Assessment Report: Manage Business Document Design and Development

This report provides a comprehensive analysis of business document design and development, addressing various aspects essential for effective document management. It begins by outlining the standards required for creating organizational documents, including emails, letters, memos, and reports, and emphasizes the importance of data entry, storage, and document quality. The report delves into the technological tools available for document production, evaluating present and future IT innovations, software applications, and the significance of technological advancements and employee training. It further identifies different types of business documents, such as business plans, policies, emails, letters, and reports, and discusses their details and formats. The report highlights the information, resources, technology, and budget requirements for establishing appropriate document creation standards. It provides examples of standard document formats, including letters and brochures, and presents a portfolio of document types. Finally, it covers document distribution, monitoring policies, and budget considerations, offering a complete view of the document design and development process.

MANAGE BUSINESS
DOCUMENT DESIGN AND
DEVELOPMENT

Table of Contents
INTRODUCTION...........................................................................................................................1
ASSESMENT 1...............................................................................................................................1
Question 1 ..............................................................................................................................1
Question 1 B...........................................................................................................................2
Question 2...............................................................................................................................2
Question 3...............................................................................................................................3
Question 4...............................................................................................................................4
Question 5A............................................................................................................................5
Question 5B............................................................................................................................8
Question 6...............................................................................................................................9
Question 7.............................................................................................................................10
Question 8.............................................................................................................................11
Question 9.............................................................................................................................12
Question 10...........................................................................................................................12
Question 11...........................................................................................................................13
Question 12 A.......................................................................................................................14
Question 12 B.......................................................................................................................14
Question 13...........................................................................................................................14
Questions 14.........................................................................................................................15
Question 15...........................................................................................................................16
ASSESMENT 2.............................................................................................................................16
Types of documents that is required by the organisation.....................................................16
Sample templates that can be used by the cited company....................................................17
Informations about proposed quality, format and language.................................................20
Methods to ensure that documents suits the purpose and audience.....................................21
IT requirements of Soft console Pvt. Ltd.............................................................................21
Task which will be required to produce standard documents..............................................21
Details of the internal and external members that are involved in the documentation process.
..............................................................................................................................................22

Technical functions that will be used in this regard.............................................................22
Entering of information in standard documents...................................................................22
Documents will be printed and transmitted..........................................................................22
Documents will be stored.....................................................................................................23
Proposed budget to create master files.................................................................................23
Identified cost ......................................................................................................................23
Templates and macros creation as per the requirement........................................................23
Documentation that can be used in this regard.....................................................................24
Training that will be implemented.......................................................................................24
Monitoring policy and procedure regarding document development..................................25
Standard document distribution............................................................................................26
Standard document monitoring............................................................................................26
CONCLUSION .............................................................................................................................27
REFERENCES..............................................................................................................................27

