Document Design and Development Assignment for Adept Owl - BSBADM506

This assignment, focusing on business document design and development, addresses the needs of Adept Owl, a company specializing in board games. It begins by identifying and establishing documentation standards, including file naming, storage, and output quality, along with compliance requirements. The assignment then delves into designing and developing templates and standard text, including an expense report template, and discusses testing schedules and feedback mechanisms. Furthermore, the assignment outlines strategies for the use and improvement of standard documentation, including team performance evaluation and staff training plans. The document also explores IT capabilities, closing skill gaps, and incorporating technological changes. Finally, it provides a detailed procedure for mass letter mail-outs, integrating the company's style guide and procedures for effective communication. This assignment provides a comprehensive overview of document management practices within a business context.

Manage business document design and
development
Student Name: Student ID:
Subject Name: Manage business document design and development
Subject ID: BSBADM506
Date Due: Professor Name:
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Table of Contents
Task 1: Identify and establish documentation standards.................................................................3
Appendix 2: Implementation/action plan template......................................................................3
Question 1.................................................................................................................................3
Question 2.................................................................................................................................5
Question 3.................................................................................................................................8
Question 4.................................................................................................................................8
Task 2: Design and develop templates and standard text..............................................................10
Appendix 1: Information and formatting requirements.............................................................10
Expense Report Template..........................................................................................................12
Testing Schedule........................................................................................................................12
Feedback....................................................................................................................................13
Reflection...................................................................................................................................13
Task 3: Develop strategies for use and improvement of standard documentation........................16
PART A......................................................................................................................................16
Examining team performance................................................................................................16
Planning for staff Member Training.......................................................................................18
Short Training Session...........................................................................................................18
PART B......................................................................................................................................19
Information of Current Skill...................................................................................................20
Recommendation for Improvement........................................................................................21
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Task 1: Identify and establish documentation standards
Appendix 2: Test Questions
Question 1
Adept Owl specializing in manufacturing and production of high-quality entertaining board, card
and puzzle games. The Company is trying to establish itself within five years of its business in
Australia as being the most innovative and entertaining board game developers.
Information Entry: In order to achieve its vision along with its goal set, the Company will need
to identify processes and techniques that allow increasing organisational performance. Currently
the organisation has to achieve wider types of business goals in relation to specific needs of
business. In consideration to its letter mail-outs and expense reporting it lacks standard
procedures. Current software presents a challenge to the organisation hence it needs to overcome
such challenges prior to setting up of its business goals. For the purpose of entering information
into the system there needs to be presence of keyboard. Through the keyboard varied range of
information such as expenses, costs and mailing can easily be performed. Along with keyboard
there needs to be mouse, desktop and other necessary computer related hardware that can easily
be used to input information into the system.
File Naming and Storage: In order that the management can easily assess information and
process the same into making useful data, files needs to be stored. Any organisation that is
planning to undertake to become a leading market player needs to arrange and organize its
internal systems in an efficient way. The organisation is growing and emerging to be innovative
hence there will be large number of files that it handles that needs to be stored. File naming and
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storage has to be done according to specific numbering systems. For each category files there
needs to be folder created as expenses or letters. Then within such folders files needs to be stored
according to names, date format. Each file will include date specified such that they can be
retrieved in an easy fashion. Such files needs to be stored in ROM. All critical files has to be
stored in D: drive such that any user can easily retrieve information. The two vital requirements
for file naming and storage consists of availability of ROM memory and large disc space.
Output or quality of document design and production: In any organisation especially like
Adept Owl that is growing and developing itself there has to be certain standard set for practice.
Major documents stored across the system of the organisation has to produce output or quality of
document design and production. It is not only important to set up documents but output related
to such documents plays a critical role for creating impact on the organisation. In order that such
can be attained there needs to be presence of high quality software that can make necessary
alignments and designing of templates. Printer is another crucial hardware that makes it possible
to provide output related to such documents. A high resolution quality printer is necessary to
obtain output of quality of document design as well as its production.
Compliance requirement: Adept Owl though an organisation set up recently but is striving to
make large impacts on the area of its expertise. Adept Owl has its existing set of compliances
and legislations. Such compliances along with legislations allow the Company to develop code
of practices or standard those are relevant to production of documents that allows for
improvement of processes. Major compliance within Adept Owl pertains to accuracy of
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information. All information that is entered into systems for the purpose of document production
has to be verified such that all contents are accurate and can match efficiently with employee
practices or ways in which they perform their work. Such accurate information needs to be easily
accessible to auditors along with employees. Availability along with accessibility of information
plays a critical role such that documents can be accessed quickly, locating information they need.
