Report on Managing Business Document Design and Development

This report focuses on managing business document design and development within Adept Owl, addressing issues like inconsistent letter formats and inefficient expense reporting. It proposes solutions such as a mass-mail out system and a universal expense report procedure. The report emphasizes the importance of documentation standards for systematic data entry and retrieval, and includes a draft letterhead template and expense spreadsheet example. It details a training program to enhance employee expertise in using Microsoft Office and ensuring data security, covering session plans, feedback, and action plans. The report also evaluates the training program's effectiveness and highlights the significance of organizational security legislations and ethical considerations. Finally, it discusses the document production process, associated costs, relevant software applications, legislative provisions, privacy policies, and sources of external expertise.

Running Head: MANAGE BUSINESS DOCUMENT DESIGN AND DEVELOPMENT
Topic- Manage business document design and development (assessment task 1 &2)
Student name
University name
Author notes

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

5MANAGE BUSINESS DOCUMENT DESIGN AND DEVELOPMENT
Total amount $750
Approved: - yes Notes: - cc to Operations head, HR head and Finance Head
Signature: - Frank Goudie
Testing Schedule
S. No. Activity Results
1. Log in Opening home screen
2. Sign in to the required software Dashboard opening
3. Sign in to other supportive software MS Word files and Excel
spreadsheet opening
4. Production start Completion
Activity 3
Training provides better insights to the human resources in the organization. It increases the area
of expertise and increases the efficiency of the employee which helps in achieving the ultimate
goals of the organization. No or improper training is a wastage of both men and money. Details
of the training conducted is provided below. The process of training will incorporate training
session, explanatory note and final session plan.
The training session used a number of presentation materials and tools like written handouts,
files, power point presentation, feedback forms, testimonials and role plays.
The explanatory notes include company information, and the motto of the company. Adept Owl
is famous for toys and games production. Innovative ideas will help in achieving high level
amusement tools for all age groups. Company information documents need to be secured and

6MANAGE BUSINESS DOCUMENT DESIGN AND DEVELOPMENT
kept and sent as PDF versions for future usage. This will restrict document alteration chance.
Mention of legal disclaimer is mandatory to reduce document misuse.
In order to secure online data virus scanning software should be installed and updated to the
latest version to enhance security of files and important documents.
The security system should be able to distinguish three types of rules like authorization,
capability and obligation. Protection of information is the ultimate aim of installation of the
security system.
Session plan
Name of session- training and development (IT)
Grade level Subject Conducted by
1 Data documentation and
security
Ruth Crabbe (GM-
Operations)
Candidate information
Name Aban Rezek
Department IT
Activities Complete (Yes/No)
Activity 1 Yes
Activity 2 Yes
Activity 3 Yes
Activity 4 Yes

7MANAGE BUSINESS DOCUMENT DESIGN AND DEVELOPMENT
The training program is then evaluated from both employee and employer perspective. Employee
feedback provides their stand and employer feedback provides information on how well the
employee is using the new expertise gained from the training. It gets reflected in the business
documentation process. Professionalism and ethical considerations should be maintained and
breach of nay rule will lead to even termination of the employee. Business documents installed in
the central disk drive will help in easy access by all employees who need the information and
constant monitoring will ensure accountability and transparency of the process of documentation.
Action plan
Action/task Resources/ cost Responsible person/
role
Timeframe
Construction of plan $100 General Managers 1 week
Implementation $250 Functional Heads and
staffs
2 weeks
Collection of data $350 Human resource 3 weeks
Evaluation $150 Product development
officer
1 week
Training Feedback form
Trainee name Title/module/course/activity
Sarah Callis Product development and software usage
Did the training session meet your objectives
of learning?
Yes
Comment- my expertise has enhanced
How do you explain what you learned? My core knowledge of software usage and
application usage increased
Was the session clear and reliable? Yes
Was the ultimate aim clear and fulfilled? Yes
Was the training room and ambience up to the
mark?
Yes, it was good.

