Adept Owl: Comprehensive Report on Managing Business Documents

This report, prepared for Adept Owl, a board game development company, meticulously examines the critical aspects of managing business documents. It begins by outlining the organization's needs, requirements, and IT capabilities for effective document design and production, followed by a detailed exploration of documentation standards, including general style and language requirements. The report addresses organizational and legislative requirements for information handling, storage, and output quality, along with various document types used within the company. It provides practical examples such as letterhead and expense spreadsheets. The report also covers training and support for standard implementation, complex technical standards, and software functions. It concludes by analyzing monitoring, evaluation, and review processes for maintaining documentation quality and adapting to organizational changes, along with cost analysis and relevant software applications. Finally, the report addresses key legislation, organizational policies, and external expertise sources.

Running head: MANAGING BUSINESS DOCUMENT
Managing Business Document
Name of the Student
Name of the University
Author Note

1MANAGING BUSINESS DOCUMENT
Table of Contents
Introduction................................................................................................................................2
Assessment Task 1.....................................................................................................................3
Activity 1................................................................................................................................3
1.1 Needs, Requirements, IT capabilities for the organization to design and produce the
documentation....................................................................................................................3
1.2 Documentation Standards to meet the organizational requirements............................4
1.3 Organizational and Legislative requirements for information entry, storage, output
and quality of document design.........................................................................................5
1.4 Types of documentations used in the organization......................................................5
Activity 2................................................................................................................................6
2.1 Letterhead Template.....................................................................................................6
2.2 Expenses Spreadsheet..................................................................................................7
Activity 3................................................................................................................................7
3.1 Training and support required for the implementation of documentation standards...7
3.2 Establishment of complex technical standards for documentation..............................8
3.3 Matching the requirement of each document with software functions........................8
Activity 4................................................................................................................................8
4.1 How the company should monitor the use of standard documentation templates and
macros................................................................................................................................8
4.2 How the company should evaluate the quality of document produced against the
documentation standards....................................................................................................9
4.3 How the company should review their documentation standards against the changing
needs of the organization...................................................................................................9
4.4 How the organization should plan for the implementation of improvements
according to the changing organizational procedures......................................................10
Assessment Task 2...................................................................................................................10
Q1. Describe Document Production Processes................................................................10
Q2. Identify Cost involved with implementation of standard documentation.................11
Q3. Explain the Software applications relevant to document design and development for
the organization................................................................................................................11
Q4. Identify key provisions of relevant legislations and regulations, codes of standards
affecting documentation procedure..................................................................................12
Q5. Outline Organizational Policies and Procedures relating to document production. .12
Q6. List the sources of expertise available externally to the organization or workgroup13
Conclusion................................................................................................................................13
References................................................................................................................................15

2MANAGING BUSINESS DOCUMENT
Introduction
The Adept Owl organization aims at producing high quality entertaining board card
and puzzle games for all ages to enjoy. The organization wants to establish a reputation of the
organisation as the most finest and innovative entertaining board game developers in
Australia. Their values are focus to the customers to actively encourage the excellence,
Innovation and continuous improvement of the organisation as well as work elaborately and
consultatively with integrity, professionalism and teamwork. In addition to that the
organisation wants to support the innovative thinking and management, along with the
leadership skills to create a high performing organisation that would ensure sustainable
materials and processes that are used for manufacturing and distribution (Hautmann and Neill
2018). To comply with all the mission, vision, values and chattered directions of the
organisation, it is required the documentation process within the organisation is absolutely
flawless to make sure that the organisation does not perform any operation without a proper
set policy and procurement. Documentation process outlines all the steps that are necessary to
complete a certain task or process within the organisation and this is why the organisation of
Adept Owl needs to have a particular documentation process developed within the
organisation that would make sure that all the documentation standards are maintained with
the information, budget and technological requirements of the organisation (Willner et al.
2016). The following report would find out all the relevant features and expertise that are
required to make sure that the organisation has been maintaining proper standards for the
operational processes within the organisation to manufacture the best quality products for the
customers.

