Business Document Design and Development (BSBADM506) Report

This report, created for the BSBADM506 unit on managing business document design and development, provides a comprehensive overview of document production. It begins by outlining the document production process, including creation, polishing, and production stages, and then identifies cost constraints affecting design. The report details various software programs like MS Excel, Word, and Gmail, and their applications in document creation. It also explores relevant legislation such as Archives Regulations and Freedom of Information regulations and sources of external expertise. The document includes requirements for a style guide, a roleplay scenario, and a briefing report for Grow Management Consultants, detailing documentation requirements, legislation compliance, and budget limitations related to logo design. Finally, the report discusses document purposes and content requirements for project proposals, strategic plans, and conference programs, offering a practical guide to effective business document management. The document also includes current IT capabilities and how they affect document preparation.

BSBADM506
Manage business document design and
development
1. Learning outcomes
By the end of this unit, students will be able to have the skills and knowledge required to establish
standards for the design and production of organisational documents and to manage document
design and production processes to ensure agreed standards are met.
Outcomes include:
 Establish documentation standards
 Manage template design and development
 Develop standard text for documents
 Develop and implement strategies to ensure the use of standard documentation
 Develop and implement strategies for maintenance and continuous improvement of standard
documentation

Assessment Task 1
1 Describe the document production process you would follow when creating an
organisations internal and external document range.
Production process (st-andrews.ac.uk)
A process of producing documents is an
iterative one which involves creating,
examining and revising the document. The
process of document production continues till a
document with acceptable quality has been
developed and this quality is dependent on the
type of document and the readers involves in
the document. The three stages involves in the
process of document production are as follows:
Stage: 1 – Creation:- First of all a draft of
document is created and then it is send for
review where the experts review the draft and
mention comments regarding required
modifications, then the document will be
redrafted according to the comments and
accordingly a document's draft is approved.
Stage: 2 – Polishing :- In this stage, drafted
document passes through a process of
grooming, where the text mentioned in the
draft goes under proofreading and a final draft
is produced and duly goes under the process of
examination and there would be an approved
document.
Stage: 3 – Production :- At this stage, the
layout of the document is finalised and
reviewed and finally a master document is
printed along with required number of copies.
2 Identify three (3) cost constraints may affect your document design and development?
Three cost constraints that affect the design
and development of the document includes:
 Wages paid to experts for preparing
and designing the document.
 Cost of printing papers affect the
design of report and proposal
document.

 Cost of incorporating the printing
machine in the company.
3 Describe 3 different software programs and the type of document they are suited for
 MS Excel software program: It is a
spreadsheet program in which the
numerical data of any company or
individual is recorded in the tabular
format for the purpose of analysing the
same data. For example: Calculating
large data with the use of formula bar
given in the sheet.
 MS word: It is a graphical word
processing program in which the uses
can type their thoughts either in the
form of letter, report, essay etc. It also
provide various tools for making and
saving docments.
 Gmail: It is a email programming
software with the help of which users
two or more person can covey their
message with each other but generally
in the formal way.
Three different software programs and their
document type includes:
MS Excel Presenting and analysing data.
Microsoft Word Creating Type document and word letters.
Gmail Used for Emailing
4
Identify at least two (2) different legislation / regulations which affect the design and
development of business documents
Two legislation or regulation which affects the
design and development of document
production of a business are: Archives Regulations: In this,
Australian government agencies need
to provide archives with specified
documentation such as information for
appraisal. Freedom of information regulations:
This regulations is applicable for
searching and retrieving official
documents.

5 List at least two (2) different sources of external expertise available for development of
documents
BSBADM506 Manage business document
design and development (aspire-solidus-
production.s3-ap-southeast-
2.amazonaws.com)
PAGE 22
 Social media
 Magazines, books and printed
materials
 Internet
6 Outline two (2) requirements which may be included in Style Guide when producing
business documents?
The requirements of style guide for producing
business documents:
 The documents must include mission
statement, overview of the company,
About us page and letter from the CEO.
 The documents also need to cover
proper structure with headings, sub-
headings, sections and sub-sections.
Assessment Task 2
Number 1
Roleplay: Participate in a short meeting.
Role play in a meeting
Situation :- designing a logo to be printed on a document.
Chairperson: Good morning and welcome to our company.
IT expert and consultant: Good morning and thank you.
Chairperson: I am a technical executive of Grow Management Consultants. And we have called you
here to offer a proposal for designing a unique logo for our company, so that we can print the same
on our documents.
IT expert and consultant: Thank you for this offer, It would be a proud for me to work with your
company and design a logo for the company.
Chairperson: So, we will draft you all the specifications related to the logo design by tomorrow. And
we need all the requirements from your side as soon as possible, so that we can proceed with this
contract.

