BSBADM506B_TOI - Manage business document design and development. Green Heaters Pty Ltd ACN 512302000
Table of Contents
Introduction………………………………………………………………………………………………..P3
Policies and Procedures…….………………………………………………………………………P4
Manager and a team to oversee Design and Development of business documents………………………………………………………………………………………………….P4
Management……………………………………………………………………………….……P4
High quality documents to be produced……………………………………………………P5
High quality documents……………………………………………………………………P5
Suitability of document types……………………………………………………………………P6
Key documents for Green Heaters Pty Ltd………………………………………P6
Style guide and Company/Organisation standards………………………………….P7
Style guide……………………………………………………………………………………….P7
Necessary Training to be provided……………………………………………………………P8
Training…………………………………………………………………………………………….P8
Quarterly Reviews to be carried out………………………………………………………….P9
Reviews…………………………………………………………………………………………….P9
Conclusion…………………………………………………………………………………………………P11
References……………………………………………………………………………………………….P11
Introduction
When starting any new business venture it’s important to put many things in place. One of those things pertains to designing and developing business documents suitable for your Company/Organisation.
While in this modern age, with the use of the internet & technology you can obtain many generic templates to suit this purpose. You really need to develop documents in accordance with the Company/Organisations image. Creating a Company/Organisations own standards for business documents will allow customers/public to identify with who the Company/Organisation is & recognise how they are trying to sell themselves.
Due to Market research it has already been determined we will sell approximately 650,000 heaters in our first year. With this in mind we are setting forth to develop our own business documents & the standards with which to govern the use of said documents. We will outline what processes it will take to form our Policies and Procedures relating to document production, methods and the strategies we will use to put them in place.
This report will show what steps need to be taken to implement training procedures and regular reviews of necessary documents. To ensure documents are used effectively.
Policies and Procedures
Outlined in this report are the Policies and Procedures to govern the use of Business Documents. What steps need to be taken in order to produce High Quality legible Documents.
Manager and a team to oversee Design and Development of business documents.
Management
A team will be put in place to manage the design & development of all business documents. The team will consist of a Manager/Document Controller and a design team. The Manager will be in charge of budget and schedule and along with the board of Directors will help make the final decision on the design of all documents and standards. Responsibilities will include storage and maintaining documents, to ensure they are distributed to the appropriate parties, that documents are kept up to date.
Before the development of any business documents can commence appropriate Standards must be established. Standards will be different for different types of documents. It will also depend on what resources and technology we have available.
High Quality Documents must be produced
High quality documents
High Quality documents are a reflection of our Company/Organisation. It creates an impression to the reader about the Company/Organisations standards and values. Good quality is pleasing to the eye, attracts customers and enhances readability. Increasing profit margins.
Policies and Procedures will be put in place to maintain a consistent look of documents and their standards. Documents must be understandable. In order to produce high quality documents we must have high quality equipment. Things such as paper, printers, photocopiers, computers and scanners must be of the highest quality.
Paper used should be of a higher weight. Photocopiers of a higher quality produce a better print. Scanners like photocopiers should be of a higher quality for a better image copy. Computers that are linked to all these machines must be compatible to operate them.
The software used also makes a difference in quality. If you have simple software you’ll get a simple look. If you have more advanced software you can produce better looking documents, as a lot of aspects can then be automated to make the task simpler. Software can enhance readability. There is a wide variety of software available for producing high quality documents. You have Databases, Desktop Publishing, and Graphics Software, Spread sheets, Word Processors and Email software.
Suitability of Document types
Key Documents for Green Heaters Pty Ltd
§ Memo; a Memo is an interoffice communication. A short message between employees within the same Company/Organisation. With a staff of 100 it will be a great tool to communicate between employees.
§ Letter; a letter is a more formal communication. Generally from the Company/Organisation to a Customer/Client. A letter is essential for communication it is more formal and professional than an email.
§ Schedule; a schedule is a timetable of events/activities. It’s something every Company/Organisation should have to keep on track with their business.
§ Invoice; an invoice identifies a transaction between a Company/Organisation and a Customer/Client. It shows pertinent information about the sale of goods/services. Essential to any business in the service of selling goods/services.
§ Budget; a budget is one of the most important administrative tools. It shows an estimate of costs and resources for a specific period of time. It allows you to achieve future financial goals by serving as an action plan.
By using these particular documents we’ll be able to see sales, keep in touch with customers/clients, forecast future growth, keep in communication with everyone in the office and ensure everyone is on schedule.
