QUESTION 1
Requirement for information entry
The organisation may be able to enhance documentation procedure by use of online data
entry. Adept Owl which is engaged in providing services board games to all age of customers
will be able to strengthen its customer base by deploying online data entry in the best possible
manner. This is required so that data input can take place into organisation's system with the help
of intelligent devices and thus, information may be entered.
Two requirement for naming and storage
The requirement for the purpose of storing data and of naming the file can be done by
implementing centralised database and data security and access process. These two are required
in Adept Owl so that accuracy can be maintained quite effectually. In relation to this, centralised
database which is located and stored in single location is utmost vital for organisation. On the
other hand, data security will be beneficial for firm in order to protect information and maintains
its confidentiality and privacy. Furthermore, by implementing well-mannered security strategies,
unauthorised access may be restricted and information can be protected with much ease.
Two requirement for output or quality of document
The quality of documentation is required to be anticipated keeping in mind customers'
skills and limitations as such document strategy will only work in accordance to their
viewpoints. Thus, it is required that proper research should be conducted so that readers may be
able to gain useful insight from the document. Moreover, people who would use templates to
effectively build and formulate documents.
Compliance requirement
The compliance is required so that business may be able to carry out operational tasks in
the best possible manner. In relation to this, company logo is one of the important compliance
1

requirement which is used effectively in the production and design standards of the organisation
in Australia. Adept Owl should comply with Privacy Act 1988 regulating handling of personal
information in effective way and thus, getting of information including collection, use, storing
the same and disclosure as well (Lindstrom, Nelson and Foels, 2015).
QUESTION 2
Analysing skills gaps in the current administration team in human resource capability
The administration team is required to perform well so that maximum productivity can be
achieved in effective way. It is evident from the fact that company have inadequacy in human
resources as coaches and operators are not skilfully performing their duties and as such, it is
required to eradicate this problem by framing strategies in the best possible manner (Weller and
Kinder-Kurlanda, 2015). Proper scheduling should be present which is lacking in current
administration team. Moreover, adequate training should be provided to member and thus, lack
of skills are prevailing.
How skills gaps can be closed in relation to firm's practices
Organisation is required to perform gap analysis and main reason behind such gaps. This
will help to identify resources needed to be implemented so that capabilities may be assessed and
performance can be maximised in a better way (Patenaude, Pelletier and Bingen, 2015). Hence,
skills gap can be reduced up to a high extent.
IT capability need of organization
Adept Owl has skilled employees those who have good knowledge about Technologies.
Team members have good knowledge of excel, mail merge and other software. They are using
these equipment effectively. Company has adequate number of workers those who are
contributing well in accomplishing goal of cited firm (Peltier, 2016).
Apart from this, Adept Owl has adequate physical resources such as computers,
equipment, machineries, etc. All these resources can help entity in document design and
production of documents within next 2-5 years (Rutešić and et.al, 2015).
Changes requirements
Adept Owl will have to make changes in operational procedure, It will have to train its
staff members so that they can understand new templates and can use it properly.
2

QUESTION 3
Email document, business letter, style guide memo are three major documents that
required by Adept Owl. Email document will help in sending official mail to consumers and
investors in order to make them aware with performance of the firm. Business letter will be used
for business purpose and memo will help to make communication with new customers
(Clougherty and Grajek, 2014).
QUESTION 4
Mass letter mail out is used to communicate same message to internal employees of
consumers. It is the process in which entity can send one mail to multiple employees at the same
time. It saves time of firm and help in communicating right message to the mass audience. In
this method person has to first prepare a document that contains all detail of message. Then they
have to prepare mailing list. After merging the list person can send same mail to multiple
persons. Procedure for mail merge is described as below:
Step 1: prepare main document
Mailing tab- start mail merge-letter- type material which needs to be send to all persons.
Step 2: Setting up of mailing list
It is prepared in excel sheet (Taljaard and et.al, 2015). In this contact of the persons,
office address are maintained.
Step 3: Linking of mailing list to main document
Select recipients- type new list or use existing excel list- File> save as.
Step 4: Add personalized content
Mailing- address book- ok- greeting line- ok- file> save
Step 5: Preview and print letters
In this step manager will have to preview the results and will have to finish this process.
Step 6: Saving personalized letter
At the end manager will have to save mail merge document.
3

4

TASK 1
The main purpose of preparing business letter is to communicate to all consumers,
investors, employees by using same template. The audience for this letter will be customers,
investors, employees of Adept Owl (Cherry and Latulipe, 2014). Through this letter company
will communicate them necessary information regarding products and services available to the
firm, performance of entity, profit generated by the firm, additional benefit that given by Adept
Owl to its consumers.
Production delay letter template has been prepared here. In this document all detail
regarding delay of production in the firm are maintained (Stetson, 2014).
ADEPT OWL
8 June 2018
Recipient's Name
Title
Company Name
Street or Po Box 14578
Town State Post code 3058
5

Dear Name
Subject (Regarding….)
Your sincerely
XYZ
Title (Administrative officer)
Enc: Style Guidelines
Cc: Human resource manager
Adept Owl. is company created for quality production of games This document may not be reproduced or
distributed, without the prior written permission of the copyright holder. Copyright © wal Pixel 2010
Business_Letter_Template: V:1 August 2018
Expense report
Covered in excel
This expenses report will be useful for the employees in order to identify expenses occur
in particular month in organization. By this, workers can select type of expenses from drop down
menu and can select month as well (Mail merge using an Excel spreadsheet, 2013). Total
expenditure for the month will be shown. This would be a systematic template that can assist the
person in knowing more about cash outflow in the business. This template will be send for
testing and it will be ensured that whether this document is able to meet the requirement or not.
6