Chairperson: Thank you. Will be expecting positive responses further on.
IT expert and consultant: Thank you.
Number 2
Grow Management Consultants
Briefing Report
Introduction
A logo of the company is a symbol which defines the image, brand and unique position of the
company in the markets. All the company must have their own logo which show the identity of that
company. Designing Logo of the company is the most crucial task and area of the graphical
designing. The purpose of this report is to provide the consultancy documentation which help the
company in achieving their new logo objectives. The documentation also includes the budget of
designing the Logo. The purpose of the report is to form a logo design process in which it cover the
vision and mission of the company product and services. The report will also cover the purpose and
the content requirement of project proposal, strategic plan, conference program and presentation
regarding the logo designing. This report will then cover the template of each document along with
that it will get send to the operational manager and the administrative staff. The report further will also
address the points that the operational manager and administrative staff ask for amendment. With this
process the report will address the objective of the company and consult the best logo to the company
which increases its brand image and sales revenue.
Documentation requirements
Include:
 How the text will be entered into the documents
the text will be entered by typing in the blank spaces provided corresponding to the particulars
mentioned in the document or in the next line which is left blank. There would be a already designed
template for every particular documents.
 How the documents will be produced
the document will be produced by following all the stages that is necessary for any document
production where in the first stage a draft for a document will be created and approved, then the
polishing will be done to improvise the quality of document and finally the layout of the document will
be prepared and printed accordingly. The document production will be done through Utilising the tools
like Microsoft word and spreadsheets.
 How they will be stored
The storage of the document will be done in two formats that is electronic and Physical format. The
electronic format will be stored in a hard drive and google drive. And for physical storage, documents
will be placed in a locker and cases.
 How they will be used.

The template for the documents will be saved in a Microsoft word, then by clicking on the create
button, the document will be created and accordingly the template will be edited and saved.
 The quality of document design
there are four principles that need to be followed by document designer and consultant such as there
must be proximity along the content of the document where all the similar information must be
grouped together.
The second principle is the principle of alignment where all the elements must be visually connected
with another element on a page.
The third principle emphasises on creating and utilising an attractive and pleasing layout for a
document.
The fourth principle focuses on the presence of contrast, order, unity and similarity along the whole
document.
So, it is necessary to ensure that the documentation production must meet the quality standards as
set by the policies and procedures of the organisation along with the requirements set by the
legislations.
Also identify and summarise legislation that the documents must comply with.
Archives act 1983: This legislation is meant for regulating record keeping by government and access
to it for the general public, where wthout written permission from state Archivist, records can't be
transferred to third party and can't be destroyed or damaged.
Privacy Act 1988: This act regulates the task of handling personal information of an individual, which
includes collection, utilisation, storage and disclosure.
Freedom of information Act 1982: The act provides for legal right of access to government held
documents related to decision making or policy development.
Crimes act 1914: The act has states penalties and charges for unauthorised disclosure of official
information.
Current information technology capability
Current information technology capability of the company put huge impact on the document
preparation that company. It is because the software that company uses in order to prepare document
provide various tools and techniques. Nowadays most of the company uses the Microsoft Window for
the presentation and documentation purpose. For example: the standard operating environment of the
Grow Management Consultants is Microsoft windows and they use MS word for designing and
producing the various documentations such as project proposal, strategic plan, conference program.
Along with that the company also uses the MS power point for the purpose of presenting any
document. The impact of the information technology capability of the company such as MS word and
power point is that it is easily and practically available everywhere. As the documents are get easily
saved on a flash drive which help the company in accessing the document. With this the company can
also modify their documents and make them more attractable such as by using the clip arts, variety of
fonts, colours, sizes, tables, bullets points and boarders. The MS word also provide the easy to use
navigation pane with the help of which the company can see the visual representation of many
functions.
Budget
Describe all budget limitations
Limitations of budget includes:
 Budget reflects the expected figure on the basis of set assumptions, so it do not show the
accurate result.

 Because the budget, management focus on the strategy only at the end of the fiscal year and
in the remaining year they do not revisit the strategy which cause disadvantage to the
company.
 Preparing and analysing budget is very time consuming for the company especially poor-
organised company.
 In case if one department do not achieve their targets than they can blame to other
department for the same.
 Adopting the method to allocate expenses among departments create conflicts among the
managers.
Document purpose
The document such as project proposal, presentation, strategic plan and conference program have
the purpose of designing the new logo of the company in order to attract the large customers both
locally and internationally. The report concludes the content required for completing and presenting
each document in an effective and efficient manner.
Example:
Project Proposal.
Document purpose:
The purpose of the project proposal is to describe define the Logo design objective of the
company and their requirements for the external attendees.
The proposal document helps in identifying the appropriate solutions by which company can
easily set their new logo.
Content requirements:
The content of the project proposal include the abstract and executive summary which clearly
show in bolded subheadings.
It also include budgets in tabular form with narratives explaining logo designing items.
Strategic Plan.
Document purpose and intended audience:
…….The purpose of preparing strategic plan document is to set goals and develop an
appropriate plan for achieved these goals. The strategic plan of a business indicates the
way on which the business is moving keeping in mind the priorities of a business.
…….
…….
Content requirements:
……..Strategic plan must include mission and vision statement, objectives and goals of a
business along with actions plans and yardsticks for tracking progress of the business.
Conference Program.
Document purpose and intended audience:
The purpose of preparing conference program document is to present information pertaining
to the event, its subject matter, date, location speakers and so on.
Each year the company runs a Leadership Conference. This year’s conference will be held in
October and planning has commenced. (Example)
A copy of the program is to be given to all attendees. (Example)
Content requirements:

