BSBADM506 Manage Business Document Design and Development

The unit BSBADM506 manages business document design development answers how to establish documentation standards and how to manage the template design and development. Students are taught to develop standard text for documents and BSBADM506 assessments are also based on testing competencies in areas such as how to develop and use standard documents required in business as well as strategies to continuously improve the standard documents.

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Scenario

You have been asked by Janet Parker, Administration Manager – Swaggies (or your own organization) to develop/update a range of business documents. You will need to refer to Swaggies Policy and Procedures Manual document or (use your own organization) for analysis and evaluation.

Start to design, develop/update your business documents for your organization.

Event 1 – Tasks 1-5

TASK 1 – DETERMINE DOCUMENT AND TECHNOLOGY NEEDS/CAPABILITIES

Using the Event scenario gather information from the questions below, prepared for the Board of Directors of Swaggies (or your organization), to determine the design and production requirements for the tasks of producing the logo and a range of business document templates.

Questions

  1. What is the purpose of the project?
  2. What image do you want to project?
  3. Who is the target audience?
  4. Specify the range of documents requiring updating?
  5. What technology/software is currently available and what equipment do you expect/require to upgrade?

Task 2 – Design a Logo

The Board of Directors at Swaggies (or your organization) has decided to incorporate a new logo into all new business documentation.

  1. They would like you to prepare a sample design to present to the Board at their next monthly meeting.
  2. Your design should incorporate the following:
    • Company image and company name
    • Use of color
    • Approximately 3.25 cm in diameter
    • Description of design
    • Use of WordArt, auto shapes, graphics, etc
  3. Once you have completed your design, discuss with colleagues to obtain feedback for possible improvement.
  4. Provide a brief description of feedback received and the reason/s why you chose a particular design.

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Task 3 – Design, Produce, Test And Evaluate A Range Of Business Document Templates

PART A – DESIGN AND PRODUCE

1. You are required to create two final business documents for Swaggies (or your organization) using two different software packages, that may include templates, auto text, macros, styles, fill-in fields, drop-down boxes, checkboxes, formula, etc. Incorporate your logo created from Task 2.

SoftwareDocument ExamplesSuggested RequirementsSoftware functions
WordLetterhead

Mail merge letter

Agenda

Minutes of Meeting

Report

Service/Travel Request

Leave Form

Business Cards

Flyer for advertising

Newsletter for staff

Brochure for advertising

The company logo is to appear on all documents

Formatted text

Prescribed font styles and formatting

Templates

Auto Text

Macros

Styles

Margins

Fill-in/Date fields

Form fields

Bullets/numbering

Tables

Print layout

Headers/Footers

ExcelTax Invoice

Time Sheet

Petty Cash

Company logo to appear on all documents

Importing/inputting data

Perform calculations

Sorting columns

Retrieve account information from the database

Templates

Formatting

Macros

Formulae

Headers/Footers

Sorting

Form fields

PublisherBusiness Cards

Flyer for advertising

Newsletter for staff

Brochure for advertising

Company logo on all documents

Professional design and theme

Formatted text

Fill-in area

Font styles and formatting

Table of contents

Templates

Macros

Master layout

Margins

Format; fonts

Headers/Footers

Bullets/numbering

Page/print layout

Word-art

PowerpointBrochures

Storyboard Tool

Product Promotions

Corporate Policies

Personal Portfolio

Online Photo Album

Company logo on all documents

Professional design and theme

Formatted text

Font styles

Templates

Animation/Transitions

Macros

Design themes

Bullets/numbering

Tables

2. Please ensure you save all templates/documents as you will need to submit a soft copy of the templates. Also, save macros created with templates (macro enabled template).

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Part B – Test and evaluate

  1. You are required to test your templates. Obtain feedback from management and users.
  2. Make amendments as necessary to ensure maximum efficiency and quality of presentation.
  3. Evaluate complex technical functions of software for their usefulness in automating aspects of standard document production.
  4. Match requirements of each document with software functions to allow efficient production of documents.
  5. Test macros to ensure they meet the requirements of each document in accordance with documentation standards.
  6. Include a printout of your macros.
Template nameSoftware packageTesting criteria and amendmentsFeedback from management and users

Task 4 – User Manual and Style Guide

In Task 3 you were required to create/update two templates/business documents for Swaggies (or your organization). These business documents will be incorporated into the Swaggies (or your organization) Policies and Procedures User Manual.

Your task now is to:

  1. Create a user/procedures manual and style guide with detailed instructions on how to use these business document templates.
  2. All instructions should be clear and concise so all users can understand what they are meant to do.
  3. Use screen dumps, where necessary, so users can see what is required.
  4. File naming conventions to be used and storage of documents and templates
  5. Explain how to use the templates:
    • Where to access the templates?
    • What the template looks like when they first access it?
    • Where are they to add text to complete the document?
    • Basic functionality of the template (are there macros)
  6. Explain how to use macros:
    • What is the macro for?
    • The shortcut commands or button names
  7. Where to access help if required?

Task 5 – Implementation Plan (Staff Training) And Document Management

Develop a strategy for delivering training to employees of Swaggies (or your organization) in the use of the business document templates.

Your task now is to:

Part A – Develop

  1. Develop a training plan for all staff on how to use the templates, macros, and other Swaggies (or your organization) administration system documents. Training methods could be one or a combination of the following:
    • In-house
    • External training by appropriate RTO
    • Mentoring
    • Self-directed
    • Online

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Part B – Monitor

2. Ongoing monitoring – how are you going to monitor to ensure Swaggies (or your organization) staff are keeping up-to-date?

Part C – Manage

3. Also include a brief description of how the following will be managed:

  • Version control measures and backup
  • Procedures for approval of new documents or updates to existing documents
  • Internal audits and ongoing quality control

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