Business Document Design and Development - Activity Analysis Report

This report provides a comprehensive analysis of business document design and development, covering various aspects of the process. It begins by outlining the legislative requirements necessary for maintaining data privacy, data entry, and storage procedures. The report then identifies the types of documents used, such as memos, invoices, and letters, and explores the technologies that can be used in document design, including macros, Adobe Reader, Word, and Excel. It also addresses skill gaps within the administration team, particularly in Excel and Word skills, and proposes steps to close these gaps through training and monitoring. Furthermore, the report discusses the different types of documents required, including informational, undesirable, and convincing documents, and details the mail merge process for generating literature. It also covers the costs involved in document design and the policies and procedures that need to be adhered to. Finally, the report provides strategies for monitoring the use of standard documents and ensuring quality control throughout the document production process.

Manage business document design and
development
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Table of Contents
Table of Contents.............................................................................................................................2
Activity 1.....................................................................................................................................3
Activity 2.....................................................................................................................................3
Activity 3.....................................................................................................................................3
Activity 4.....................................................................................................................................3
Activity 5.....................................................................................................................................3
Activity 6.....................................................................................................................................4
Activity 7.....................................................................................................................................4
Activity 8.....................................................................................................................................4
Activity 9.....................................................................................................................................5
Activity 10...................................................................................................................................5
Activity 11...................................................................................................................................5
Activity 12...................................................................................................................................5
Activity 13...................................................................................................................................5
Activity 14...................................................................................................................................5
Activity 15...................................................................................................................................5
REFERENCES................................................................................................................................7
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Activity 1
There are certain legislative requirements which is as
 It is necessary to maintain privacy and confidentiality of data and info
 There must be a proper procedure of info entry and storage.
 The info needs to be stored in system or data base.
 Moreover, document should be produced and designed in a systematic way.
 The technology used in document design must be reliable and accurate.
Activity 2
Info about expense on food transportation etc
The two requirements are systems where info is stored. And other is database system
where all data of company and customer is stored in segregated way.
The two requirements are-:
 Company must set appropriate standards of maintaining record and security of data and
info
 Another is proper maintenance of database system and ensuring that there is back up of
data.
Two compliance requirements are-:
 Rules and regulations of government which needs to followed along with security tools.
 Privacy act- Code of practice in which mass mail is used instead of individual mail (Tee,
Davies and Whyte, 2019).
Activity 3
The documents are-:
 Memo
 Invoice
 Letter
Activity 4
The technology that can be used are-:
 Marcos
 Adobe reader
 Word
 Business letter
 Excel
Activity 5
1. It has been analyzed that in administration team skill gap exist in management group.
That is in excel skills and word skills.
2. There are certain steps that can be taken to close skills gap. It is as follows
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 First is finding out where skills gap exists and what problems are being faced by
employee. It is necessary for organization to approve that talent development is proper
and effective.
 Then, by testing and monitoring employee working and checking whether they are
assigned role as per their skills.
By providing them effective training and then monitoring what challenge are being faced by
them.
3. There are certain needs which is required by them which is
 Manpower requirement
 Technological advancement
 Updated knowledge of system
 Database center
 Back up retrieval site
4. There are certain change which can be observed. They are
 Change in policy
 Terms and conditions
 Allocating of resources
 Safety and security process
 Budget
Activity 6
The three types of documents required are-:
 Information document- it consists of monetary report, newssheet, etc
 Undesirable document- it is used to describe a bad situation. For example, punitive
notice, dismissal, etc
 Convincing document- they are used to convince audience. It includes document as
poster, CV. Performance appraisal, etc
Activity 7
The documents can be involved in generating and printing literature with help of mail merge
process (Tee, Davie and Whyte, 2019).
 Main article
 Mailing list
 Merge file
 In this easy to follow procedure can be followed which is
 Pre approval procedure
 Record protection
 Agreement
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Activity 8
The training will ge given in various session (Pichler, Seidl and Huemer, 2016). First is
employee will be asked to do a test and then on basis of it they will be trained. Then by use of
excel and word training will be given.
Activity 9
The two influence are-:
 Use of language within which documents are written.
 Skills and knowledge of employees working in it.
Activity 10
The macros are tested as-;
 It will be checked by running in it word.
 By running it and generating outcomes
Activity 11
The process is as follows-:
 Create a draft
 Review draft
 Incorporate comments
 Re write draft
 Proof read and produce final draft
 Review and layout text
Activity 12
The cost involved in it are-:
 Fixed cost
 Printing costs
 Designing cost
 Training cost
Activity 13
There are several policy and procedure which needs to be adhered-:
 All the info in it must be presented and included.
 The document needs to be approved and checked by management.
 The quality standards need to be followed and maintained.
Activity 14
Adopt owl can take help of following-:
 First is they can take help of third party who is expert in design of documents.
 The professional or expert who knows how to design document.
 Hire experience person who is expin this
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Activity 15
It is necessary to monitor use of standard document. Thus, for that strategy followed is that
finding out whether template chosen is as per need or not. For testing of macros it will be
ensured that specific process or procedure is followed or not (Hitpass and Astudillo, 2019.). At
last document produced strategy will be at each stage document progress will be checked. So,
that change is made constantly and quality is maintained.
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REFERENCES
Books and journals
Pichler, C., Seidl, M. and Huemer, C., 2016. Managing variability and evolution of business
document models. In 2nd Int. Workshop on Model-driven Product Line Engineering (pp.
61-72).
Hitpass, B. and Astudillo, H., 2019. Industry 4.0 challenges for business process management
and electronic-commerce. Journal of theoretical and applied electronic commerce
research. 14(1). pp.I-III.
Tee, R., Davies, A. and Whyte, J., 2019. Modular designs and integrating practices: Managing
collaboration through coordination and cooperation. Research policy. 48(1). pp.51-61.
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