Style Guide and Company/Organisational standards
Style Guide
A style guide is important in any Company/Organisation. It helps to determine the guidelines used for designing documents with a consistent format and layout. A Style Guide will cover;
§ Font styles & Size
§ Template Styles
§ The use of Appropriate & Inappropriate language
§ The use of Company/Organisational Logos
§ Guidelines for creating tables & graphs
§ File types for saving your work
§ How you store the Documents
§ The use of Software and what Software is suitable for your Documents
For Example; This Document is done in the Font of Verdana. Size 16 for Headings, 14 for Sub-Headings and 12 for the Body of the Document. With Margins set at Normal 2.54cm. Line Spacing set at 1.15. With Headings in Bold and Sub-Headings Underlined. White space has been used appropriately with an extra space between Headings and Sub-Headings, then another between Sub-Headings and the Body of writing.
Necessary Training to be provided
Training
With any Company/Organisation it’s imperative that Employees know how to use all aspects of Business Documents in order to achieve maximum efficiency of Documents.
Every Document will have Instructions on how it’s used and what it’s used for. They will be trained in all aspects of the software packages that are used to create the documents. Microsoft Office will be our software package for its ease of use.
There will be individual training in the use of how to develop Templates and Macros. These are useful tools that help make our jobs easier.
Templates refer to the use of a document that has already been made with only areas that need to be filled in. In those templates we can record Macros which allow us to record a set of instructions or a paragraph that will be stored for later use typically used for information that has to be repeated in a document.
Training employees on the use of Business Documents is essential. There are many ways in which we can train them but I propose we hire a trainer to come in and do on–site training. With this is mind it will be a part of Induction training.
Quarterly Reviews to be carried out
Reviews
Reviews are an integral part of any business. Without reviews it’s impossible to keep things up to date and running smoothly and see exactly where you stand as a Business.
Benchmarking is one measuring performance tool where you measure your Company/Organisations performance against another similarly run Company/Organisation. It allows you to see where you may be better than the competition or where you may need improvement.
Gantt chart another useful tool to measure your Company/Organisations performance internally. All information is correlated and put on a timeline for measurement.
Another tool to use is the SMARTER table.
SMARTER
Letter / Most common / AlternativeS / Specific / Significant, stretching, simple, sustainable
M / Measurable / Motivational, manageable, meaningful
A / Achievable / Appropriate, agreed,assignable, attainable,actionable, action-oriented,adjustable, ambitious,aligned with corporate goals,aspirational, acceptable
R / Relevant / Result-based, results-oriented, resourced,resonant, realistic,reasonable]
T / Time-bound / Time-oriented, time-framed, timed, time-based,timeboxed, time-specific, timetabled, time limited,time/cost limited,track-able, tangible, timely,time-sensitive
E / Evaluate / Evaluated, evaluate consistently,ethical, excitable, enjoyable, engaging, ecological, evidenced
R / Re-evaluate / Reviewed,rewarded, reassess, revisit, recordable, rewarding, reaching, recognize mastery
Conclusion
If Policies and Procedures are followed the business will be a success. Every effort will be made for employers and employees to be fully trained in the use of all business documents. Also to ensure all documents are of the highest quality.
References
http://www.ofwguide.com/profile_item-33/Document-Controller.html
http://www.ehow.com/facts_7196048_role-document-controller_.html
http://idioms.thefreedictionary.com
http://www.templatezone.com/download-free-ebook/office-policy-manual-reference-guide.pdf
http://www.infoentrepreneurs.org/en/guides/measure-performance-and-set-targets/
https://kielikompassi.jyu.fi/uploads/document_userfiles/workplace_documents/workplace_documents_business
http://www.businessdictionary.com/definition/policies-and-procedures.html
http://www.thesaurus.com/
http://www.textmatters.com/resources/pdfs/businessdocs.pdf
https://www.pearsonschoolsandfecolleges.co.uk/FEAndVocational/ITAndOfficeTechnology/GCSE_VGCSE_StandardGrade/PGGCSE/Samples/SamplepagesforAppliedICTforGCSE(DoubleAward)/aig_sample.pdf
http://livingsta.hubpages.com/hub/Produce-Documents-in-a-Business-Environment-OCR-NVQ-Level-3-Diploma-in-Business-and-Administration
http://smallbusiness.chron.com/5-types-business-documents-22842.html
For (Trainers Name) by (Student Name) www.greenheaters.com