Business Documentation Standards, Templates, Training and Strategy

This report provides a comprehensive overview of business documentation standards and their implementation. Part A focuses on establishing business documentation standards, including document types, styles, available technology, and the utilization and storage processes. It details the development of templates and formats for various documents, such as meeting minutes, employment agreements, and emails, while also addressing text input standards, macro testing, and explanatory notes. Furthermore, it covers the creation of training sessions, master files, and strategies for monitoring document usage. Part B emphasizes the development of a short training session, implementation of style guides, and the use of templates for creating company documents. Additionally, it includes a personal development plan with self-analysis, SWOT analysis, SMART career objectives, an action plan, and implementation strategies, offering a complete guide to improving personal and professional skills in a business context.

Assessment 1

Table of Contents
Part A..........................................................................................................................................................2
Establishment of business documentation standards................................................................................2
Development of templates and formats for each document.....................................................................3
Developments of standards for text input................................................................................................3
Explanatory notes for the use of templates and macros...........................................................................4
Development of a short training session..................................................................................................4
Development of master files....................................................................................................................4
Development of a strategy to monitor the use of document.....................................................................4
Part B...........................................................................................................................................................5
Development of a short training session..................................................................................................5
Implementation of style guide into the organization and the process of monitoring their use.................6
Use of two templates to write documents for the company.....................................................................6
Preparation of a personal development plan................................................................................................7
Self Analysis...........................................................................................................................................7
SWOT analysis........................................................................................................................................7
SMART Carrier Objectives.....................................................................................................................8
Development of Action Plan...................................................................................................................8
Implementation of the action plan...........................................................................................................9
References.................................................................................................................................................10
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Part A
Establishment of business documentation standards
Types of Documents
The types of documents that are required for business development are – meeting minutes,
employee agreement, non-disclosure agreement, online terms of use, business plan and online
privacy policy (Legalnature, 2018).
Styles of Document
The styles and types of documents that will be used are:
 Meeting minutes – It is an essential part of a business document. Australia like country
requires corporations to documents.
 Non-disclosure agreement – The confidential information should be kept private
(Eversign, 2018).
 Employment agreement – This agreement sets the expectations between employees and
the company.
 Business Plan – the Business plan is required for a business to seek financing. It provides
clarity to business.
 Online terms of use – Business having online websites should provide their terms of use
(Legalnature, 2018).
 Online privacy policy – it is essential to post a privacy policy.
Available technology
The available technology that helped in producing the business-related documents was the
internet. Internet will help in preparing the form for business development (Right, 2019). Apart
from that, the Australian Government plays an immense role in preparing these documents.
Without their concern, the establishment of the business could not be done properly (Aqeel,
2017).
Utilizing the documents, reviewing the outputs and storage process
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Meeting minutes helps to keep an account regarding formal meetings. It also helps the business
in keeping what types of decisions is taken, what activities are carried out in a formal meeting.
The minutes should be enough elaborative for serving the business objectives. Non-disclosure
agreement will help the businesses in maintenance of the confidentiality of the business. Online
terms of use are not required by law, and let the visitors know what they can or not can. The
business will use the online privacy policy for maintaining the security of their websites. The
business will be benefitted by the employment agreement. It will fix the expectations between an
employee and the business owner (Edrawsoft, 2017).
Organizational Style
The organizational style that will outline the standards of documentations is the hardcover (black
and white), full color on the paper ( photocopy or print), black and white on paper, full color or
black and white high resolution and plastic cover.
Development of templates and formats for each document
Purpose of each document (Template, format and document)
 A basic template format is essential for meeting minutes. While a quite complex format
for the board meetings.
 For emails, a different type of email format is required to be followed. Whether it is
internal recipients or the external recipients the format for the emails should be different.
 Templates for the employment agreement should be in a standard format that includes
employment, compensation, position, benefits, performance review and termination
(Sehub.stanford, 2017).
 Templates for disclosure of agreement should be in a standard form.
Testing and Updating
These templates for each of the documentation are important. It will enhance the appearance of
the templates by including more layout and styles to the format.
