MANAGE BUSINESS DOCUMENT DESIGN AND DEVELOPMENTBSBADM506BPRESENTATION 1

PRESENTATION OBJECTIVESAt the end of this presentation you will be able to:

• 1.1 Identify organisational requirements for information entry,

storage, output and quality of document design and production

• 1.2 Evaluate organisation’s present and future information

technology capability in terms of its effect on document design

production

• 1.3 Identify types of documents used and required by the

organisation

• 1.4 Establish documentation standards and design tasks for

organisational documents in accordance with information, budge

and technology requirements.

ESTABLISHING DOCUMENTATION STANDARDS

What are documents?

• What are some of the everyday documents we are exposed to?

• Are they one off documents or mass produced?

• Are they for gaining information or giving information?

They are divided into simple documents, complex documents and

digital documents.

DOCUMENT TYPES

• Hard copy verses soft copy

• Reporting documents

• Planning documents

• Promotional / marketing material

• Records

• Forms

• Policy and procedures

• Product and price lists

SIMPLE DOCUMENTS

Include:

• Letters

• Fax

• Memo

• Emails

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COMPLEX DOCUMENTSInclude:

• Multiple sections

• Multiple headers and footers

• Different odd and even pages

• Subdocuments

• Primary mail merge documents

• Templates

• Multiple users

• Hyperlinks

• Linked and / or embedded objects captions

• WordArt

• Forms with fields

DIGITAL DOCUMENTS

Include:

• Websites

• Blogs

• Wiki Pages

• Online journals

• Online job advertisements - SEEK

• Social networking pages – Facebook and LinkedIn

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ANALYSE DOCUMENT REQUIREMENTS

Organisational and task requirements are identified prior to

document design.

Who are the key stakeholders using these documents?

• Complex technical functions of the software are evaluated for their

usefulness in fulfilling the requirements of the task

• Document requirements are matched with software functions to

provide efficient production of documents

DESIGN COMPLEX DOCUMENTS

Before starting document production ensure that:

• All relevant software is available (word processing, advanced

desktop publishing)

• Organisational policies and procedures for log on, password

protection, storage and location of data, standard formats,

author’s instructions and use of templates must be followed

correctly

• Document structure and layout should be designed to suit the

purpose, audience and information requirements of the task

ORGANISATIONAL REQUIREMENTS FOR DATA ENTRY AND STORAGE

There are existing organisational standards with which you are

required to comply.

The organisation may have expected data entry requirements which

may include the use of word processing packages, online data entry,

accuracy and speed of data entry.

Similarly there will be organisational standards for the storing of

data; for example using central data base; networking data base;

version controls; data security and access procedures.

DEFINE CURRENT SITUATION

Look at the way documents are used within the organisation. A flow

chart is a useful means for reviewing the complete document system.

This would include reviewing :

• Organisational responsibilities

• Who takes responsibility for document creation

• What hardware you have available to you

• What software you have available to you

• What inputs of data you have

• What outputs are required

• What improvements can be made

• What deficiencies in the system you can notice

ORGANISATIONAL REQUIREMENTS FOR DOCUMENT USABILITY

• Who are the people who will use your templates?

• Who are the people who will read the documents?

It will not matter how accomplished your documentation strategy is if

your key users cannot use the templates or understand the finished

document. So it is vital that you research your audience and

establish their skills and limitations. Any documents you produce

must reflect this understanding.

You may have to define your two levels separately:

• people who are going to use your templates to build documents

• their readers

ORGANISATIONAL REQUIREMENTS FOR DOCUMENT DISPLAY AND PRESENTATION

Are there any design, display, presentation or production standards

with which you are required to comply? Consider such things as

standard:

• Corporate branding (colour schemes)

• Company logo

• Company color scheme

• Established guidelines and procedures for document production

• Disclaimers

• Content restrictions and copy right statement

• Approved templates (look and feel)

ORGANISATIONAL REQUIREMENTS FOR DISTRIBUTION

What distribution methods are to be used for your documents? You

must consider whether you are using an Intranet or some other form

of online distribution. You may be printing in house or commercially.

Perhaps you may intend to distribute via video or CD? The

distribution method may have a direct impact on how you design

your document.

1.2 IDENTIFY OPERATIONAL ENVIRONMENT

Defining the system behind document development is to consider the

environment within which your system will be required to operate.

You will most certainly have some level of IT infrastructure already in

place.

Although the demands of documentation can seem to be low, the

reality is that the computers on people’s desks, and the capacity of

company services, can severely impact on the storage and

distribution of documents across an organisation.

You need to identify and document all aspects for your operational

situation that relate to your documentation project. You may find

that you review and add to this as you gain a greater understanding

of exactly what you are doing, particularly if you are working in a

complex corporate environment.