INTRODUCTION
There are several kinds of business that are operating in an around the world. All these
organisations have different kind of documentation needs (Aljabre, 2012). These needs depends
on the services that they are offering to the users. Especially in Information and Technology
sector this becomes more important than any other sector. Every kind of documentations have
different kind of organisational and legislative requirements which needs to be fulfilled while
making it available for the use. This report highlights the methods for making the report as per
the business requirement. It also helps us to understand the formalities that have been maintained
so as to produce a perfect mechanism for documentation. By using various case scenarios it
assists us in making templates and formats that is required by the individuals or organisations.
ASSESMENT 1
Question 1
There are certain kinds of standards that needs to be maintained while creating new
document for an organisation. They are as follows:
 Emails
 Letters.
 Memos.
 Reports
 Order forms
 Cash flow statements
 Invoices
 Income tax documents
 Company promotions.
 Meeting agenda and minutes
There are several requirements of the firm that is commonly found which is as follows:
 Data entry: Business may have the requirements of having a specialist in the data entry.
For which they can use variety of software having all essential information (Chen,
Chiang and Storey, 2012). As a specialist it needs to be ensured that data is accurate,
clear and presented in a formatted way and must have the simple language and must aim
to provide consistency in terms of presentation and maintain grammar standards.
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 Data storage: There can be requirement of storing data which can be done using the
devices such as CD ROM, pen or thumb drives. It can also be done using the applications
such as cloud. But in this procedure one of the important things that needs to be taken
care of is about the rules regarding the privacy and confidentiality (Dalton, 2013). The
personal information needs to be managed properly.
 Quality of the documents: In determining the perception of the business quality of the
data pays an important role. Some quality standards needs to set so as to meet the purpose
for which it has been constructed.
In order to identify the needs one of the best ways is that conduct a survey among the
different stakeholders and ask for that what their requirements are. For example: In banking
sector there is requirement of managing the financial records of the users as well as
communicating with the users. For these two purposes they can use Emails and Spreadsheets.
Question 1 B
Covered in PPT 1
Question 2
There are several kind of technological tools that can be used so as to produce the
produces as per the requirement. Various kinds of present and future IT innovations that will
have impact on the design and production of document (Dumas and et. al., 2013). Software are
available for this purpose which can be used through different kinds of modern gadgets. Some of
the software that can be used in this regard are as follows:
 Desktop Publishing
 Word processors
 Payroll and billing maintenance
 Professional invoicing
 Database management
Some of the present and future capabilities are as follows:
 Evaluation of technology: For the companies it is important to understand that are their
technological requirements or say how much an organisation is capable in terms of
technology according to its scale. Companies needs to determine that whether they have
needs of further investments in this regard or not. As technologies have direct bearing on
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the certain elements of document design and production such as visual presentation,
Textual element, Document layout, print speed and quality, Organising of tasks,
Standardisation of quality, Development of templates and macros.
 Thinking about the future: Technology that is used gets doubled in every six months.
Employees have access to rapid Wi-Fi internet connections and advanced programmes
for productivity (Jeston and Nelis, 2014). It is common in modern day business to use
digital marketing, SEO and design of document. Firms needs to inculcate modern
technological advancements as well as provide proper trainings to the workers so that
they could use that.
Question 3
There are many types of documents which is used by the business organisations. It is
essential to understand the requirements of these files including its details and formats that can
be used. Five kinds of documents are as follows:
 Business plans: These are the type of document that has elements such as aims that they
want to achieve through their business. The methods they are following so as to achieve
those such as their marketing, strategic and investment plans (Laguna and Marklund,
2013). It also includes the financial statements that justifies the performance of the
business.
 Business policies: These are the type of document that covers the almost every aspect of
business starting from health and safety to data security as well as employee related
policies. These policies provides frame work so that company can operate its various
functions in a better way. These policies are bring in the notice of the employees by
uploading it on the website or on notice boards.
 Emails: This is one of such tools that is used by the modern day business which can be
made to contact with different stakeholders. Apart from these they are used by the
marketing team to advertise their new launches. It contains essential and required
business data and ate attached with the documents.
 Letters: These are one of the primary type of documents that are used in the firm so as to
state someone any specific things. The style is generally formal and it is important to
follow conventions of letter writing.
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 Business report: This is a type of document that contains the details of any specific
business operations like the financial operations or the details of any specific activity like
the methods of marketing. It generally considers all the components of business and are
generally very long (Deshpande and Srinivasan, International Business Machines
Corporation, 2012).
Question 4
It is necessary to focus on the information, resources, technology and budgets
requirements while establishing appropriate standards for creating documents (Marston and et.
al., 2011). High standards are necessary in order to maintain the positive professional impression
of the while ensuring that client's requirements are fulfilled. Resources plays an important role
because the authentication of the data in the business documents is necessary. Some of the
elements that is provided by resources are language, style, format, drafting, editing. Budgets also
needs to be considered while developing a document so as to check whether the development is
cost effective or not. Cost is also involved in training the staff members. Technologies and its
versions plays an important role in facilitating the quality of the documents as improved
technology has more number of tools to achieve high standards in the quality.
4
(Sources 1: Benefits of document management, 2017)