Developments of standards for text input
Evaluation of complex technical functions
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The document that is produced from the company template will comprise of the documents that
are required by the organization. The examples that could be involved in the standard documents
were:
 Style and layout, theme, background
 Table of contents,
 Company header and footer, disclaimer, signature, and email,
 Automatic page numbering, the format of date and location and name of the document
Testing the Macros to ensure the meeting of the requirement
Macros are required to check when they are used. After placing them their functionality should
be monitored as internal and external changes. Macros are developed for repetitive tasks by the
users. Development of macros means the creation of documents. Therefore, macros are required
to check to meet the document requirements.
Explanatory notes for the use of templates and macros
Macros and templates are essential for automating formatting functions. One has to use the
appropriate style and language when using macros and templates. Language should be written so
that it should be understandable for the users. Most importantly the use of the word should be
appropriate and have proper meaning.
Development of a short training session
Staff will not be able to use macro or templates if they are not provided with proper training
sessions. A team leader or the manager should provide their staff with relevant information.
Development of master files
After the macros and templates are tested and developed they are used for further use. The
master file for the templates is then created. It is then stored as per the procedure of the business
(Indeed, 2019). The changes to the master file are only done by a person who is responsible for
version control (Lrd.kangan, 2016).
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Development of a strategy to monitor the use of document
For developing and monitoring of the document, proper strategy should be developed
(Apicasystems, 2017).
Part B
Development of a short training session
Tasks Day 1 Day 2 Day 3 Day 4 Day 5 Day 6
Training on
how to use
an
employment
contract.
Training on
the process
to use a
meeting
minute
Training on
how to use
online
privacy Act
Training on
the process
of
developing
a business
plan
Training on
the process
of preparing
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an invoice,
Training on
the process
of making a
final bill
Implementation of style guide into the organization and the process of monitoring their use
The proposed ABC Company will adopt specific style guidance. For instance, the company has
determined that the letter should be always Times New Roman, Font size will be for normal 12
and headings should be 14 and bold, and a border should be on each page. The entire documents
will be monitored by the members (Google, 2018).
Use of two templates to write documents for the company
1. Meeting Minutes
ABC Company
Meeting Minutes
Opening
The meeting was called on 20th Sep. 2019 at the company's meeting room and the CEO called it.
Present: All members are present
Absent: No one
Approval of agenda: Improvement of marketing strategy
Approval of minutes
Minute submitted by Name
Minutes approved by Name
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2. Email
From: ABC Company, <[e-mail]>
To: XYZ Company, <[e-mail]>
Sub: Order for a new computer
Dear Sir, We need two more Personal Computers (PCs), with a similar configuration, which we
had purchased from you last month. Please send a Performa invoice ASAP so that we can
proceed for your payment.
Thanking with regards
Name:
Procurement Manager
ABC Company
Preparation of a personal development plan
Self Analysis
Self-analysis is one of the most important tasks for the preparation of a personal development
plan. The self-analysis helps a person to recognize his/her key strengths and weaknesses.
Moreover, according to the outcomes of the self-analysis task, the personal development policies
and strategies are formulated. As I am doing a personal development plan for myself, I have to
do a self-analysis very carefully. For the analysis, I have collected the opinions and feedbacks of
my teachers, my guardians, my friends, which help me in understanding myself more precisely.
From the self-analysis, I have recognized my potentiality, my strengths, and weaknesses. I have
recognized that my key strength is my never give up attitude, my technical knowledge and skills,
alternatively, my key weakness is my communication problem.
SWOT analysis
Strengths
 Technical knowledge and skills
Weakness
 Communication issues
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 Positive attitude  Collaboration and teak work issues
Opportunities
 Increasing demand for technically
competent persons
Threats
 Increasing pressure in the job market,
as many candidates are applying for the
same job.
SMART Carrier Objectives
I will get a job of an office administration and computer operator within 2 months after
completing my graduation in computer science.