A legislation pertaining to such compliances can be matched to standardization and scalability of
such information. Adept Owl will have a large number of technical personnel who will create
documentation, such information in documents has to be entered taking into consideration
standard code of practice in technology compatible environment. A possible code of practice
needs to be technical compatibility that allows document production for possible improvement in
processes.
Question 2
Adept Owl in order to prepare itself for a better future has to present and future information
technology that is capable of satisfying document design and production needs. Internal
processes and technology has to be compatible with growing needs and challenges of the
organisation that it presents. There are a few capabilities that needs o be ascertained such that
un-hindered document design and production needs can be matched. The following needs are
evaluated such that it can be matched with the organisation’s demands;
Human Resource Capability: Adept Owl consists of a large team with administrative people,
technical personnel and other personnel to perform a wide range of functions. The human
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resources capability currently at the organisation possess a wide range of gaps within
administrative team. The HR team needs to appoint team HR heads and HR managers in the
administrative team. Current level of skills gaps are such that they are not able to recruit and
select employees appropriately in administrative team. While selection, teams needs to assess the
wide range of capabilities present and then recruit new personnel. Further, there remains a skill
gap of inducting employees. The Administrative team needs to have capabilities such that they
are able to work in Microsoft Office. There is no need for further training or struggles to increase
capabilities. Employees posts joining of the organisation needs to be inducted into prevalent
procedure and processes such that they are able to carry on their roles and responsibilities in an
appropriate manner.
Closing of Skill Gaps: Existing levels of skill gaps can hamper organisational activities hence it
becomes pertinent to close such gaps. Closing skills gaps needs to be conducted with respect to
organisational practices. The HR team within the organisation has to develop specific guidelines
while selecting employees. A specific induction training schedule with presentation needs to be
developed. Selection will progress on specific sets of skill set, meaning applicants will be taken
into administrative team if they major in HR and IT, they will need to have previous working
experience. Induction training module will needs to be developed by a central HR team such that
employees have capabilities to perform accordingly.
IT Capability Needs: In order that Adept Owl becomes a leading organisation in the future, its
IT related capabilities needs to be extended. It capabilities for any organisation pertains to human
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as well as physical requirements. In order that demands over the next 2-5 years can easily be
matched there needs to be technical personnel who have graduated with major in IT and has
related experience of handling documents in other organisations. Apart from human resource
needs in IT, there needs to be physical requirements as well. Software of the Company needs to
be integrated with most advanced techniques such that it can comply with futuristic needs. All
personnel needs to be adequately trained in Microsoft Office. The software updation needs to
include capabilities such that it is able to communicate and market with internal and external
businesses. In order that this evaluation is made effectively, the Company has resorted to obtain
advice from external source of consultants. Consultants have capabilities to provide valuable
inputs in the area, which can easily be applied to gain valuable know-hows.
Technology Changes: Adept Owl guide and procedure has to include all possible technological
changes towards preparation of the future. Adept Owl for preparing for the future technological
changes has to make relevant changes to its style guide and procedures. Such changes includes
updation of software and hardware to match with possible futuristic changes. Further changes
might include incorporating in documented procedures such that changes made can be
accommodated easily without much hindrances from compliance.
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Question 3
Adept Owl documentation uses a varied ranges of style guide and procedures. There are various
pertinent documents that are used by the organisation such that it can easily cater to its
functionalities. All such documents includes various Microsoft Office functions as Microsoft
Word, Microsoft Excel and Microsoft Power Point. Microsoft Word is used to make letter,
brochures, pamphlets and so on. Microsoft Excel is used to include calculations relevant to
expenses and incomes. Microsoft Power Point on the other hand is used into making presentation
regarding training and other programs. All the three documents are relevant and are required by
the organisation in a constant manner. The style guide of the Company uses such documents to
ensure smooth and proper functioning of the same.