Question 5A
Three documents from the standard formats are as possible:
Letter from lawyer
 Intended recipient: In this intended recipient is the client of the lawyer.
 Reason for the document: His law office has been retained by Credit bureau of Canada
due to debts.
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 This document contain the information regarding the the previous debts that has not been
paid by them to the CBC hence his law office has been retained by the authority.
Pamphlet from a council
 Recipient: General public.
 Reason: So that people can be informed about the conference that is being held on
professional issue.
 Information that it conveys: It conveys the message such as name of the organisation that
is organising it, Topic of the conference as well as date and time for which it has been
made.
Brochure from local gym
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Recipient: Local people
Reason: To advertise features of GYM.
Information that it contains: It contains the information about the features of the GYM as well
as the facilities they are providing.
It is appropriate for the audience for which it has been made. Each document fully satisfy
its purpose and yes it is conveying appropriate information for which it has been made. As they
have proper subjects that is included in the heading as well as pictures are also present so as to
get required information.
Question 5B
The letter regarding the bookings to e-commerce businesses:
ABC Company
15 Baker Street
England
11 October 2017
E commerce businesses
Dear stakeholders
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This is to inform you that our company ABC has planned that they will allow clients to
book a taxi using internet. This service will be free but clients will be charged $ 10 processing
fee on all bookings. So you all are requested to update it on the online portal of the company as
well as on all online mediums.
I will be obliged the made changes are done as soon as possible so that people can start
using the services very effectively.
Regards
Manager
ABC Company
Letter to cost conscious retiree clients
ABC Company
15 Baker Street
England
11 October 2017
Clients ABC company
Dear clients
This is to state you that our company ABC has started a plan that will help clients in
booking their taxi by using internet. There will be no extra charges that will made on the
particular bookings but they will be charged $10 as a processing fee. You can use this service
from today only.
Regards
Manager
ABC Company
Question 6
Portfolio of three kinds of document are as follows:
 Letter: These are used for the conveying message to the stakeholders this can be sent
using the emails or by posts. This is highly helpful in fulfilling the requirement of the
firm like if manager have to send any specific guidelines or some information. Letter
contains the subject as well as the name of the recipient and the sender. It must be simple
in its language so that it is clearly understood by the stakeholders. To enhance readability
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the of the letter the heading must be clear and the content of the letter needs to be specific
so that they satisfy the criteria for which they have been designed.
 Brochure: It is being made so as to make advertisements about the facilities that the
Hotel is providing to its clients (Mell and Grance, 2011). It is a kind of menu card of
what kind of product and services the Hotel is providing to its clients. It should have the
specific yet detailed view of the offerings of the firm. It contains pictures of the facilities
and the look of the Hotel. To enhance the readability it is important for the organisation
to make such kinds of brochures that contains relevant pictures as well as as proper
heading. There must be a proper subheadings that signifies the content of the brochure.
 Poster: This has been made so as to increase the reach of the advertisements in the
public. The poster is helpful in conveying messages especially related to any specific
offers or events that company is providing. It contains pictures and very less amount of
information generally very specific and short. To enhance readability it is important to
make posters that has relevant pictures, headings and subheadings as well as bulleted
points. Company names needs to be highlighted.
Question 7
Sample Notice of appearance on the behalf of defendant is as follows:
NOTICE OF APPEARANCE FOR (Blue Gum Pty Ltd)
Please enter my appearance in the above captioned matter on the behalf of
(Robert Matthew Bates)
(ABC London)
I am authorised to accept service on the behalf of said party in this matter
(signature)
(manager)
(Victorian law firm)
(XYZ London)
(Telephone number)
(Attorney certificate number)
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This document presented by the employee is having good quality. It complies with the
requirements that needed in this purpose. It is having the name and the court in which the
defendant has been asked to present. The steps that I would take is that first of all I will compare
it with the standard formats that is in practice over the years. Secondly I would suggest the
changes that best suits in this case. One of the best ways of testing is comparing it with the notice
that is previously generated by our firm. It must according to the prescribed format in the court
so that its quality is ensured.
Email regarding this is as follows:
11 October 2017
This is to state you that I have checked your format in the case of Blue Gum Pty Ltd Vs.
