MANAGE BUSINESS

DOCUMENT DESIGN
AND DEVELOPMENT

BSBADM506

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Unit outline
• Unit of competency requirements

https://training.gov.au/TrainingComponentFiles/BSB/BSBADM506_R1.pdf

• Assessment requirements

https://training.gov.au/TrainingComponentFiles/BSB/BSBADM506_Assessm
entRequirements_R1.pdf

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Introduction
Creating and using well-designed documents is a key
element of modern business.

Most organisations use software packages to design

templates and macros to produce documents efficiently
and at a consistent quality level

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Legislation requirements
Managers responsible for producing documents and templates need to be
aware of:

• Software packages used for document design

• Organisational policies and procedures relating to document design
• Branding requirements
• Legal requirements relating to anti-discrimination and privacy laws

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Legislation requirements
• Anti-discrimination legislation - Document design and development
must use inclusive language and not contain any discriminatory content or
provisions

• Privacy legislation - Regulates the type of information that may be

collected and how this information may be used and stored, and ensures
information is not misused or abused

• Copyright legislation - Copyright protects the form or way an idea or

information is expressed, not the idea or information itself

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Organisational policies and procedures
• Privacy policy
• Records management policy and procedure
• Quality management policy and procedure
• Continuous improvement
• Professional development
• Occupational health and safety

https://www.youtube.com/watch?v=rlqKB90FmJk

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Skills required by manager
• Communication skills - present complex information
clearly and logically

• Research and analysis skills – evaluate documents and

assess new technology

• https://www.youtube.com/watch?v=5n4josMijng

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Establish documentation standards

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Create and maintain documents
Creating and maintaining documents require commercial or
organisational software packages.

Managers should be:

• Aware of the packages used by the organisation

• Maintain proficiency in relevant software packages
• Monitor changes and developments in relevant software
packages
• Ensure staff are proficient in relevant software packages

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Design format
• Business letters
• Reports
• Forms
• Newsletters
• Memos

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Design formats
Specific formatting requirements may include:

• Size and location of the company logo

• Subject line
• Size and type of font
• Whether the text is justified or not
• Size of headings and subheadings
• Use of white space
• Content in footers and headers
• Specified inclusions; for example, disclaimers or ownership
warnings in specific types of documents

https://www.youtube.com/watch?v=vO2Mbyu4NSM

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Most common types of documents
The type and number of documents produced will depend on the
nature of your organisation’s business.
Documents produced could include:
• Spreadsheets and databases
• Business letters and forms
• Email, memos and faxes
• Web pages
• Flyers, brochures, newsletters and business cards
• Reports
• Tenders
• Booklets
• Certificates or awards
https://www.youtube.com/watch?v=-4z6LJR5flU

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Design and production criteria
• Maintaining a format that is consistent with branding guidelines
• Following a style guide
• Defining a quality standards that covers all elements of
production
• Maintaining content protection through formatting requirements
and legal requirements
• Complying with relevant legislation such as anti-discrimination
and privacy laws
• Prescribing an archiving protocol, including version control

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Legal requirements
• Non-gender specific terminology
• Inclusive language (offensive and discriminative)
• Writing in a clear, unambiguous style
• Including privacy declaration
• Including relevant legal notices, disclaimers or copyright notices
• Seeking approval from organisational legal advisers as required

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Storing documents
• Follow organisational protocols for filing documents and
templates on the server
• Structure file paths logically
• Comply with legal obligations for archiving documents
• Follow backup procedures to protect documents

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Evaluate adequacy of existing IT
structures
• Existing and desired quality levels for documents
• Current and proposed software packages
• Existing IT hardware
• Skill levels for using software packages
• Cost constraints related to producing documents

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Software packages for basic documents
• Microsoft Office products
• Apple iWork
• Sun Systems StarOffice
• Corel WordPerfect Office
• OpenOffice products

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Software applications
• Desktop publishing
• Word processing
• Spreadsheet

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Desktop publishing
Desktop publishing software allows the design and production of typographic-
quality text and images, which are comparable to traditional typography and
printing

Examples:
• Adobe InDesign
• QuarkXpress
• Microsoft Publisher
https://www.youtube.com/watch?v=2bclIK29i9o

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Word processing
• Creating, editing, saving and printing text documents.
• Copying, pasting, moving and deleting text within a document.
• Creating and editing tables.
• Inserting elements from other software, such as illustrations or
photographs.
• Correcting spelling and grammar
• Making repetitive tasks easier, such as mail merge.