8MANAGE BUSINESS DOCUMENT DESIGN AND DEVELOPMENT
Activity 4
Evaluation and monitoring of the training session is necessary both from organizational and
employee perspective. Employees are dedicated to achieve organizational goals and
organizations support them through systematic framework of actions. Documentation is not the
end it should support strategic implementation for better results. On time discussion, workshops,
trainings, meetings and other communicative interactions need to be made to guide employees
deliver their best. Organizational security legislations need to be well-versed among employees
and thy should maintain them with full courage and seriousness. There should be written
statements about the use of documents and every employee should have the basic knowledge of
it. Misuse of documents will lead to penalty and legal liabilities. Professionalism should be
maintained and for this advanced version software need to be installed that will increase
document accountability. There must be a central disk drive where the data can be stored and
employees could retrieve them when required. One uniform data maintenance system will reduce
the chance of data misuse. Monitoring process will be easier and employees thus can use the data
timely with higher chances of accuracy. A pre-defined set of instructions will provide them a
clear picture of the norms of using the documents and thus Adept Owl company could sustain in
this competitive business world.
ASSESSMENT TASK 2
1. Document production process
The document production process is very systematic in Adept owl. The documents help in
business communication and interaction with both internal and external customers. The
production can be in paper form or in e-form (Wirtz et al. 2016). Most common business
documents are reports, letters, memos, transactional documents, minutes, agenda, and other
financial documents.

9MANAGE BUSINESS DOCUMENT DESIGN AND DEVELOPMENT
Developing documentation standards in the form of a systematic style guide that will increase
readability for both internal and external customers, and it will help in promotion of a universal
process for easy and convenient usage.
Supporting right procedural changes for ensuring consistency in quality documentation outcomes
and increased level of efficiency. Designing of standard texts and templates as per the style guide
and production processes that will improve further workflow.
The implementation strategies need to be more people-oriented and focus on training, sustainable
development, staff co-operation and other ethical and legal compliances. A well-focused
administrative team will add effectiveness to the existing documentation standard and this
systematic documentation production process will help in achieving the ultimate goal of Adept
Owl.
2. Cost involved in the process of implementation of standard documentation will be around
$150. That includes average cost per mail-out, excluding postage cost) of $100 and
average labor cost per edited page text of $50.
3. Software application relevant to document design and development includes the usage of
the existing organizational software like Microsoft Office and Web 2.0 for social media
platforms.
4. The main provisions of required legislation and codes, regulations and standards that
affect the documentation production are implementation of proper reporting system,
implementation of information risk management policy, cost monitoring system,
distribution of records and implementation of management system for the same, waste
management, privacy policy, back up data recovery system and quality output
management.
5. The privacy policy of Adept Owl is committed in protecting data and information
personal. It obliges the National Privacy principles under Privacy Act 1988. Their
dedication to respect staffs and customers’ privacy is the paramount job. Personal
information is used effectively and are not disclosed in front of outside party, only 3rd
party of Adept Owl can sue them that to with prior permission from the head company.
Limited usage of cookies is permitted by Adept owl and it also maintains website privacy
policy strictly. All staffs need to maintain rules and follow them while using internet and

10MANAGE BUSINESS DOCUMENT DESIGN AND DEVELOPMENT
email services in the most professional, ethical and the most lawful manner (Laguna and
Marklund 2018). Usage of computers and other hardware devices need to be properly
used and maintain them in good order. Other equipment usage needs specialized training
and care in handling them.
6. Sources of external expertise includes 3rd party involvement of Adept Owl itself. It also
includes web developers, social media platforms, contractual technicians and experts and
other trainers.

11MANAGE BUSINESS DOCUMENT DESIGN AND DEVELOPMENT
References
Becker, J., Kugeler, M. and Rosemann, M. eds., 2013. Process management: a guide for the
design of business processes. Springer Science & Business Media.
Bocken, N.M., de Pauw, I., Bakker, C. and van der Grinten, B., 2016. Product design and
business model strategies for a circular economy. Journal of Industrial and Production
Engineering, 33(5), pp.308-320.
Laguna, M. and Marklund, J., 2018. Business process modeling, simulation and design.
Chapman and Hall/CRC.
Wirtz, B.W., Pistoia, A., Ullrich, S. and Göttel, V., 2016. Business models: Origin, development
and future research perspectives. Long range planning, 49(1), pp.36-54.