Professional Documents
Culture Documents
Task 3 Develop Strategies For Use and Improvement of Standard Documentation
Task 3 Develop Strategies For Use and Improvement of Standard Documentation
Procedure
Part A
1. Plan a short training session (for your assigned staff member) on the use of the
letter template that you developed in Assessment Task 2:
The purpose and audience when designing and formatting texts are:
○ provide very simple instructions on Word template use if training Sam; focusing
on using form fields if training Pat, etc.
● Create a personal subfolder within the server (using your name as the subfolder
name) to hold your day-to-day working files.
○ If you use a laptop and require access to files offsite, you will be set up with
offline files allowing remote access to server files away from the office.
● Filenames:
○ For ease of operator identification, add your initials to the end of each
filename. For example, JulyConf-mq.doc (document about July Conference-
keyed in by Mary Quinlan)
● Back-ups:
○ Back-up copies of all electronic files on the server are made twice weekly.
○ If you spend an extended time away from the office network using a laptop,
it is your responsibility to ensure local copies of company files are backed
up.
Letters
Structure Header, Address block, Greeting line, Content and Signature block
o full logo
a date, which should be the date upon which the letter was
signed and sent
Greeting Letters should always use the salutation ‘Dear Mr’ ‘Dear Ms’ or
line ‘Dear Dr’ (as appropriate) followed by the addressee’s last name,
unless the sender personally knows the addressee, in which case their
first name can be used (e.g. ‘Dear Bob’).
Letter Bulleted lists Bulleted lists should:
content ● have line spacing values before and after of 3pt
● contain no punctuation
○ an indent of 0.5cm
○ an indent of 1.5cm
● contain no punctuation
Training timetable
Date Topic To whom By whom
29/8/17 Creating and using templates in Word and Sam IT manager
Excel.
29/8/17 Creating and using mail merge features in Pat and Kim IT manager
Word.
29/8/17 Creating and using form fields in Word. Pat and Sam IT manager
From the current skills, there are 3 staffs need to be trained in the different areas
regarding to the requirement of the letter of the business. According to the administration
team capability table, it illustrated that:
Pat has lacked:
OVERVIEW
The purpose of the forms
File Management
For consistency and clarity of communications, Adept Owl Games Company requires all internal documents to conform to
As a general rule, for clarity of communications, Adept Owl favours cleanly and simply presented documents.
FOR THE LETTER TEMPLATE:
Content:
Opening paragraph: thanking the customer for their purchase and informing there is a delay
Body content: apologizing for delay; stating the reasons for the delay, and expected date of delivery
Closing paragraph apology for inconvenience and an invitation for contact if required.
Style:
Professional
Formal language
Tone:
EXPENSE REIMBURSEMENTFORM
FOR THE EXPENSE REPORTING SPREADSHEETTEMPLA
Presentation:
Dates:
Department:
Must be chosen from list: Sales & Marketing, Administration, Executive, Operations, Dispatch, Logistics.
Expense types:
Client ID number:
Must be chosen from list: NA, AO-2006-0046, AO-2006-0050, AO-2008-0049, AO-2009- 0047, AO-2009-0051, AO-2009-0052, AO-2009-0053, AO-2010-0045, AO-2010
Purchase or estimated amount, value or cost:
Receipt attached?
1. Right click anywhere on the ribbon, and then click Customize the Ribbon.
Under Customize the Ribbon, on the right side of the dialog box, select Main tabs (if neces ary).
Command Button
To place a command button on your worksheet, execute the following steps.
On the Developer tab, click Insert.
In the ActiveX Controls group, click Command Button.
Drag a command button on your worksheet.
Assign a Macro
To as ign a macro (one or more code lines) to the command button, execute the follo
Place your cursor between Private Sub CommandButton1_C lick() and End Sub.
Add the code line shown below.
Close the Visual Basic Editor.
Click the command button on the sheet (make sure Design Mode is deselected).
Do not store company data on your computer unless absolutely necessary. Company data should be stored in the appropriate server drive. Unlike the servers which are backed up automatically, data on your own computer is not backed up and your work
If you use a laptop and require access to files offsite, you will be set up with offline files allowing remote access to server file s away from the offi
c e.
Filenames:
Speak to your Manager regarding the file naming conventions used in your Department
For ease of operator identification, add your initials to the end of each filename. For example, J ulyC onf-mq.doc (document about J uly C onference-keyed in by Mary Quinlan)
Back-ups:
Back-up copies of all electronic files on the server are made twice weekly.
If you spend an extended time away from the office network using a laptop, it is your responsibility to ensure local copies of company file s are backed up.
“
ANY QUESTIONS?
Target Outcomes
Performance have been under target for all the KPI measured expect for the
breaches of legislation.
The KPIs that have not reached the targets are below:
Per cent of documents conforming to style guide
Average time (per mail-out) to edit the letter being sent
Average time per mail merge
Data entry error rate
Number of training hours per employee
Average cost per mail-out (excluding postage)
Average labour cost per page of edited text
Average sheets of paper used per letter
Average toner uses per quarter
Privacy related complaints
The information above is under the satisfactory performance, thus business has
to try to find the reason for the low level of the performance and provide the
action plan or training in order to improve its performance. In addition, business
can conclude from performance analysis that training targets are not achieved.
Only 5 hours of training have been done while the target were 20. Training might
be one of the ley issue why the performance is low, lack of training will result in
low performance.
Administration team capability
The administration team has identified six key skills that each team member will
need to perform at a practitioner level
Legend:
Observed assessment
I have evaluated Kim skills during practical time. Kim have acquired
practioner level in the required skills, therefore training has been a success.
At the end of the training, I have collected feedback from Kim so that I can
improve training session. She told me that:
The training should be supported with a PowerPoint to help the training
content and help memorise information. It will be especially great for
visual learner style
She would like to have a document guide that she will be able to refer to if
in the future she is not sure of how to use a document.
The feedback will be used to develop the training for Pat and Sam, who do not
yet have the required capabilities for all needed skills. Despite great
improvement in 4 of the skills, two skills have not been fully learned by team
member because they can not perform the task independently. These skills are:
Recommendations
The business should follow these activities below for its continuous
improvement:
In order to ensure that your team are working to the plan you need to monitor
performance and the use of resources. To know when to alter your plans or when
to improve the use of resources you need to monitor your results against the
performance indicators set in your original plan.
The following steps are involved in the monitoring process:
• Compare actual performance against planned performance
• Document the differences between actual and planned performance
• Identify the reasons for any differences
• Implement action strategies to adapt performance or alter the Operational
Plan
Creating and using macros in Word and Excel. $200 Team leader 7/9/2017
Creating and using mail merge features in Word. $100 Team leader 8/9/2017
Creating and using form fields in Word. $100 Team leader 10/9/2017
Creating and using drop down lists in Excel. $200 HR manager 11/9/2017
Creating and using formulae in Excel. $200 HR manager 14/9/2017
Timeline