manage business document design and development
Jasjeet
BSBADM506-Presentation.pptxEstablish Document Standards
BSBADM506 Manage document design and development
Session 1
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What skills will you need?
In order to work effectively as an administration officer you must be able to;
Identify organisational requirements for document design and production
Evaluate the organisation’s present and future information capability
Identify the documents used and required by the organisation
Establish documentation standards and design tasks within budget and technology requirements
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Identifying requirements
Organisations have different requirements and use a variety of tools for managing their documents
It is part of your job that you become aware of these requirements
Organisational requirements for document design include guidelines, and design elements such as company logo, image, colour schemes, document types, etc.
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Understanding and following organisational requirements
Most organisations will have guidelines when they publish documents.
Most companies, sensitive about their brand and/or public image, will have style guide, which outlines all the required design elements and styles.
The organisation may also have specific copyright guidelines, which follow the laws set by the copyright protection act 1968.
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Policy and procedures:
Most organisations will have guide outlining standard production process to take
File naming and storage
Procedures for how to manage electronic files
-How to name your files (file naming system)
Security
Sensitive material may require password protection
Understanding and following organisational requirements
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Copyright: the original expression of ideas, not the ideas themselves, e.g. original works of art, literature, music, films, broadcasts and computer program
It is extremely important for manager to be aware of copyright and intellectual property concerns
Copyright material includes:
All forms of written text
Images
Logos and photos
Layout design - This includes MS Office templates
Understanding and following organisational requirements
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To avoid unpleasant and costly copyright action, it is important to ensure that all the elements are originals.
If you are unsure about the rights ownership of any element you are using, check with a supervisor early.
Understanding and following organisational requirements
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Business documents
In a typical office environment, business documents can be any of the following
Spreadsheets
Word documents
PowerPoint presentations
Policies and procedures
Research papers
Reports
Newsletters
E-mails
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Document production
Printing and binding options
Decisions relating to the printing and binding options affect the quality outcomes of documents, possibly influencing the message that your document convey.
Quality does come at a cost and it will be important for you to balance the need for quality with the constraints of cost
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Colour: Full colour, black and white or greyscale
Printing machine: photocopy digital print or offset printing
Paper weight: from 60gsm to 180gsm
Brightness: white papers measure between 60%~90% brightness. Bright paper make your text and colours look cleaner
Acid-free paper: saves the paper from turning yellow over time
Cotton paper: premium paper contains 25%~100% cotton fibres
Document production -printing options include
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Cover stock: heavy weight papers ideal for covers, business cards, brochures, catalogues, and folders
Die cutting: uses a metal-edged die or laser to cut shapes for decoration
Embossing: uses pressure create raised letters or designs on paper
Felt finish: soft textured surface that is ideal for special techniques such as embossing and foil stamping
Fibre: Thread-like structures, generally from cotton or wood
Finish: the surface quality of a sheet of paper include smooth, vellum, felt, laid, and linen
Foil stamping: metallic foil, in one of various colours, transferred through a stamping process onto paper
Document production -printing options include
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Saddle stitch: staples the booklet along the fold. Easy to produce and a low cost option
Wire-O-binding: known as loop binding, and ring wire binding. Allowing its pages to open 360 degrees
Plastic comb binding: consists of a strip of plastic running the length of the spine, with rib like plastic fingers that hold the pages through rectangular punched holes
Spiral binding: either plastic or metal and resembles a spring.
Ring binder: the paper is punched and inserted into the ring binder. durable
Document production -Binding options include
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Process- Developing business documents in the modern office
Tools of the modern trade
The internet has a rage of tools that are free, easy to use and designed for the modern office
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Scope
Design
Produce
Finalise
Documentation standards and design task
The next step is to establish documentation standards and design tasks to fit in with the budget and technology requirements
The standards and design tasks may include:
Binding options- does your documentation need to be bound? If it does, which types of binders would best suit, spiral or comb?
Colour copying- does your document need to be in colour?
Print quality- does your document have to be printed in high quality? The higher the quality set, the longer time will take to print your document.
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