3MANAGING BUSINESS DOCUMENT
Assessment Task 1
Activity 1
1.1 Needs, Requirements, IT capabilities for the organization to design and produce the
documentation
Needs: The organisation of Adept Owl has specific means for the design and
procedure of the documentation process and they have all the amenities that are required
(Rooney et al. 2016). The organisation has set up all the policies regarding the basic needs of
presenting or initiating a documentation process starting from the stationeries to the software
systems.
Requirements: The primary requirements for the documentation would have the
stakeholder analysis, the business analysis plan, the current state analysis, the scope statement
specification, the functional requirement specification, wireframes and other visual
documentation, informal or data model documentation, test plans, test cases and user
acceptance test plans.
IT capabilities: The IT capability is of the organisation includes the registered
software programs that are used already in the organisation. The organisation does not
support the software programs that are unauthorised as they have an impact cable quality of
enabling security vulnerability in the network affecting the computers in the organisation. All
the softwares and tools identified as freeware or public domain software within the
organisation along with the multiple disciplinary systems that the organisation has set up as a
security policy of handling IT devices.

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1.2 Documentation Standards to meet the organizational requirements
The organisation of adept owl has certain set standards for the documentation process
according to the organisational requirements that needs to be followed every time for each
documentation process. The purpose of this is maintaining consistency and clarity for the
communications of all the internal documents to confirm that all the employees are following
the requirements of the style (Goldman et al. 2017). Every document that would be generated
within the organisation is expected to incorporate all the following standards. There are
several requirements for the documentation process that would be described as follows
according to the organisation:
General style requirements: The page layout of the general style requirements states
that the header and footer should always be included in the page number and the number of
pages on the right hand side of the footer and document days should appear on the left hand
side of the footer. All the documents within the organisation should follow the same relevant
template. The company logo of Adept Owl Games Company should appear in the top left
side of the header. The font used for the documentation would be Georgia 16 point, bold and
dedicate for Heading 1 with paragraph spacing of 18 points before and after, single line
spaced and underlined using bottom border (Hautmann and Neill 2018). The Heading 2
should be 14 point, bold cased and titled which Georgia font and the paragraph space should
be 18 points before, 6 points after and single line spaced. The Heading 3 should be bold and
sentenced cased with Georgia 12 point font. The normal text should be 11 point Georgia font
and the paragraph spacing should be 6 point, before and after with single line space.
Language Requirements: The language for the documentation should be in
Australian English and the plain English should avoid pompous and unnecessary words with
preferably using concise and correct language. All jargons should be explained where it

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cannot be avoided and all acronyms should be spelt out at the first appearance. Gender
specific language shall be avoided and capitalisation, numbers, date, punctuation, should
always be following the standards of the organisation.
1.3 Organizational and Legislative requirements for information entry, storage, output
and quality of document design
The Adept Owl organisation is expected to maintain all the legislative and
organisational requirements for the documentation design. All the information that are stored,
entered and let out in the documentation process needs to be maintaining all the standard
quality according to the organisation. Before any documentation is passed on to the
respective business partners or any other third party the organisation make college under
several reviews and changes can be made accordingly. The organisation can review and
change the documentation if it is found that the information is expanded considerably, there
are various changes required for maintaining the direction of the document, new technology
of software a required or there are legislative changes need to improve the documentation
(Harris et al. 2018). further encapsulating this process, the documentation can be improved
for the by identifying the change, developing the improvements, gathering feedback,
incorporating feedback and securing the approval of all the people in responsibility of
maintaining the documentation standards.
1.4 Types of documentations used in the organization
There are various types of documentation that the organisation of Adept Owl utilizes
for its documentation processes. These are the letters spreadsheet templates, memoranda,
emails, and meeting minutes or minutes of meeting. All the documents have specific set
standards by which the respective documents are prepared in response with their
requirements from the organisation. There are individual specifications required to construct

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all the documentations and all of them are built up with equal procession for the
documentation processes.
Activity 2
2.1 Letterhead Template
Figure 1: Letterhead Template
(Source: Created by Author)

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2.2 Expenses Spreadsheet
Figure 2: Expenses Spreadsheet
(Source: Created by Author)
Activity 3
3.1 Training and support required for the implementation of documentation standards
Before implementing the documentation standards the organisation of Adept Owl
should make sure that the employees go through the policies well to understand all the
standardization of the organisation before producing a document (Ahmed 2019). If any
employee is finding a hard time to use a software policies and applications of the organisation
they should be provided with a training session to make sure that the organisational policies
are cleared to them.

