Standard Documentation Design & Development for Green Heaters Pty

This report outlines the design and development of standard documentation for Green Heaters Pty Ltd, a new environmentally friendly heater business. It details the methods and processes for creating high-quality documents, including templates, style guides, and organizational policies. The report emphasizes the importance of consulting with the board of directors to align documentation with organizational requirements. It includes examples of business memos, letters, sales contracts, purchase orders, and employee applications. Furthermore, it suggests using external consultants for complex documentation tasks and stresses the need for continuous monitoring, review, and employee training to ensure the documents meet evolving business needs. The report concludes that standardized, high-quality documents are essential for meeting Green Heaters Pty Ltd's business requirements.

Running Head: DESIGNING AND DEVELOPING STANDARD DOCUMENTATION
DESIGNING AND DEVELOPING STANDARD DOCUMENTATION

DESIGNING AND DEVELOPING STANDARD DOCUMENTATION
Abstract
Green Heaters Pty Ltd has started a business for developing a new environmentally
friendly heater. The business will require certain necessary documentations that will need to be
developed and standardized. Employees will need to be working on these documents in a
proactive manner. The current discussion details methods and processes of standard
documentation and ways such documents will be produced. An attached appendix for sample
documents has be attached at the end for understanding templates and ways such documents will
be cater to organisational needs.
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DESIGNING AND DEVELOPING STANDARD DOCUMENTATION
Table of Contents
Abstract............................................................................................................................................2
Table of Contents.............................................................................................................................3
Introduction......................................................................................................................................4
Manage the Design and Development of Business Documents......................................................4
Methods and Processes for high-Quality Documents......................................................................6
Types of Documents and Suitability for Requirement....................................................................6
Organizational Policies....................................................................................................................8
Conclusion.......................................................................................................................................9
References......................................................................................................................................10
Appendices....................................................................................................................................11
Appendix 1: Business Memo.....................................................................................................11
Appendix 2: Business Letters....................................................................................................12
Appendix 3: Sales Contract........................................................................................................13
Appendix 4: Purchase Order Template......................................................................................13
Appendix 5: Employee Application...........................................................................................15
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DESIGNING AND DEVELOPING STANDARD DOCUMENTATION
Introduction
The Company Green Heaters Pty Ltd five directors have developed a new
environmentally friendly heater. The Company aims to manufacture and sell the new heaters to
wholesalers. It will employ 100 staffs and estimates selling of 650,000 heaters the first year. The
new business while operating will require documentation of various kinds. In order to design and
develop a standard documentation that will be used by Green Heaters Pty Ltd, a detailed plan
will need to be presented to the board of directors. Detailed methods and procedures for
preparing business document has to be developed. The scope of this current analysis deals with
designing and development of standard documents to be used by Green Heaters Pty Ltd.
Manage the Design and Development of Business Documents
Accomplishing the task of designing and developing the business documents for Green
Heaters Pty Ltd will need a consultation with the board's organizational requirements. A standard
procedure and template need to be developed for each and every document such that employees
can adhere to the same. Consultation with the board members would enable developing style
guide such that employees can produce documents for meeting organizational requirements
(Guffey & Loewy, 2012). The style guide will need to include organizational style for;
 Template
 Filenames
 Writing Style
 Hyperlinks
 Company Logo Use
 Text & Layout
 Headers & Footers
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DESIGNING AND DEVELOPING STANDARD DOCUMENTATION
 Appearance
The 5 prototypes of documents for the organization are attached in Appendix 1-5 and the
written instructions for employees are as below;
o Business Memo: The business memo will be used to communicate information within
the organization. Memos basic characteristics include being brief, direct and easy to
read through. Though they are less formal than letters, they need to maintain
profession and succinct style. Memos provide factual information and are generally
for busy readers, who want to get information from the memo in a quick fashion.
o Business Letters: A business letter is a formal document with a set structure. A well-
defined format includes contact information, the body of the letter and signature. It is
usually used to communicate crucial information regarding the business with
outsiders.
o Sales Contract: A sales contract includes an agreement entered into between the seller
and buyer for covering a sale and delivery of goods. A written sales contract is legally
enforceable and specifies the parties involved in the contract.
o Purchase Order Template: A purchase order template is a format that includes details
of any purchases to be made by the organization. It includes a record kept by the
organization for any purchase transaction done. The record is kept to maintain books
of accounts for tallying in later use.
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DESIGNING AND DEVELOPING STANDARD DOCUMENTATION
o Employee Application: An employee application includes a format entered into by
the employee for applying for a post in the organization. An employee application for
new employees is directly handed over to the HR department and kept for future
references.
Methods and Processes for high-Quality Documents
