[TYPE THE COMPANY NAME]

BSBADM506
Manage Business Document Design
and Development
By:
[Pick the date]

[Type the abstract of the document here. The abstract is typically a short summary of the contents of
the document. Type the abstract of the document here. The abstract is typically a short summary of the
contents of the document.]
 Assessment-1 Establish Documentation Standards

Three types of documents used in business are:

Time Sheets: Template

[Company Name]
[Street Address] TIME SHEET
[City, ST ZIP Code]
Phone [phone] Fax [fax]

Employee Name: Title:

Employee Number: Status:

Department: Supervisor:

Date Start Time End Time Regular Hrs. Overtime Hrs. Total Hrs.

Weekly Totals

Employee signature: Date:

Supervisor signature: Date:

Tax Invoice: Template

INVOICE
Date: Date
INVOICE # 100

To Name
Company Name
Street Address
City, ST ZIP Code
Phone
Customer ID ABC12345

Salesperson Job Payment Terms Due Date

Due on receipt

Qty Description Unit Price Line Total

Subtotal
Sales Tax
Total

Make all checks payable to Company Name

Thank you for your business!

Company NameStreet Address City, ST ZIP Code Phone:Phone Fax:FaxEmail

Letterhead: Template:

[Your Name]
[Street Address] | [City, ST ZIP Code] | [Phone] | [Email]

[Date]

[Recipient Name]
[Title]
[Company]
[Address]
[City, ST ZIP Code]

Dear [Recipient]:

Body of Letter

Sincerely,

[Your Name]
Explanatory Notes
Business documents production is the documents that help in the business communications
with either internal or external parties. Business documents production can be in paper form or
electronic form. The various business documents are business letters, tax invoices and time
sheets. These are the most important business documents used for the resolving the day to day
business communications. Templates are established style models used to create documents.
Employers/Employees can use these templates to fill out the information. It saves time and
make the information process more accurate and to the point.
A style guide is the style of the documents. It addresses three broad areas: design, content and
finish. Style guide adopted for these documents is professional and simple.
A business letter is a formal document often sent from one company to another or from a
company to its clients, employees, and stakeholders. Content for the letter is the employee
name, address, phone, email, date, reciptent’s name, email, company, address and letter body.
Tax invoice is an invoice issued for taxable supply of goods & services. Content of the tax
invoice is Company logo, date, invoice number, name, email, address, phone, customer id, job,
due date of payment, quantity/hours of work, description, unit price, total price and sales tax.
A timesheet is a record of the amount of time an employee has spent at work, on a particular
job, project or working for a specific client. Content of time sheet is employee name, title,
number, department, supervisor, date, start time, end time, overtime hours, total hours and
employee signature.
Standards for these templates include drafting, editing, reviewing language and style and
finalizing the documents. The Software used for making these templates is MS Word for Letter
and MS Excel for Tax Invoice and Time Sheet.
 Assessment-2 Manage Template Design and Document

Q.1. Headings for necessary generic information:

Heading Time Task

Site inspection Every month Gives more control over the
site and hazard control.

Building Inspection Fortnightly Shows engineering

Building Inspector Report
Quality assessor’s Report
Quality assessor’s
inspection
Every month
Every three months
Every two months
measurements.
A checklist of inspection
outcomes.
A checklist of quality
assessment.
Regular checklist will
ensure less mistakes and
more efficiency.

Customer quality report Every 5 weeks Customer quality assessment

checklist.

Q.2. For all the above documents, for instance a site inspection template, a building
inspector’sinspection template, a quality assessor’s report template, a customer’s quality
report template and a customer’s cover letter template, use appropriate language and
style Instructions should be written clearly and concisely so all users can understand what
they are meant to do.
Use language that people are likely to understand. You might need the help of an IT expert
to ensure that the more complex commands are translated into language that everyone can
follow. If the instructions are too technical, many people may decide the process is too
difficult for them. Write instructions and then re-read them to determine how they
can be written more concisely. When describing the use of templates , your use of
language should be deliberate.