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3.2 Establishment of complex technical standards for documentation
There are no complex ethical standards within the organisation for the documentation
process as all the softwares and programs are used accordingly to make sure that the
employees do not find much difficulty in presenting a document.
3.3 Matching the requirement of each document with software functions
The only requirement that Adept Owl organisation has about matching the
requirements of every document with the software functions is the consistency of the
documents that needs to be exactly same every time they are produced. For this the
specification that every document must follow needs to be exactly the same for each
document.
Activity 4
4.1 How the company should monitor the use of standard documentation templates and
macros
The monitoring procedure that the organisation can perform to make sure each
documentation paper is using the standard documentation template and macros is by
observing all the documents produced to see whether all the right standards are made. The
systematic monitoring process should be controlled by designated people from time to time
and through this each paper would be checked throughout before presenting to the necessary
people (Stevens 2017). This monitoring process would check every standard that is followed
for all the kinds of documents to be produced and this needs to follow all the specification
mentioned for each and every document type.

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4.2 How the company should evaluate the quality of document produced against the
documentation standards
The evaluation of the quality of document produced against the documentation
standards is also required and Adept Owl specialises in maintaining the quality of the
documents produced against all the documentation standards. Once each type of
documentation paper follows the standard of the organisation next it would be identified if
the documentation procedure has the correct content written in them (Rotegård 2016). The
correctness of the content would be evaluated with the to the point information they are going
to generate about any agreement or contract or any other notification regarding the
organisation to the clients. Once a documentation procedure is monitored and each of the
documented papers follow all the documentation standards including the correctness of the
content inside them it can be said that the document produced hence is of a standard quality.
This is how Adept Owl evaluates all its documents produced.
4.3 How the company should review their documentation standards against the
changing needs of the organization
Change is inevitable for every organisation, and it is quite natural that with the change
in time Adept Owl would also bring about changes within the organisation. At that point of
time it is important that the documentation becomes an integrated part about the operations
going throughout the organisation. During this a process document outline should be
followed and the steps should be necessary to adopt for completing any task for process
within the organisation. First streamlining the business with the changing procedure is
implemented within the organisational operations the documentation would be made more
efficient with the change in contact and specifying the policies by the defending them in the
employee manuals. The policy and procedure documentation would be altered and it would

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be shared with all the employees within the organisation so that the people who would be
responsible for writing in updating the policies and procedures for the documentation process
would make sure that every employee within the organisation in responsibility of creating the
documents follow all the relevant policies and procedures complying with the change in the
organisation.
4.4 How the organization should plan for the implementation of improvements
according to the changing organizational procedures
It is necessary that as a complete business organisation Adept Owl becomes flexible
in adapting for the change in the organisational procedures and for this documentation
becomes an extremely important tool. This is because documentation is the process by which
the policies and procedures within the organisation and all the changes made through the
operational process of an organisation is made aware of (Peltier 2016). It is so the
documentation process that the employees are transferred the knowledge about the changes
regarding the organisation. for this organisation as well the implementation of improvements
according to the changes in the organisational procedures for the company would be shared
with all the employees within the organisation through the documentations, as the policies
and procedures of the new and flexible business operations would be connected to a proper
documentation process handle over to the employees along with their employee manuals.
Assessment Task 2
Q1. Describe Document Production Processes
The documentation process in the organisation is a process through which all the
documents that are about to be produced goes through an iterative process. This iterative
process includes the drafting of all the organisational documents, the checking of all the

11MANAGING BUSINESS DOCUMENT
documents that are about to be produced and revising all the documents (Sich et al. 2017).
This should continue for every document produced within the organisation until and unless
they are acceptable as a quality document according to the standards of the organisation is
produced.
Q2. Identify Cost involved with implementation of standard documentation
The implementation of the standard documentation process would not take up much
cost for the organisational investments. Instead it would be just the implementation of a little
amount of course that includes the drafting of the organisational documents the checking
procedures, and the revision procedure of all the documents that are to be presented. This is
mainly used the time of the employees within the organisation to make sure all the standards
of the organisation are followed with every produced document (Geberth 2016). The cost
involved with the implementation of this standard would only take about presenting the logo
of the organisation as a standard and printing it. The printing and paper cost today also
accompany the cost of documentation.
Q3. Explain the Software applications relevant to document design and development for
the organization
The organisation uses various software applications for the presentation of the
standard documents within the types of specific documents produced. The organisation uses
all the security measures that are required for the software used by the organisation. The
registered software programs used are Microsoft Windows for the operating system,
Symantec antivirus for the antivirus software, Microsoft Office professional for the office
software suite, Mozilla Firefox for the Internet browsing services, WinZip for file
compression and software decompression, and Adobe acrobat reader for the PDF reader. the
selected workstation as also specialised for relevant job requirements like MYOB for