Green Heaters Pty Ltd will aim at producing high-quality documents for the purpose of
marketing environmentally friendly heaters. The organization will ensure that all possible
methods and processes are followed for the purpose of producing high-quality documentation for
the organization. Documentation serves as a record-keeping initiative by the organization, which
needs to be maintained and updated frequently. It will require purchasing of various types of
equipment through contract or outright such that high-quality document outputs can be prepared
on recycled paper. A desktop-based publishing program would allow designing and creation of
documentation internally.
Types of Documents and Suitability for Requirement
A number of high-quality documents will be developed to meet the needs of the
organization. Documentation serves the purpose of communicating apart from record keeping
thus, all types of documentation of high quality has to be produced. There will be a requirement
for developing a number of documents such as;
 Faxes
 Letters
 Memos
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DESIGNING AND DEVELOPING STANDARD DOCUMENTATION
 Reports
 Quotes
 Invoices
 Orders
 Catalogs
 Statements
 Emails
 Employment Applications
The above documents will be developed to ensure that organizational requirements are
met adequately. Furthermore, the employees will need to test and provide feedback on the
documents for ensuring that they match requirements.
The use of a style guide will enable preparation of a number of documents for designing
and managing, some other documents will require macros and templates. Production of such
documents can be rather complex, hence taking assistance from an external consultant for
documentation function is suggested. A competent firm possessing a broad range of knowledge
and skills in this domain is required for this purpose. Equal Experts can be contacted for this
purpose, they can be contacted from their website directly at www.equalexperts.com.
After the development and designing of documents, training would be established and
provided to staffs and employees. The employees responsible for the output will be trained in
templates and macros. Post the training guidance on methods to using the templates will be
enclosed to ensure that established standards on documents produced for Green Heaters Pty Ltd.
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DESIGNING AND DEVELOPING STANDARD DOCUMENTATION
An investment will be needed for development of standards along with templates and
macros. The documents prepared by employees will need to go through continuous monitoring
and review to ensure the documents are being produced in a productive manner. Feedback forms
and focus groups will ensure the current options being made available to employees match their
needs and purpose of functioning appropriately.
Organizational Policies
Organizational policies and procedures implemented for using standard documents would
include external consultant’s guidelines on designing and developing documents. Specific
policies will need to be developed and implemented to ensure that standards of the designing and
developing documents are met adequately (Liegl, Zapletal, Pichler & Strommer, 2010). The
external consultants will need to provide written instructions on methods of using the templates
and macros. In the case of changing requirement assessed through feedback forms or focus
groups, the training handouts and notes will need to be changed. Employee training for any
changed procedure will also need to be developed in the short and long term.
A continuous review of documents will be adopted such that any changes in legislation,
technology, and branding or documentation trends can be reflected through policies, processes
and style guides.
Conclusion
The organization's need for designing and developing standardized and high-quality documents
for the business will ensure the meeting of business requirements. The employees will adopt
using of such documents, hence a process of contiguous feedback has to be taken from them
ensuring meeting of organizational requirement. The external consultant while preparation of
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DESIGNING AND DEVELOPING STANDARD DOCUMENTATION
documents for the organization will need to be briefed regarding the various necessities of the
organization.
References
Guffey, M. E., & Loewy, D. (2012). Essentials of business communication (9e). USA: Cengage
Learning.
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DESIGNING AND DEVELOPING STANDARD DOCUMENTATION
Liegl, P., Zapletal, M., Pichler, C., & Strommer, M. (2010, July). State-of-the-art in business
document standards. In 2010 8th IEEE International Conference on Industrial
Informatics (pp. 234-241). IEEE. doi: 10.1109/INDIN.2010.5549423
Appendices
Appendix 1: Business Memo
Memorandum
To: [Audience[
From [Person and/or Department issuing the memo]
Date: [Date Sent]
Opening: The company has called a general meeting……
Summary: The company will henceforth…..
Conclusion: It has been decided that from now on….
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DESIGNING AND DEVELOPING STANDARD DOCUMENTATION
CC: Copies of the Memo
Attachments: Lists of any attachments
Appendix 2: Business Letters
Business Letter Template
Address, City, ST, Zip| Phone # | Email address
Address
City, State, Zip
Email Address
[Today’s Date]
[Addressee Name]
[Addressee title]
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DESIGNING AND DEVELOPING STANDARD DOCUMENTATION
[Company Name]
[Address]
[City, State, Zip]
Dear [Name],
The letter is written in reference to the last letter for placing the order for the heaters.
……..
……….
………..
Kindly accept our apologies for the delay in delivering of the order. We hope to continue
with our relationship in an uninterrupted manner in the future.
Respectfully/ Sincerely,
[Your Signature]
[Your Typed Name]
Appendix 3: Sales Contract
CONTRACT FOR THE SALE OF ENVIRONMENTALLY FRIENDLY HEATER
This contract is made between the Seller, [name of the Seller], and the Buyer, [name of
the buyer], for the sale of the heater.
The heater is [detailed description of the heater, including its features]
The date of sale is [insert date]. Buyer agrees to pay Seller the purchase price of $ 590 to
be paid in cheques.
Seller will provide the Buyer with all necessary documents of the heater.
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---------------- -------------------
Seller Date
---------------- --------------------
Buyer Date
Appendix 4: Purchase Order Template
Company Name P.O. #
Street Address 1 Date
Street Address 2 Ship Via
City, State FOB Point
Zip Terms
Phone Number
Vendor Ship To
Company Name:
Address:
City State Zip:
Phone:
Company Name:
Address:
City State Zip:
Phone:
Item # Description QTY Unit
Price
Total
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Tax Rate
Tax
S & H
Total
Authorized by:
----------------------------------
Signature
Appendix 5: Employee Application
New Employee Application
Full Name:
Address:
Phone #:
Email:
Social Security #:
Emergency Contact:
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