Reference no: EM132811227
BSBITU306 Design and produce business documents - AAMC Training Group
Section 1 - Select and prepare resources
Section 2 - Design document
Section 3 - Produce document
Designated timelines
Whatever document you have been asked to produce you will have most probably been given a submission or completion deadline.
Designated time lines may include:
• organisational time line e.g. financial requirements
• time line agreed with internal/external client
• time line agreed with supervisor/person requiring spreadsheet
Designated time lines may be:
• by month end
• monthly
• within agreed period
• within organisational deadline
General administration timelines can be met if you observe common sense principles:
1. Determine when the task must be accomplished by you.
2. This becomes your end point on the timeline.
3. Calculate how long you have from the current date until the deadline arrives.
4. Write down specifically what needs to be done by the deadline.
For example, determine exactly the data input needs that are drawn from a range of sources either within your organisation or from external providers.
1. Divide the goal into smaller logical steps.
2. Think about what individual actions you need to take in order to get to the end result you defined.
3. Estimate how much time each step will take to complete. Use prior experience or your knowledge of the amount of work involved in processing the data.
4. Add up your time estimates to determine if the total time needed fits within the actual amount of time you have left or what has been determined as organisational requirements for speed and accuracy.
5. If not, adjust the time lengths for each step as necessary to fit the timeline.
6. Monitor your progress on each smaller step and toward the end goal at regular intervals. Make any adjustments to the timeline as necessary if you fall behind or get ahead of the estimated due dates.
Section 4 Finalise document
Naming and storing documents
Each organisation will have procedures and systems in place that determine how and where documents are stored. Documents may be stored as hard copies or digital files in specific filing systems; most organisations will use a combination of both.
In large companies there may be a designated records co-ordinator in each department, and a records retention schedule that lists all the records held in each department, with a records manager who oversees the entire information systems of the organisation.
Storage of documents may involve:
• Storing files in designated locations
• Storing data in the correct format
• Password protection
• Encryption
• Security
• Back-up schedules
• Storing hard copies
• File naming.
When storing documents you should consider the following points:
• What is an appropriate file type?
• Who has authorised access?
• Appropriate filing location?
Where information is stored depends upon a number of things:
• How often it is accessed
• Who needs access to it
• The security level with which it is classified
• The physical form of the information
• Who is responsible for managing it.
Attachment:- Design and produce business.rar