In order to create drop down list in excel data validation option has been taken into
consideration. Data range has been selected (Lindstrom, Nelson and Foels, 2015). After selecting
data validation list of expenses has been selected. After that sources has been selected. Initially
the problem faced by the administration manager that drop down list was created but title of the
list was not reflecting but in feedback it has been found that title name has to be added so that
each variable and list can be shown properly. When this expenses template is being given to
employees for testing then they have found the real expenditure of each months. This helps them
in carrying out operations and preparing budget easily. Business draft template has been prepared
by using word document. When it was given to other for testing then it has been identified that
there is no involvement of greetings. Thus, this modification has been done in this document
(Clougherty and Grajek, 2014).
TASK 2
PART A
Once document has been prepared and designed by the company then short training
program will be arranged by entity. Adept Owl will plan training for Pat because he is unable to
perform tasks independently.
Business letter is considered as one of the most effective formal letter. Company has to
use this letter whenever it has to communicate with its consumers, investors or internal staff
members. As production is delay and team members have to inform to high authorities about this
delay schedule. Then employees will have to use this letter. In this, they have to maintain all
detail regarding reason of delay, apologies and how long it will take to complete the production.
This formal letter will make other aware with the issue in the company (Cherry and Latulipe,
2014). Expenses report document is another standard document in Adept Owl. Employees have
to use this template whenever they have to calculate the cost. There are so many costs occur in
each month in order to identify all cost in the company they can use this document.
The main function of business letter is to enhance professional correspondence between
individuals (Stetson, 2014). It develops relationship between two professional’s people and
communicate message in formal manner. Expenses report is used to record business
expenditures. By using this report employees can fulfil their reimbursement needs.
7

In order to monitor performance of Pat on both these documents, company will conduct
small role play session (Lindstrom, Nelson and Foels, 2015). In this, Pat will have to
communicate feature of both these documents and its importance. Pat will give training to other
staff members and will practicality use this template. This will help in identifying whether
workers are able to use these documents or not. This will be beneficial in monitoring their
performance.
PART B
To,
CEO of Adept Owl Company
London, UK
Subject: Evaluation report
Respected Sir,
From the above training it has been analysed that there are many people those who are
unable to perform task independently. They have poor knowledge of technical software and
excel. People those who are working in the organization are unable to communicate well in the
firm (Patenaude, Pelletier and Bingen, 2015). That is why they have insufficient information
about documents and standards. Pat is unable to perform independently, he needs guidance of
their supervisors. There are many people those who are able to perform well but proper
monitoring required because they can make mistakes. Due to these poor skills they are unable to
manage their work effectively (Taljaard and et.al, 2015). As company is aiming to provide high
quality games to consumers, if employees have poor knowledge about standards then they will
not be able to satisfy consumers. In such condition training is required to meet the gap and
minimize operational errors.
In order to improve performance of workers management should provide them training of
technical software. This training will help in minimizing gap between actual and expected
performance. Recently people are unable to handle technical equipment. They do not have
knowledge about technical functions (Stetson, 2014). In such condition if company implements
new template of excel then initially they feel issue in working on this software. Providing
training is good solution for enhancing their experience and knowledge as well. Continuous
monitoring is another good solution for raising skills of individual and minimizing gap. If
supervisors monitor performance of workers continuously then it will help them in resolving
8

confusions and improving work based performance. Continuous monitoring will be beneficial is
identifying issue in real practices by this way manager can arrange training programs
accordingly. Role play is another good option that can enhance communication skill and
technical skill of the employees (Taljaard and et.al, 2015). If management organize role play
where staff members treat themselves as trainer and give training to others regarding the
document. Then it will enhance their knowledge and they can find out issues that can be faced by
them while working on these standard documents. For example if employees have to use
expenses report then what thing they have to remember while using this template. Furthermore,
they have to ensure that they fill right amount so that actual cost calculation can be done. Role
playing improving knowledge about functions of these document and support in improving skills
of the person (Lindstrom, Nelson and Foels, 2015).
Yours’ sincerely
Administrative manager
TASK 3
Action plan
It has been identified that several strategies have been implement by the administrative
manager for increasing capabilities of staff members. Manager has monitored performance of all
staff members in order to analysis gap between actual and expected level of performance. From
the evaluation it is found that team leader is able to perform independently without any
supervision. But Sam team members has no training, team members of Kim can perform task
independently but they need supervision because they can make mistakes (Rutešić and et.al,
2015). From measuring the performance of all workers outcome has been found that average
time of employees to edit letter before sending to other person is 60 minute. Company was
aiming it should be 30 minute. With respect to employee development it has been found that
target of cited firm give training to employees 20 hours per quarter but actual people were
getting 5 hours training in first Quarter. Furthermore, it has been found that average expenditures
per mail out would be 100 but in reality it was 165. That shows that there is huge gap between
expected and actual outcome (Taljaard and et.al, 2015).
Action Resources/ Cost Responsible person Time frame
9

Provide training in
every 30 days to
employees
In order to provide
training to the workers
managers will require
financial resources,
time, computer,
physical resources,
human resources etc.
Training will incur
cost of 300.
Manager of the Adept
Owl company.
2 months
Effective monitoring For that human
resource will require,
manager will have to
monitor performance
of each person in the
company.
Supervisors and trainer 3 months
Measuring
performance of
employees
For 360 degree
method applied, for
that human and time
resources will be
required.
Team leader 2.5 months
CONCLUSION
From the above report, it can be concluded that each firm uses some specific documents
in the business. All these documents are being prepared as per the company standards and
guidelines. These templates help employees in improving their working effectively and
enhancing professional relationship with other persons. Continuous monitoring is the most
effective solution to minimize gap in between actual and expected performance of workers. By
10