Q.3. I will use In-house training method. In this training, coach dedicated coaching sessions
to train staff in using templates and macros can be conducted one on one or in
small groups. Coaching requires the trainer to be a subject matter expert in the use of
the templates, macros or other systems, and have the skills and ability to communicate
effectively by using appropriate language, actions and interpersonal skills.

Q.4. By an email, I can provide to project supervisors with direct access to the master file or,
preferably, a link or shortcut to the master file storage location.

Q.5. Templates can be tested for readability and appearance by using MS Word. Microsoft Word
can calculate your readability scores right within the program, and it's easy. It will give the
readability statistics of the template. Some ways to enhance the appearance and readability of
the templates is to use clear plain language, shorter sentences and active voice.

Q.6. Other ways of conducting user testing and feedback is to do usability testing of the
documents. In order to run a usability test, though, you need to have a working
product/document, so when users use it, they give their feedback. Some ways of receiving
feedbacks include open meetings and surveys. We can also run a test by putting your designs or
concepts in front people who are likely to become our customers.

Q.8. Choose monitoring methods that suit organisational processes, but review and improve
them regularly; for example, by formalising and scheduling more frequent audits.

 Monitoring methods may include:

 following an approval process that includes checking documents conform with
template requirements.
  using a document register.
 conducting regular audits of documents chosen at random to ensure they conform
to templates.
 conducting regular reviews of templates and updating them as required.

Q.9. Current system can be improved by eliminating the flaws in the templates that it is using.
For instance, in customer’s quality report template, there is a mandatory step to add customer
photo who is writing the report. Some employees might not be comfortable in uploading their
pictures, hence, in the template, the picture step can be made optional. Using templates that
employees and stakeholders are comfortable to feel easy to use, will bnifit towards
organizational objectives.

Q.10. Once macros are in place, their compliance and functionality should be monitored as
external and internal changes may mean they need to be amended. Some questions that can be
taken into consideration when testing for functionality are the operating system versions,
macros compatibility with their OS, whether the macro is embedded or not and is it password
protected ?

Q.11. Yes. There are legal and copyright requirements. The customer quality report template
and Building Inspector’s Report Template has copyright warning, text disclaimer and duty of
care statement and the formal legal building warranty statement.

Q.12. The following functions are readily used by most staff who use word processing
packages. They speed up document production by predefining the layout, format or content.
They all improve a document’s usefulness by reducing the formatting time required and
creating a consistent format automatically. Headers and footers further add to a document’s
usefulness by making the file path traceable and tables summarise data effectively. For
example, margins and fonts for the layout, bullets and numbering for format etc.
 Assessment-3

Q.1. Three software programs:

 Word: Microsoft Word is a word processor, which means that it's designed primarily for
text-based documents. Types of documents Word is used for letters,reports, forms.
 Excel: Microsoft Excel is a spreadsheet program. That means it's used to create grids of
text, numbers and formulas specifying calculations. Excel is used for Tax Invoice, Time
Sheets.
 Publisher: Microsoft Publisher is a desktop publishing application (program). Publisher is
similar to Word except that it places the emphasis on page layout and design (rather
than writing text and proof reading). Documents it is used for are business cards,
newsletters and brochures.

Q.2. Documents need to be error-free, and well-written. Criteria used for assessing document
quality by checking the following:

 Uniformity – wording and terms are used consistently

 Comprehensiveness – information concise to avoid misunderstanding

 Compliance – conformance criteria are outlined

 Accuracy – there are no grammar or spelling mistakes

Q.3. There are several costs that would significantly affect the quality of the documents . The
following is a description of some of them:
 The first cost is the cost of purchasing the material to be used for document
preparation. There are high quality inks, paper rims, and other materials used in the
preparation of the documents that would affect the quality.
 The cost of purchasing the equipment: These equipment are the photocopiers,
computers, fax machines, photo scanner and other softwares used in the document
preparation.
  The salaries and wages given to expert or skilled individuals to prepare content for the
document, design its appearances and use the materials and equipment to create the
document.