Examples:

• Microsoft Word/ Microsoft Office 365 for online collaboration

• Google docs
• Corel WordPerfect

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Spreadsheet
• Spreadsheet software is a type of computer program that helps a user
perform numerical functions and analyse numbers through a computerised
version of an accounting worksheet.
• The spreadsheet software captures, displays, and manipulates data
arranged in rows and columns.
• It also allows the creation of graphs and charts, models, fillable forms
such as invoices and payslips.

Examples:
• Microsoft Excel/ Microsoft Office 365 for online collaboration
• Google Sheets
• Smartsheet

https://www.youtube.com/watch?v=OnGAQT7OwCc

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Spreadsheet

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Software packages for dedicated desktop
publishing
• Microsoft FrontPage
• Microsoft Publisher
• Adobe Creative Suite
• Scribus

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Effective documentation
• Appropriate processor size
• Sufficient computer memory
• High resolution printers

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Hardware requirements
• Printers
• Scanners
• Digital camera
• Digital video
• CD/DVD writers
• Hard-drive storage
• Networking requirements

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Assess cost constraints

Consider the following:

• Volume of documents required

• Quality of printing required

• Speed of printing required

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Costs for implementation standard
documentation
• Cost of the operator’s time spent keying in information, checking,
correcting and printing the document

• Cost of stationery, printing, storing, handling

• Cost of effective hardware with operating speed and configuration

for optimum performance

• Cost of effective of software, which allows for simple and fast

input, manipulation and output of data

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Documents that need to be produced
• Spreadsheets and databases
• Business letters and forms
• Email, memos and faxes
• Web pages and intranet content
• Promotional material
• Reports
• Tenders
• Booklets
• Certificates or awards

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Identify document requirements
• Involve team members in a brainstorming session
• Identify external and internal documents
• Record how each document is used
• Identify documents created by other departments or
external groups
• Review business plans to identify future requirements
• Consult with senior managers

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External sources
• Equipment or software manuals – hard copies or online
version
• The Help function of computer programs
• Search engines such as Google
• Trouble shooting videos on YouTube
• External software developers/ trainers
• Online tutors and tutorials
• Short courses / training programs
• External consultants or experts

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For each document, identify
• User of the document
• Purpose of the document
• Required format
• Whether the document can be produced in-house now
or in the future
• Cost of producing the document

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Stages of document production
The process of producing documents involves three stages:

• Planning the document

• Producing the document
• Publishing the document

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Stages of document production – Plan
• Identify organisational needs
• Client needs
• Identify resources:
o Style guides
o Manuals
o Audience
o Purpose
o Medium

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Stages of document production –
Produce & publish
Produce stage involves:
• Research
• Draft
• Proofread
• Revise/ rewrite/ approval and version control
Publishing stage involves:
• Present the document in required format
• Distribute the document
• Store the document

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Style guide
A style guide outlines the templates and formatting to be used in key
documents.

It also provides guidance about:

• Writing style
• Terminology and language
• Grammar
• Spelling
• Punctuation
• Copyright laws

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Style guides
Style guides help users to create documents of consistent
high quality.

Effective style guides must be:

• Accessible
• Clear
• Concise

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Style guides
Style guides address the areas:

 Design: Media; use of templates; binding style and media; cover

appearance; margins, fonts, lists, paragraphs; headers and footers;
drawings, diagrams and graphics.

