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.
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(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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