Q.4. As we know that regulation and legislation are non avoidable and important part of work
mainly for those who tends to manage and handle business design and development. It is very
important for such people to be aware of and understand various copyright acts as well as
relevant laws before preparing a business document. Having idea of copyright act, the
individual who has responsibility to develop document will be able to avoid organization form
facing any kind of law, avoid organization to pay huge amount of money as a fine, etc. People
who has the responsibility to manage and handle business document need to understand that
they must not reveal any kind of customer details, etc. They are expected to follow various
business rules and regulation while developing documentation.

Q.5. A style guide or procedure manual explains the appropriate use and style of language;
design elements such as margins, indentations, line spacing and paragraph settings;
terminology to be used; desired spelling, grammar and punctuation; and how to cover and
present the document. A style guide will provide many benefits to the company like cost
savings, time savings, consistency and professionalism. A style guide also provides guidelines
for the way the company name should be presented from both a graphic and language
perspective.

Q.6. Readability is about making the document writing understandable and easy for targeted
readers. Choosing effective document design enhances the readability or usability of the
business documents so that clients are more likely to get the message what the business wants
them to receive, and that document is more likely to achieve the intended purpose.

Q.7. Macros need to be checked during their development. Creating a macro can be like
creating a document, with current styling and formatting requirements being checked at the
start of the process. Developers in the process conduct first checks, then managers or others
with more intimate knowledge of the document requirements should check them prior to
general release. Once they are in place, their compliance and functionality should be monitored
as external and internal changes may mean they need to be amended.

Q.8. The two documents in which there are form fields are Meeting minutes and Time sheets.
Form fields help in expedite document production as they are among Word's most powerful
and versatile features, capable of generating and displaying all kinds of useful information with
little (or no) effort on your part. MS Word form fields fields are placeholders that store and
display data. They perform simple tasks, such as returning the current date or current page
number, but they're much more than that. They can be used to ask questions, make decisions
based on specific conditions, and perform calculations.

Q.9. Email: Email is short for 'electronic mail'. Similar to a letter, it is sent via the internet to a
recipient. An email address is required to receive email, and that address is unique to the user.

Sales Letter: It is a letter that tries to sell a product. Sales letters are an effective way
to communicate with clients. It may target a specific group to grab their attention. It is like a
salesman discussing the purpose but in the form of a letter.

Internal Memo: “Internal memo” is short for “internal memorandum.” Internal memos are used
to spread information as well as make mass requests of people in a company, department or
team. Internal memos bring attention to problems, and they solve problems among myriad
other useful functions in an organization.

Brochure: A brochure is an informative paper document for advertising, which can be folded
into a template, pamphlet or leaflet. Brochures are promotional documents, primarily used to
introduce a company, organization, products or services and inform potential customers or
members of the public of the benefits.

Website: Website is a page or collection of pages on the World Wide Web that contains specific
information which was all provided by one person or entity. Example- Facebook, Google. The
purpose of an information-centric website is to convey specific, helpful information to a specific
user/audience so that the reader learns something new or understands a topic better.
Order Form: It is a printed form on which a customer writes the details of a product or service
they wish to order. Order form is used to request merchandise, usually from a wholesaler,
manufacturer, or direct-mail retailer. document provided by a direct marketing firm to a
customer so that order information can be communicated back to the marketer.

Q.10. Mail merge is a feature within most data processing applications that enables users to
send a similar letter or document to multiple recipients. It enables connecting a single form
template with a data source that contains information about the recipient's name, address and
other predefined and supported data.

Mail merge is used to create multiple documents at once. These documents have identical
layout, formatting, text, and graphics. Only specific sections of each document varies and is
personalized. The documents Word can create with mail merge include bulk labels, letters,
envelopes, and emails.

Q.11. Following things are needed to be considered while preparing explanatory notes for
templates or macros:

 Explanatory notes need to be clear, precise and informative.

 They should have appropriate style and language
 It is important to present instructions.

Q.12. Secure: The master file must be password protected to prevent unauthorised alterations.
A password can be allocated to a file depending on the system you use. Alternatively,
document templates may be protected using common software add-ins or existing file
protection macros, such as Microsoft Word’s ‘protect document’ function.