 Content: Writing/language; style; formatting; drafting; editing and

proofing; legal, statutory or regulatory requirements; checking final copy.
https://www.youtube.com/watch?v=oXXbK2BGwk4

 Finish: Colour/s; graphics; printing process; copying; colour

photocopying; printing quality; page styles; overall presentation
https://www.youtube.com/watch?v=Ic_LrZSYWdw

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Design tasks
• Identifying client requirements for document design
• Liaising with external personnel
• Locating and collecting appropriate information or
precedents
• Using appropriate page layout software
• Applying macros to speed up production

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Suit design documents
Ensure standard formats and template meet:

• Purpose of the document

• Audience requirements of the document

• Information requirements of the document

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Templates
Templates are established style models used to create documents that:

• Define the preferred layout of the document

• Specify the text formatting requirements of the document
• Specify the key content of the document
• Simplify document production

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Format requirements for template
• Size and location of the company logo
• Subject line
• Size and type of font
• Text orientation such as whether text is justified or not
• Use of white space
• Caption requirements for diagrams
• Header and footer information
• Specified inclusions
• Macros

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Template for business letter
• Letterhead
• File references
• Formatted text area
• Text font and size
• Layout
• Signature blocks
• Disclaimers
• Copyright notices

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Templates
Templates are established style models used to increase production
efficiency and ensure consistency

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Templates
To ensure a template meets the document’s purpose:

• Research the different ways a document is used

• Assess whether a different template is required for each type
• Consider developing macros to allow for different document types

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Use templates
• A simple minutes template for staff meetings but a more complex format
for board meetings
• Different standard letters for an inquiry, overdue payments, customer
rewards, etc.
• A simple signoff for internal emails but a more detailed one for external
use

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Research audience
• Use of jargon within the document

• Tone of writing
• Content of document

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Information requirements of
documents
• Standard inclusions such as legal disclaimers or
regulatory requirements
• Specific text required for the document
• Any pre-inserted text that may apply to all documents
using the template

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Readability
Readability is the ease with which a document can be
read.
Text that is easily read improves comprehension, retention and
reading speed.

Readability is affected by:

• Syntax and semantics (Choice of words, how the words are used)
• Layout design features

https://
support.office.com/en-us/article/video-improve-accessibility-with-heading-sty
les-68f1eeff-6113-410f-8313-b5d382cc3be1

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Layout features and design elements
• Font or typeface
• Text spacing
• Use of ‘white space’ (Un used space, separation space of paragraph)
• Margin width
• Justifying text
• Colour
• Backgrounds
• Headers and footers
• Document sign-off
• Logos

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Test template
Ensure:

• All elements are fully functional

• All content requirements are met

• Template meets organisational requirements
• Users can create documents easily

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Feedback
Gather feedback by:

• Focus groups
• One-on-one interviews
• Group feedback sessions
• Intranet feedback forums/email
• Suggestion boxes

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Incorporate feedback
• Ensure the feedback is relevant and affects the majority
of users
• Follow version control procedures
• Create backup documents to protect original or user-
access documents

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Technical functions
Benefit the user to speed up the document production

Understand:

• What the function does

• How it can benefit document production
• How the function could be used to automate document production
• Where staff can access additional information

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Macros
Macros can improve the quality of documents and allow basic users to access
sophisticated software functions.
Assess macros to determine whether they:
• Save time for the user
• Automate repetitive tasks
• Meet users’ needs
• Comply with organisational standards
https://www.youtube.com/watch?v=8wHDjHt51lk

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Create macros
Creators of Macros should ensure that they:

• Meet document requirements

• Functional in all relevant contexts

• Meet organisational and legislative requirements
• https://www.youtube.com/watch?v=uyj_OljPlcU

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Test macros
• Confirm the macro functions in all relevant software environments
• Confirm the operating environment of all likely users, for example,
internal and external users
• Confirm the functionality always produces the same result
• Consider the impact of antivirus software on the macro
https://www.youtube.com/watch?v=C_rFE9bg1EU

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Macros - compliance
Ensure compliance to organisational and legal
requirements:

• Accesses data from a secure folder

• Allows users to access personal information
• Requires passwords or secure logins as required

• Accesses any commercially sensitive information

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Access additional information
• An IT Manager/Staff
• Software developer trainers
• Online tutors and tutorials
• Short courses
• External consultants

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Instructions to use macros and templates
• Arranging information sessions
• Scheduling training (
https://www.youtube.com/watch?v=WxbOm_x0RQU)
• Developing ‘how-to’ booklets
• Writing information sheets

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Instructions
Instructions should be clear, concise and free of technical
jargon.

