Reference no: EM132373052 , Length: word count:1600

Manage Business Document Design and Development Assignment -

Assessment 1 - Activity Tasks

Complete the following activities individually or in a group (as applicable to the specific activity and the assessment environment).

Task 1 - Objective - To provide you with an opportunity to identify organisational and legislative requirements for information entry, storage, output, and quality of document design and production.

Activity -

1. Considering your own organisation, outline the requirements for information entry, storage, output, and quality of document design and production.

2. Summarise any relevant legislation that should also be taken into consideration.

Task 2 - Objective - To provide you with an opportunity to evaluate organisation's present and future information technology capability in terms of its impact on document design and production.

Activity -

1. Give examples of the different types of software that is currently used within your organisation to design and produce business documents.

2. What impact do you think they have on the actual design and production of your documents?

3. Now consider the future of your organisation and the software used within it. What do you think will happen in terms of information technology capability and what impact do you think this will have on the design and production of business documents?

Task 3 - Objective - To provide you with an opportunity to identify types of documents used and required by organisation.

Activity -

1. Give examples of the different types of documents that are used and required by your own organisation.

2. Imagine that you have been given responsibility for highlighting the benefits of a brand new business process. Which forms of documentation would be suitable for this purpose?

Task 4 - Objective - To provide you with an opportunity to establish documentation standards and design tasks for organisational documents in accordance with information, budget and technology requirements.

Activity -

Choose one organisational document and establish the documentation standards and design tasks for this document. Ensure that you refer to information, budget and technology requirements.

Task 5 - Case Study A - Editing a template

Ensure your edited template coincides with the following guidelines:

• Consider the purpose of your template: is it formatted in the most appropriate way to fulfil its purpose?
• Who are the audience of your template?
• Is the choice of information based upon the objectives that you are striving to meet?
• Does it Include clearly defined paragraphs?
• Does it incorporate visual elements, to stimulate thought, and engage the audience?
• Include headers, footers, and page numbers for the reader's convenience
• Use appropriate language and include explanations where necessary
• Apply consistent formatting principles
• Check documents thoroughly, before distribution.

Objective - To provide you with an opportunity to ensure standard formats and templates suit the purpose, audience and information requirements of each document.

Activity - Refer to Case Study A.

Select a standard template from your organisation. Review and edit the templates so that it suits the purpose, audience and information requirements of each document.

Task 6 - Case Study B - Reviewing for readability

When editing your document for maximum readability, ensure you coincide with the following guidelines:

• Break up any textual blocks and include headings for enhanced understanding
• Keep your sentences and paragraphs reasonably short
• Make good use of white space.

You may consider these elements of style:

• Appropriate page alignment and size
• The use of colour
• Use of bullet points and text alignment
• Choice of typography
• Arrangement of textual elements
• Use of headings and textual highlights
• Use of a layout grid
• Inclusion of white space
• Use of text boxes and borders.

Objective - To provide you with an opportunity to ensure document templates enhance readability and appearance and meet organisational requirements for style and layout.

Activity - Refer to Case Study B.

Using the templates that you created in Activity 2A, review and edit them where necessary to enhance readability and appearance.

Task 7 - Objective - To provide you with an opportunity to test templates, obtain organisational and user feedback, and make amendments as necessary to ensure maximum efficiency and quality of presentation.

Activity -

1. What methods does your organisation use to test templates?

2. What are the key success criteria?

3. Get into groups of three or four. This is your focus group.

Take it in turns to test one of your templates from Activity 1A and gather feedback from the group members.

4. Using the feedback given by the group members, outline any amendments that you feel should be made. Why do you think these amendments should be made?

Task 8 - Objective - To provide you with an opportunity to evaluate complex technical functions of software for their usefulness in automating aspects of standard document production, and match requirements of each document with software functions to allow efficient production of documents.

Activity -

1. Choose a type of document that you would be responsible for designing and producing within your organisation. What technical functions would you be expected to use when creating that document? Your chosen technical functions should match the requirements of your chosen document.

2. How do your chosen technical functions work?

Task 9 - Objective - To provide you with an opportunity to test macros to ensure they meet the requirements of each document in accordance with documentation standards.

Activity -

1. Create a macro that can be used for a business document in Microsoft Word. Provide a step-by-step (with screenshots) account of your methods.