Question 4
A procedure for mass letter mail-out within Adept Owl using general style requirements of the
style guide is built. The procedure encompasses reference to style guide or procedures to include
relevant areas;
Step 1: A mass mail-out lists needs to be generated for assigning tasks for the purpose of mass
mail out. In order to send out mass mail-outs, Mass Emil contact lists has to be created first. Tool
bar at the bottom of contact lists using Account tab has to be created. Mass Email Leads at the
Lead tab has to be selected. Then a custom view for recipients for email has to be created. A user
lists for mass mail-out has to include all relevant organisation participants who should receive
the email. Recipients of mail-outs are created by default and recipients who should not be
receiving the mail has to be removed from lists. They can be removed by deselecting them or
clicking on the check boxes.
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Step 2: An email template has to be generated that includes merge fields, attachments and so on.
According to set agenda, a Visualforce email template can be created. There are links to Preview
the template in email template preview as it displays merged fields. While sending data from
recipients’ record, applicable substitute text is inserted into the email instead of merge fields.
There are options for inclusion of BCC in the email to send to recipients. Signature can also be
added in mass mail but this applies in cases of emails only. A Mass Email Name can also be
selected by administering Mass Email Queue in the email. Then Select Send now or Scheduling
for delivery on time has to be specified.
Step 3: In Contacts or Leads tab, Mass Email Contacts has to be created under Tools section.
Adept Owl needs to first create a contact lists that incorporates names of recipients who should
be receiving emails as against others. In Tools tab creation of such Contacts and storing them for
later use can yield huge benefits for the purpose of sending later emails to personnel who needs
to use such emails.
Step 4: A new view to filter the view of mass mail-out has to be generated. A filter view can
depict a brief picture regarding mass mail-out that is created and recipients has to be made aware
regarding the same. A filter view allows pictorial representation of all emails that were send out
and recipients of the same.
Step 5: The wizard has to be followed to select template and send or schedule during specific
date or time. The mass mail-out wizard allows scheduling a mass mail out to be send out at that
time or later. Scheduling such mass mail outs allows flexibility to incorporate tasks
accomplishments. Posts scheduled data technical personnel has to check whether recipients has
received such information or not.
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Task 2: Design and develop templates and standard text
Appendix 1: Information and formatting requirements
Production delay letter template
Content:
We at Adept Owl would like to thank you for your purchase and constant support. Customers of
Adept Owl have constantly expressed their support and likeness towards the Company, which
has led to its growth. Adept Owl will like to express gratitude towards its customers and would
like to keep the continuous association intact. There is a recent delay in production that has led to
delay in stocking reaching. Production had been halted mid-week due to paper jamming at one
end of the machinery. Maintenance required quite some time to clear the block and go ahead
with the scheduled production.
We are extremely sorry that our stock did not reach at the desired time-frame causing delay. We
understand the importance of time of our customers and harm that potential delay can cause.
Therefore, we are extending this letter of apology to make our valued customer understand the
reason for such delays. There was a paper jam in the machinery that makes bulk production, the
paper jam was attempted to be cleared by our staff and present technical personnel. But
unfortunately the staff and technical professional present could not easily resolve the problem.
This hampered the entire production schedule causing delay in forecasted output. There was also
tremendous loss of man hours due to the incidence. It happened at the final packaging machine
that prints and packs the products that are produced at the factory. Later, upon arrival of the
technicians and other professional from machine maintenance it was possible to overcome the
problem. The problem resolved within a week of its occurrence. Therefore, the expected date for
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delivery of the final product has been delayed by two weeks as we have not been able to process
other orders as well. Within mid of next week we will be able to deliver the final goods at the
designated destination.
Again our entire team would like to apologies for the said delay in delivery of products, delaying
the entire schedule. We regret all inconvenience that we have possibly caused due to delay in
delivery of products. We are enclosing our contact number and would like customers to contact
at any time whenever they wish to. The contact personnel is Mr. Adam Smith, he is handling
customer operations at the organisation. His contact number is [phone]. Customers can
reach him any time during office hours of 9 am till 4 pm.
Thanking You
Yours Faithfully
(Eric Samuel)
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Expense Report Template
Testing Schedule
Testing schedule for Expense templates will be created based on availability of users. Team’s
senior members along with other members has to be consulted, such that they can be present at
the time of presentation. Once a time frame has been set-up users will be asked to enter demo
data into the spread sheet and then calculations will be conducted on them. Users will also be
asked to input random values in certain cells of the Excel Expense template such that they can
understand ways to operate on the template.
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