Robert Matthew Bates. It is very good and appreciable. I just want to suggest you that please
refer to the sample notice in the previous case and in have used it in the High court. I have
attached with this mail and makes necessary changes as there is no space for writing the details
like telephone number and address of both the parties.
Regards
Manager
Victorian Law Firm
Question 8
There are various technical functions that can be expected to use while creating meeting
agendas. This can be highly beneficial. Meeting agenda must include the schedules and topic that
definitely going to addressed. It must be circulated to all the members that are present in the
meeting. Whereas, minutes includes what are the things in which the meeting have agreed upon
and what are are actions that has been decided at last. It contains the details of the meetings and
the timings of the key speeches as well as decision made in the firm.
Technological features that needs to be included are as follows:
 Display features: There are several display features that is provided by the technological
tools and all needs to be used so as to make it more presentable (Meyer, Smirnov and
Weske, 2011). For example the use of new versions of word processors, spreadsheets for
making the time table.
 Embedding: In this one can embed two elements from different program within one
document like word and excel could be combined effectively.
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 Fields: There are numerous fields that can be made within the document using new tools
such as number of characters, page numbers. This reduces manual efforts.
 Data transfer: It is number of ways using which data can be transferred to all the
persons that is present in the meeting using computers.
 Exporting: one can save their documents in different formats which can be used for
editing, printing and other purposes.
 Macros: One can make use of macros where the links have been generated and the
member could access any part using that link instead of going through the whole series of
manual steps to access any part.
Question 9
There are several advanced functions that is needed by the company in their daily
operations. Some of the different functions are advanced and can widely be used are as follows.
 Importing: It can be used to import sections of data from one document to other. This is
helpful particularly way of combining numerical wording and data. It is highly effective
in creating business reports.
 Linking: It is also advanced function using which it is possible to incorporate links
between different sections of the document. It is particularly useful if anyone requires
rapid access to specific information.
 Merge and sort: It is used to merge two different set of data and also provides help in
sorting the document fields or some part (Schiuma, 2012). Which can highly useful in
making the documents presentable and formalised.
Question 10
There is a stepwise process that could be used to identify and solve problems with the
macro. Steps are as follows:
1) Access drop down macro tab and click on view macro.
2) Choose macro that needs to be tested and click on the run button.
3) Specify that one can carry out step by step assessment of macro.
4) Zero in the macro box denotes that the process step will work effectively.
5) If there would be any problem then dialogue box will pop up and will explain the reason.
6) I will press OK for details of particular action which have failed.
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7) Note down the action name, error number and any other information before making the
alterations in the visual Editor.
8) I can return and edit the macro so as to increase efficiency and it is also possible to assign
macros to groups for combined actions within a document.
Question 11
Explanatory notes are the detailed explanation of what is being used. For this case
explanatory notes are as follows:
Explanatory note for fresher:
Our firm is highly recognised for its documentation style and is one of the emerging
Hospitals in the region. You all must understand that there are various kinds of documents that
are needed in the operations of the hospital. Like letters are used for the internal communication
and one must check the formal standards in the ways letters are being written like there must be
salutations and mentioning of the designations of recipient and sender. Another type of
documents is email which is again used for communication purpose. Emails should be formal
and must have respect for the recipient. Brochures and posters are also used by the marketing
team, these two documents contain pictures and highlights features of the hospital. Meeting
agenda and minutes are used for the meetings inside the firm. They must contain macros and
links so that members do not have to read the whole document to reach to a specific part and can
simply click on the macro to access it as well as minutes provides the detailed schedule of the
timing that who will address when.
Explanatory note for experienced personnel:
This note has been issued to you all so as to make you understand that there had been
several mistakes done by you all in the past regarding the documents that you have created for
the general purpose use. Letters must contain salutation that enforces respect for others. As you
all know it must be respectful. Brochures and posters have been good but needs to add more
pictures to it. Meeting minutes and agenda needs to clearly mentioned and everybody should
check that whether the macros are working properly or not. It is highly helpful when the needs to