2. Now test your macro and provide a step-by-step (with screenshots) account of the process.

3. Does your macro meet the requirements of your particular document? How does or doesn't it?

Task 10 - Case Study C - Preparing notes

In preparing your notes, ensure you coincide with the following guidelines:

• Use a structured list format when providing instructions on the use of templates and macros
• Ensure your list is formatted in a clear and highly logical order
• Explain any technical terms
• Keep notes brief and succinct.

Objective - To provide you with an opportunity to prepare explanatory notes for the use of standard templates and macros using content, format and language style to suit existing and future users.

Activity - Refer to Case Study C.

Think about the templates and macro that you have developed in previous activities. Choose one and develop explanatory notes for the use of it. Ensure that you use content, format and language style to suit existing and future users.

Task11 - Objective - To provide you with an opportunity to develop and implement training on the use of standard templates and macros and adjust the content and level of detail to suit user needs.

Activity

1. Think about your own organisation. Which methods of training would be used to update employees on the use of templates and macros?

2. You are responsible for developing and implement this training. How would you approach this? Create a plan for how you would develop and implement the necessary training.

Task 12 - Objective - To provide you with an opportunity to produce, circulate, name and store master files and print copies of templates and macros in accordance with organizational requirements.

Activity -

1. Refer to your templates created in Task 5 and your macro created in Activity 3B.

If these were to be your master files, what would you name them and how would you store them? Keep your organisation's requirements in mind.

2. Print off copies of your new master files and attach a copy to the workbook. Again, keep your organisation's requirements in mind.

Task 13 - Objective - To provide you with an opportunity to monitor use of standard documentation templates and macros, and evaluate the quality of documents produced against documentation standards, and review documentation standards against the changing needs of the organization, and plan and implement improvements in accordance with organizational procedures.

Activity -

1. What systems has your organisation established for the maintenance of standard documentation templates and macros?

2. How does your organisation identify the need for documentation changes and implement improvements?

Assessment 2 - Report Writing

Objective: To provide you with an opportunity to show you have the required skills for this unit.

This activity will enable you to demonstrate the following skills:

• Learning
• Reading
• Writing
• Oral communication
• Numeracy
• Navigate the world of work
• Interact with others
• Get the work done.

Answer the activity in as much detail as possible, considering your organisational requirements.

A. Create a brief design of a document of your choice. Produce a plan first with sequenced steps and consider time and money constraints. Your document should be produced in accordance with your organisation's policies and procedures, budget and technology requirements.

Design the document clearly selecting the text type, subject matter and language to suit a specific audience and purpose. Then organise the content to support the format and purpose of the product.

Communicate and present information about the document to people in your organisation. Produce a training plan to teach them about it and adjust the presentation style to suit the audience you are communicating with.

Utilise a range of technology equipment and software features available within digital applications to improve and optimise the document.

Monitor progress of the document, gathering and analysing feedback from customers and users. Use the information gathered to evaluate options and make decisions about any amendments or improvements that need to be made.

Assessment 3 - Written Questions

Objective: To provide you with an opportunity to show you have the required knowledge for this unit.

This activity will enable you to demonstrate the following performance evidence:

• Identify the organisational needs, requirements and information technology capabilities relevant to the design and production of documents.
• Establish documentation standards to meet organisational requirements.
• Design, test and amend document templates.
• Develop and implement documentation and training to support use of standard templates and macros.
• Monitor the implementation of standard documentation templates and macros and make improvements in line with organisational requirements.

Answer the activity in as much detail as possible, considering your organisational requirements.

A. Using a document of your choice, design and develop a template that could be used across your organisation. When producing the template, you should take into consideration your organisation's needs, requirements and technology capabilities.

Test this template in a suitable way and outline how it ensures efficiency and quality, then make any amendments if required.

Develop a macro that can be used to automate aspects within your chosen document. Test this macro and outline how it meets the relevant requirements, making any amendments where required.

Develop and implement documentation and training to teach people in your organisation how to use the template and macro. As part of the training, you should do a presentation to the group and also provide written documentation. Take the time to plan and create your presentation and prepare explanatory notes for your audience. Your instructor will arrange a time for you to present it. You should also print copies of your template and macros to submit with the workbook.

Monitor the implementation of templates and macros, gather feedback from everyone using them and make any improvements needed in line with organisational requirements.

Attachment:- Business Document Assignment File.rar