OPERATIONAL CONSIDERATIONS:

• Data transfer rates

• Where data needs to be moved from and to

• Communication media within the organisation and external to it

• Interface type being developed

• Procedures

• Range of data to be transferred

SOFTWARE AND HARDWARESoftware and Hardware

• What type of software is being used

• Level of hardware within the system

• Networking equipment and format

• Storage requirements and capabilities

Service Volumes

• How much data do you expect to flow through a system at peak

times?

• How much data do you anticipate storing every month, every year?

• What level of data processing do you expect to process?

• What level of outputs do you anticipate processing?

SERVICE VOLUMES

• How much data do you expect to flow through a system at peak

times?

• How much data do you anticipate storing every month, every

year?

• What level of data processing do you expect to process?

• What level of outputs do you anticipate processing?

ESTIMATING FUTURE INFORMATION TECHNOLOGY DEMANDS

• Now that you have established your current capabilities you will

need to consider future demands. These may include:Data transfer ratesAbility to embed dataAbility to export dataAbility to transfer or email data

Do you require:• Form fields• Formulae• Ability to import data• Ability to make a table of contents

or index• Mail merging

• Linking data• Creation of macros• Sorting data

What level of support do you desire?How easy to maintain is the data?Will it run on current systems?

REQUIREMENTS FOR SYSTEM PERFORMANCE

Are there any performance requirements for documents in your

system? Too often, organisational networks can be slow and/or

unreliable when retrieving or saving documents. Has your

organisation had any speed or reliability issues in the past and do

you need to make any change in the future?

Define hardware requirements in terms of:

• Quantity

• Size

• Any specialist equipment needed

This then puts you in a position to outline the requirements for your

new document system.

1.3 DIFFERENT DOCUMENTS AND THEIR PURPOSESStationery, labels and business cards Business Cards

LabelsFax and transmission coversCards and invitationsLetterhead and envelopesDividers and binders

Business Forms Business PlanBids and ProposalsInvoices and statementsIncome and expense reportsPurchase orders

Marketing BrochuresNewslettersFlyersCataloguesGift certificatesMarketing plans

Publications and Education Magazines and reportsBooksTraining manuals

Legal Business and Commercial contractsPleadingsWillsCorporate forms

Letters to customers Sales lettersCustomer relationsCredit and collectionAddressing complaints

Meetings, events and projects CalendarsAgendaMinutesProject management documents

Staffing and management HiringManaging and motivating employeesOrganisational announcementsPolicies and proceduresPayrollEmployee contracts

Finance and accounting Banking and loansAccounts and inventoryPersonal finance

Customer forms RequestsComplaintsComplementsCustomer detail forms

ELECTRONIC DOCUMENTS

• HTML for internet and intranet

• Online help

• Electronic forms

• Computer based training

• CD-ROM

• Video

1.4 STANDARDS AND DESIGN TASKS

You should seek to establish the desired documentation standards in

accordance with the organisation’s information, budget and

technology requirements.

Quality: ensure standards are maintained using drafting, editing and

proofing of documents.

Budget: meet budget requirements for information technology and

document production.

Technology: justifying the use of technology for design and production

with the budget and quality requirements.

WHAT ARE COST CONSTRAINTS?

• Printing – is it cheaper to print in-house or external?

• Equipment – do we have the correct equipment available for this

project?

• Design – do we pay an external designer to develop the document

look and feel, or do we undertake this in house (may take longer,

may or may not be as professional)?

• Stock – In what format are we producing this document – A4

80gsm stock, specialty stock, etc?

• Postage – do the documents fit in a normal envelope, or do we

need to pay extra due the document size?

STYLE GUIDE

When designing a document you should consider such things as

standard:

• Colour schemes

• Logos

• Font – type and size

• Margins

• Layout

• Spacing

• Disclaimers

• Copyright Statements

• Corporate “Look and Feel”

STANDARDISED DOCUMENTS

Standardised documents should always contain the following features:

• Ensure consistency

• Ensure correct grammar and spelling

• Easy to read and consistent formatting

• Ensure professional image for company

• Reduce costs as staff do not need to spend time recreating

document formats or wording

• Save time (as outlined above)

PRESENTATION SUMMARY

Now that you have completed this presentation you will be able to:

• 1.1 Identify organisational requirements for information entry,

storage, output and quality of document design and production

• 1.2 Evaluate organisation’s present and future information

technology capability in terms of its effect on document design

production

• 1.3 Identify types of documents used and required by the

organisation

• 1.4 Establish documentation standards and design tasks for

organisational documents in accordance with information, budge

and technology requirements.