Development of Action Plan
Activities Week 1 Week 2 Week 3 Week 4 Week 5 Week 6 Week 7 Week 8
Trying to
improve my
verbal
communication
Trying to
improve my
written
communication
Trying to
improve my
body language
Trying to
improve my
teamwork
capabilities
Trying to
improve my
collaboration
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skill
Completely
prepared for
the computer
operator job
Implementation of the action plan
I will enroll myself in an advanced spoken English course, where I will learn about effective
business commutation for the improvement of my business communication skills. Here, I will
learn the processes to improve my writing communication skill. Besides this, I will practice
various types of writing tasks, which will also help me in improving my writing communication
skills. I will enroll myself in a personal grooming session to enhance my personality and to have
effective body language. Apart from this, I will work on my teamwork skills to improve my
teamwork capacity. Besides this, I will also take part in a football match with my teammate that
will help in enhancing our team bonding and coordination with team members, which is more
important for improving my teamwork and collaboration capacity.
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References
Apicasystems (2017). Developing and Implementing a Monitoring Strategy - Apica. [online]
apicasystems.com. Available at: https://www.apicasystems.com/blog/developing-implementing-
monitoring-strategy/ [Accessed 21 Sep. 2019].
Aqeel, A. (2017). Role of Technology in Business Development - The Engineering Projects.
[online] The Engineering Projects. Available at:
https://www.theengineeringprojects.com/2018/10/role-of-technology-in-business-
development.html [Accessed 21 Sep. 2019].
Edrawsoft (2017). Personal SWOT Analysis Examples. [online] Edrawsoft.com. Available at:
https://www.edrawsoft.com/personal-swot-examples.php [Accessed 21 Sep. 2019].
Eversign (2018). 12 Types of Business Documents Every Business Needs. [online] eversign.com.
Available at: https://blog.eversign.com/business-documents/ [Accessed 21 Sep. 2019].
Google (2018). Image: Developing a Personal Development Plan | Virtual College. [online]
Google.com. Available at: https://www.google.com/imgres?imgurl=https%3A%2F
%2Fwww.virtual-college.co.uk%2F-%2Fmedia%2Fvirtual-college%2Fcourses%2Fbusiness-
courses%2Finterserve%2Fdeveloping-a-personal-development-plan%2Fdeveloping-a-
pdp_02.ashx&imgrefurl=https%3A%2F%2Fwww.virtual-college.co.uk%2Fcourses
%2Fbusiness-courses%2Fdeveloping-a-personal-development-
plan&docid=FNIqsKUZz5RV7M&tbnid=IkVlz5XzTXieAM
%3A&vet=10ahUKEwj4uN3D4eHkAhUI7HMBHf9xC0YQMwiAASgLMAs..i&w=960&h=54
0&bih=876&biw=1777&q=personal%20development
%20plan&ved=0ahUKEwj4uN3D4eHkAhUI7HMBHf9xC0YQMwiAASgLMAs&iact=mrc&ua
ct=8 [Accessed 21 Sep. 2019].
Indeed (2019). SMART Goals: Definition and Examples | Indeed.com. [online] Indeed.com.
Available at: https://www.indeed.com/career-advice/career-development/smart-goals [Accessed
21 Sep. 2019].
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Legalnature (2018). Top 9 Legal Documents You Need to Start Your Business | LegalNature
Support. [online] legalnature.com. Available at: https://help.legalnature.com/articles/top-9-legal-
documents-you-need-to-start-your-business [Accessed 21 Sep. 2019].
Lrd.kangan (2016). The master file. [online] Lrd.kangan.edu.au. Available at:
http://lrd.kangan.edu.au/toolbox1213/toolbox1213/topics/topic27/t27_05.htm [Accessed 21 Sep.
2019].
Right (2019). Career Management | How to Set SMART Career Development Goals. [online]
Right.com. Available at:
https://www.right.com/wps/wcm/connect/right-us-en/home/thoughtwire/categories/career-
work/how-to-set-smart-career-development-goals [Accessed 21 Sep. 2019].
Sehub.stanford (2017). Employment Agreement. [online] Sehub.stanford.edu. Available at:
https://sehub.stanford.edu/sites/default/files/SampleEmploymentContract.pdf [Accessed 21 Sep.
2019].
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