be fast switch overs.
Question 12 A
Covered in PPT 2
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Question 12 B
All the documents are constructed as per the user need. As it was meant for providing any
specific detail so it becomes essential to manage the contents as the user demands. To solve this
problem one of the best method for it is to use macros. Macros make it easier to switch to a
particular part and can make changes as per the need (Document Management for Small
Business, 2017). It is best illustrated by the Wikipedia pages where many macros are available in
one page and person can switch to its detail by just clicking it. It can be used in any kind of
documents. One can adjust content and edit the level of detail as per the user need.
Question 13
Apart from the manual checks which can be a tedious process especially in the company
that deals in the business of Providing IT services. As the large amount of documents are
generated within the company from its wide ranged operations. Some documents are for internal
communication as well as some are for external stakeholders. Other than this we can make use of
technological features such as Apps for this purpose and the procedure for checking the
documentation within the organisation are as follows:
 Take the document in the format where it can be auditable. It must be having specific so
that user can understand that are the things that are present inside it.
 There must be development of App using which all the documents can be compared with
the standard templates and macros that is prescribed in the professional world.
 By comparing it one must make necessary changes so that it is presentable as per the
standards set within an organisation.
 These documents needs to store in the many formats so that it can be used for several
purposes like presenting, printing, editing as per the user requirement.
 These documents could be stored in the hard drives with a folder having specific name so
that it is easily accessible at the time of need. The storage of master document is
necessary as it can be used for the future purpose. It can also be stored on cloud which
can be easy to access at any point of time by the multiple users at the same using modern
gadgets.
 These documents can be circulated using Email services as well as through letters
(generally short documents). For this purpose technological features can be used.
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Questions 14
To John
It can be seen from a while that in our company there are various processes that are used
for documenting activities. The formats that is used for the communication is not in the
appropriate manner as prescribed by our firm. It is a matter of concern as the company’s image is
on stake as due to these activities image is going down.
Steps that are taken for initial review:
 I have checked the documents that have been created in a while.
 It can be seen in the last meetings that there was a proper alignments in the documents.
 Use of macros was not good which I have checked using the procedure for checking the
macro.
 I have asked every employee to send me the copy of documents that they have created for
the various purpose.
Things that indicated me that the use of templates and macros are improper.
 I have checked the macro using the standard procedure for checking the macro
authenticity.
 Other thing that I have checked with the macro that whether they takes us to the right
subject or not I have seen that there were mistakes in that.
 When I was checking the letters I found that there was informality in the use of language
in it,
 The files are not been stored in a correct manner so that it can be accessed at the required
time.
 It is not been circulated in a proper manner using emails. As the Cc and Bcc is not done
in a proper manner.
Proposal for the program
 We must install software that can check the proper formatting of documents along with
the naming methods.
 We must have a quality check team that will have access to all the files generated within
the firm and makes necessary changes.
Ill practices needs to be changed so as to manage the reputation of the firm. Necessary
training needs to be provided to the workers so that these mistakes would not be repeated.
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With regards
KIM
Question 15
It is not so as the documents generated within the firm is matter of prestige for them. It is
necessary for the firms to spend time on continually reviewing them as the there are many
changes that are going on in the templates that are being used for the business purpose (Zott,
Amit and Massa, 2011). It may include costing bust it will help company in managing its
documentation standards as per the demand of the market. It takes time in training employees but
still makes them upgraded. These reviews are necessary for making essential changes.
ASSESMENT 2
Types of documents that is required by the organisation.
There are several type of documents that is required by the Soft Console private limited.
There must be a standard documentation that will be needed in order to increase the quality of
companies internal as well as external operations (Aljabre, 2012). Some of the important
documents are as follows:
 Letters
 Memos
 Brochure
 Poster
 Emails
 Reports
 Oder forms
 invoices
 cash flow statements
 Income tax documentations
 Meeting minutes and agenda.
Sample templates that can be used by the cited company
Sample template for letters
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Sample template for brochure
16