• Formatted:-The master file should be formatted and styled in the way intended for ongoing
use. That means the fonts, fields, macros and titles should all match the organisation’s
intended design criteria.

• Accessible: - The master file needs to be accessible for those who need to use it. Burying it
deep in some complex filing system is unproductive and frustrating for those who may use
it regularly. Shortcuts or html links directly to the file may be appropriate.
Q.13. When performing tasks within the documentation design stage or planning for
improvement, an organisation may need to seek external expertise to assist and support the
document improvement process or even to assist in training staff in the use of new software
applications. External expertise include IT manager/staff and software developers. Employee
Feedback is also essential in this process. Hence, employees participation is also necessary in
improvement of documents and macros.

Q.14. A Document Improvement Plan is a plan for quality improvement that identifies the
service's goals for quality improvement and notes some strategies for achieving those goals. It
helps everyone at the service to stay focused on the improvements and on implementing the
strategies needed to achieve the goals. It sets out what the problem is with your
employee's performance and what they need to do to improve it. The best approach to
improve document is to create a draft plan and then review it. Draft plan will contain all the
things that are needed to be changed and then it will be reviewed by a number of people like
HRs and employees, where they can give their suggestions, making it final for preparation.

Q.15. Standardized documents remove ambiguity and confusion. They help business following
the same processes with every customer without any regard for who the process is affecting.
They do this so they can their business practices are fair and just. Standardised documents also
improve quality, performance and morale.

Q.16. Tone in writing refers to the writer's attitude toward the reader and the subject of the
message. The overall tone of a written message affects the reader just as one's tone of voice
affects the listener. In business writing, writers should consider the tone of their message,
whether they are writing a memo, letter, report, or any type of business document. Tone is
present in all communication activities. Ultimately, the tone of a message is a reflection of the
writer and it does affect how the reader will perceive the message. The method to incorporate
tone into the template is to review and proofread your own business writing for grammar,
punctuation and spelling mistakes before finalizing it.
Q.17. The advantage is that templates significantly simplify the generation of good company
documentation, which allows the business to invest valuable time in the content and review of
these documents. Creating new documents from scratch every time the company embarks on a
new project can waste valuable time and money, that is why templates are used.

 Templates save time.

 They are customizable
 They provide consistency and clarity.

Q.18. When performing tasks within the documentation design stage, an organisation may
need to seek external expertise to assist and support the document development process or
even to assist in training staff in the use of new software applications. Expertise external to an
organisation can include:

• IT manager/staff
• software developer trainers
• online tutors and tutorials
• short courses
• external consultants

Q.19: Anti-Discriminatory Act: This act address the issues related to race, age, color, gender and
physical or intellectual disability. Racial discrimination, harassment and defamation are unlawful.

Codes of Practice: Sets of guidelines and regulations to be followed by members of same profession,
trade occupation, organization etc. They are covered by agreements and not the law.

Privacy Laws: This Act regulates the handling of personal information about individuals. This
includes its collection, use, storage and disclosure.

Copyright: The purpose of copyright law is to promote the progress of useful arts and science
by protecting the exclusive right of authors and inventors to benefit from their works of
authorship.
Q.20: A macro is a shortcut keyboard command that allows you to automate a commonly used
function to save time. By running a macro, users are able to trim down time normally
consumed by repetitive tasks. Some macros, like the ones in MS Excel, may also contain
functions. An Excel macro is typically created by recording a sequence of keyboard and mouse
actions using the Macro Recorder.

Q.21: There are five basic steps which are followed while producing internal and external
documents:
1. Identify The Audience: Audiece is the category of people to whom the
documents are going to address. Audience can be colleagues, business partner,
higher authorities within your organisation or an investor.
2. Identify the Document's Purpose: You need to identify the reason of this
document.
3. Organize the Writing: Choose appropriate form of writing and font.
4. Review: Before sending re-read it and adjust any problem.
5. Check for errors: This document should not contain any grammatical or spelling
errors.