The text of the Conference Program has already been prepared. (Example)
The Conference Program should be printed on A4 paper. It will be folded in half with a simple
image on the front and the text inside and on the back. (Example)
Conference program document must include the theme, identification of team members
and their roles, set Budget, venue, date and time of the conference, arrangements of
technology, people and services.
Presentation.
Purpose:
The purpose of the presentation is to attract the large amount of audience interaction on the
new logo.
It is used to identify and fill the gap between the company and their customers.
Content requirements:
The content of the presentation includes three main heading such as introduction, main body
and conclusion.
Experts
List two local professionals or organisations that could assist Grow Management Consultants with
their web-based document design and development in the future.
You should include the individual’s (or company’s) name, areas of expertise, and contact details.
The two company which assist Grow Management Consultants with document design and
development service are Unified Infotech and Redwerk. Unified Infotech is expertise in providing
smart planing, design thinking approach and latest technology. On the other hand RedWork is
expertise in providing software development.
Number 3
Send an email to the Operations Manager.
Attach your Briefing Report to the email.
To,
The Operation Manager,
Subject: Briefing Report.
Please find the attach brief of the report which includes the document purpose and content
requirement of the project proposal, strategical plan, conference program and presentation
document.
Thank You
With Regards
Additional information:
2. Template

A template is a file that serves as a starting point for a new document. When you open a
template, it is pre-formatted in some way. For example, you might use template in Microsoft
Word that is formatted as a business letter. The template would likely have a space for your name
and address in the upper left corner, an area for the recipient's address a little below that on the
left site, an area for the message body below that, and a spot for your signature at the bottom.
Template Definition (techterms.com)
Number 4
Create a Project Proposal template.
Develop a suitable template that will meet the objectives for the document as discussed at the
meeting. Where dates, details, etc. are to be added, place <Date>, <Details>, etc. in that place.
Write the document’s headings in the template to show how the document will be structured. Include a
brief summary under each heading to show the content that will be included.
This is the document that you need to use to make the template.
Project Proposal
Project:
Client name:
Proposal date:
Proposal summary
This proposal is for consulting services supplied by Grow Management Consultants to assist you to achieve
excellence in your business management.
Based on the information you have supplied, we understand that you wish us to provide the following
services to you:
Outline of work
The project will be conducted as outlined below.
Fees and payment terms
The following fees apply:
Item Cost (excluding GST)

Total
Note fees not included in this proposal are as follows:

Payment terms
The following payment terms apply:
 50% deposit required to commence the project
 50% Within 30 days of project completion
 All invoices must be paid within 5 days of receipt.
Client agreement
 Grow Management Consultants will provide the services outlined according to the fees advised.
 Services are as outlined. Any additional requirements must be advised and paid for based on a quote
provided by Grow Management Consultants
 The signing of this proposal indicates that you agree to the services to be provided the fees and terms of
payment.
 This agreement is valid for 30 days from the date advised.
 All services are non-refundable.
Client name:
Position:
Company name:
Client signature:
Date:
Make the template here.
EXAMPLE:

(Make sure you put the logo)
Project Proposal
Project: Training session for Management Excellence
Client name: Big foot Shoes
Proposal date: Weekday within two months’ time.
Proposal summary
This proposal is for consulting services supplied by Grow Management Consultants to assist you to achieve
excellence in your business management.
Based on the information you have supplied; we understand that you wish us to provide the following
services to you:
 Two hours training session
 presentation of one hour
 Brainstorming session
 provision of training session report.
Outline of work
The project will be conducted as outlined below.
 Two hours training session to middle management on current needs.
 A presentation will be created which will run for one hour.
 There will be a brainstorming session post presentation which is meant for improving outcomes of
the management based on learned lessons from presentation.
 Training session's outcome report will be prepared and submitted to all the trainees within 7 days.
Fees and payment terms
The following fees apply:
Item Cost (excluding GST)
Presentation development $300

Trainer's fees $250
Report writing post training session $150
Other miscellaneous $100
Total $700
Note fees not included in this proposal are as follows:
 Travel expenses are not included as it will be advised later on.
Payment terms
The following payment terms apply:
3. 50% deposit must be made before commencement of the project.
4. And the rest 50% of the expenses must be paid within 30 days post project completion.
5. Within the duration of five days, all invoices must be paid.
Client agreement
 The outlined services will be provided on the basis of fees advised by the Grow Management Consultant.
 Outlined services are clearly mentioned above. Additional services requirements must be clearly advised
and paid for on the basis of quote stated by Grow Management Consultants
 Signing his proposal means the client is agreed with the services outlined, its fees and related payment
terms.
 Validity of this agreement will be 30 days from the date of advised.
 Payments of services are non – refundable.
Client name: John Jim
Position: Managing Director
Company name: Big Foot Shoes
Client signature: John
Date: 15 March, 2021.
Number 5
Create a Strategic Plan template.