Sample format for poster
17

Standard template for memo
18

Standard format for invoices
Informations about proposed quality, format and language
Every organisation has its legislative requirements such as
Data entry: This needs to be done in a manner that only authenticated people can have access to
it. Data must be clear, specific accurate and must be presented in a proper format (Chen, Chiang
and Storey, 2012).
Data storage: These data that is created by various organisational operations must be stored in
CD ROM, Thumb or pen drive. It is better to store data on cloud as they provide unlimited
storage capacity.
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Quality of document: comprehensive list of quality metric needs to b e created so that members
of Console Soft console Pvt. Ltd do not make necessary mistake while making documents for the
firm.
Methods to ensure that documents suits the purpose and audience.
For this purpose certain things needs to checked such as
 Legibility and readability of the text.
 Use of graphs, tables and other visual elements.
 Use of colour
 Inclusion of headlines
 Highlighting particular sections of the document.
 Making proper formatting of document.
 Inclusion of information regarding contacts (Dalton, 2013).
IT requirements of Soft console Pvt. Ltd.
There are various IT requirements of the cited firms for the process of documentation
some of them are as follows:
 Database management system
 Professional invoicing
 Billing and payroll maintenance
 word processing
 Desktop publishing
Task which will be required to produce standard documents.
There are certain tasks that are required for producing standard documentation are as
follows:
 Making an list of the required things that needs to be included in the document as per the
standards prevailing in the industry. Like proper formatting and relevant elements like
pictures, sub headings etc.
 Take use of software that will help in making the documents in a proper format and also
assist in underlining the mistakes that employees generally do while creating documents
(Deshpande and Srinivasan, International Business Machines Corporation, 2012).
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 Monitoring and training team: There must a team that will have access to all the
documents that are created within the firm so that they can monitor the mistakes and
make appropriate changes as required.
Details of the internal and external members that are involved in the documentation process.
There are three level of employee that where the documents are being generated along
with management like the management make use of such kind of document that will help in
giving instructions to the employees or stating something. Senior manager also takes use of the
documents such as meeting related or if they have to inform to their subordinates. Middle level
managers are producing documents that will help in communication purpose or ordering
workers. Workers generate all kinds of documents mentioned above so as to make various
process of the firm easier. Managers as well staffs also use mails, brochures, posters, letter for
the external communication with their clients. The cited company will have to communicate with
their clients using this especially for the marketing purpose.
Technical functions that will be used in this regard.
There are various technical functions that can be used like:
 Professional writers: It will assist in writing the documents in a proper format and style.
 Graphic Designers: It will help in making the presentations and other documents more
lively as multimedia can also be used in the documentation.
 Printers: This is required for printing of the document which is necessary for conveying
message in a hard format.
 Digital designers: These are used for embedding the multimedia and other digital
components in the file documents. It increases the readability of the document. Which
ultimately leads to better understanding of documents.
Entering of information in standard documents.
In the company such as Soft Console the data can be entered using technological
functions which is mentioned in the above question.
Documents will be printed and transmitted
It can be printer using the printers of several types and it can be transmitted electronically
using emails.
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Documents will be stored
Documents can be stored using CD ROM, pen drives, hard disk etc. Other than this
Cloud can be a good option as it has no space limitations (Dumas and et. al., 2013).
Proposed budget to create master files
To create master files there will be 100$ that will be used. It can be less if there is use of
cloud computing.
Identified cost
It is approximately estimated that $50 will be needed for this purpose.
Templates and macros creation as per the requirement.
Templates and macros can be tested using the standard procedures and there must be
monitoring team that will help in this regard.
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Documentation that can be used in this regard
There are certain kind of documents that can be used in this regard.
 List of standard templates
 File that contains rules regarding various macros and templates.
 Sample documents of various types.
Training that will be implemented
Training regarding the mistakes like improper use of templates and wrong type of
macros. This can be a virtual and timely trainings by experts or old staff members.
23
Sources 2: Selection of templates, 2017

Monitoring policy and procedure regarding document development
It is important for the firm to make standard documents. In this regard there must an
effective monitoring system that will ensure the policy and procedures made for standards of
documents is maintained. These type of monitoring needs to done from time to time. These steps
could be followed:
 There must be a monitoring system, like an IT system comprising of standard templates
that will compare the whole system and layout the mistakes. This system will have the
all the policies embedded in it so that it can help in monitoring of the documents
generated.
 There must be a team of experts or senior employee who will have access to all the
documents generated inside the firm so that they can suggest necessary changes. This
committee has the right to make effective changes in the monitoring policies and
procedures that will ensure that products are developed in a proper manner.
24
Sources 3: Monitoring policy of
documentation, 2017

Standard document distribution
Standard document can be distributed with the use of emails as well as providing the hard
copy of sample designed documents.
Standard document monitoring
In order to monitor standard documents there are several steps can be followed such as:
 Making a list of the requirements that will be present in various kinds of documents.
 Making a team that will monitor all the files that will be generated (Jeston and Nelis,
2014).
 Making use of standard work processing software so that the documents can be checked
by putting into them.
25
Sources 4: heirachy of procedures, 2017
Sources 5: chain of creating standard document, 2017

CONCLUSION
It can be concluded from the above mentioned report that there are various kinds of
documents that are created within the firm. All these documents needs to be in a proper format so
that they can easily be understood by the recipients. Use of technological function makes the
documents more presentable and by using it they can make necessary changes as per the need of
the user. Using macros can be highly beneficial as they provides assistance in reaching to a
particular part without reading the whole document. There are several steps that need to take by
the user so that its authentications can be assured as well as check that whether the templates are
according to the standard formats or not.
REFERENCES
Books and Journals
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