To writing effective instructions:

• Start each sentence with a verb
• Limit sentences to one major action only
• Use direct rather than passive sentence structure
• Review each instruction to see whether it can be written
more concisely

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Tips for effective formatting
• Use a simple and consistent layout

• Limit word count to between 200 and 300 words per A4

page
• Adopt a consistent structure throughout the document

• Use a numbered structure for easy referencing

• Include diagrams or screen dumps where appropriate

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Notes on templates
Explain:

• What the template looks like when first accessed

• Where users should add text to the document
• Basic functionality of the template

• Who to contact if there are any difficulties

• What responsibilities the user has for saving the
document

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Notes on macros
Explain:

• What the macro is for

• Shortcut commands or button names for the macro

• How to use the macro
• Steps that are not included in the macro but may be
relevant

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Consistent use of templates and
macros
Ensure consistent use of templates and macros:
• Following an approval process that includes that
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

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Strategies to understand quality standards

Ensure that the staff understands the quality standards for

documents:
• Discuss the templates at a team meeting and confirm
what staff need to do if they are unsure about anything.
• Ask new staff members to describe the templates they
use.
• Regularly evaluate staff knowledge and skills, and offer
training to address identified skill deficiencies.
• Circulate a reminder email or memo.
• Routinely check documents to check adherence to
document standards.

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Coaching
• Explaining the process and why it is going to occur
• Demonstrating how to perform the task
• Practising the task
• Correcting the task, making any necessary adjustments
• Trialling the task

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Self-directed training
Consider:

• How to motivate staff to learn about the templates and macros

• What support materials may be required
• How to measure progress
• https://www.youtube.com/watch?v=HI6jH7iQ6QY

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Develop training material
Consider:

• How familiar participants are with using templates and

macros
• How familiar participants are with the related
terminology
• Technical expertise of participants

• Level of English spoken by participants

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Master file
A master file is a record containing all the criteria required by the
originator and is saved in a secure location in the organisation’s
information system.

It should be:

• Password protected
• Formatted
• Available

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Name master files
Follow organisational protocols for naming master files.

File extensions indicate the file type and may include:

• *.master: used for html-based files for web forms only

• *.dot or *.dotx: used for Microsoft Word templates
• *.xlt or *.xltx: used for Microsoft Excel templates
• *.adn, *.accdt, *.mdt or *.adnx: used for Microsoft Access
templates

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Circulate master files
• Emailing a copy or shortcut to the users of the template

• Posting a copy of the master file online

• Communicating via noticeboards, blogs, posters or
other means

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Strategies to use templates by team
members
 Check each document produced by a team member until the team
member demonstrates they understand the template and macros to
be used
 Discuss templates at a team meeting and providing information
about who to consult as required
 Establish or use a document register
 Ask a new staff member to describe the templates they using
 Circulate a reminder email or memo

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Check document quality
Check and confirm that documents:

• Meet the needs of the information system and the

organisation overall
• Comply with organisational standards, regulations and
legislation
• Use appropriate language, layout and security that
meets organisational and audience requirements
• Reflect current organisational requirements

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Periodic monitor of quality control
• Compare documents produced by team members with
master documents
• Evaluate document use and quality
• Evaluate staff knowledge and skills
• Provide training and refresher sessions as required

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Audit the documents
• Purpose
• Intent
• Audience
• Readability
• Image

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Review templates
Review templates in consultation with key stakeholders:

• Audience representatives

• Draft writers or software developers

• IT personnel
• Senior staff/Managers

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Develop schedules approach
• Motivates users to implement the change in the
required time frame
• Allows for regular monitoring of the implementation
• Makes allowances for feedback and modification

• Creates a measurable objective for the organisation

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Communicate changes
Communicate changes in templates and documents by:

• Discussing the implementation at a staff meeting

• Sending a memo or email to staff
• Preparing a notice for display

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