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BSBADM506

Manage business document design and development

Learner Guide

Table of Contents

This unit describes the skills and knowledge required to establish standards for the design and production of organisational documents and to manage document design and production processes to ensure agreed standards are met.

It applies to individuals employed in a range of work environments who require well-developed skills in the use of a range of software packages. They use these skills to establish, document and implement consistent standards of document design within an organisation.

No licensing, legislative or certification requirements apply to this unit at the time of publication.

Administration – General Administration

This section describes language, literacy, numeracy and employment skills incorporated in the performance criteria that are required for competent performance.

Learning skills:

· Actively reinforces own knowledge and skills by training others

Reading skills:

· Evaluates information from complex texts, including organisational policies and procedures

· Extracts and evaluates information from a range of support sources to extend understanding

Writing skills:

· Selects text type, subject matter and language to suit a specific audience and purpose

· Organises content to support the purposes and format of the product

Oral communication skills:

· Participates in verbal exchanges to gain information

· Uses listening and questioning techniques to clarify and confirm understanding

· Presents complex technical information adjusting presentation style and vocabulary to suit audience

Numeracy skills:

· Recognises and interprets numerical information related to budgets

Navigate the world of work skills:

· Recognises and adheres to organisational and legislative requirements

Interact with others skills:

· Actively identifies requirements of important communication exchanges, selecting appropriate channels, format, tone and content to suit purpose and audience

Get the work done skills:

· Applies formal processes when planning complex tasks, producing plans with logically sequenced steps, reflecting an awareness of time constraints

· Systematically gathers and analyses all relevant information and evaluates options to make informed decisions

· Utilises a broad range of complex features within digital applications to improve productivity, optimising software functions for specific purposes.

Performance Evidence

Evidence of the ability to:

· 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

Knowledge Evidence

To complete the unit requirements safely and effectively, the individual must:

· Describe document production processes

· Identify costs involved with the implementation of standard documentation

· Explain the software applications relevant to document design and development in the organisation

· Identify key provisions of relevant legislation and regulations, codes and standards affecting document production

· Outline organisational policies and procedures relating to document production

· List sources of expertise available externally to the organisation or workgroup

Assessment Conditions

Assessment must be conducted in a safe environment where evidence gathered demonstrates consistent performance of typical activities experienced in the general administration field of work and include access to:

· Computer hardware and other document production equipment

· Software applications appropriate to the task

· Media for production of documents

· Samples of high-quality standard documents

Assessors must satisfy NVR/AQTF assessor requirements.

Links

1.1 Identify organisational and legislative 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 impact on document design and 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, budget and technology requirements.

By the end of this chapter, the learner should be able to:

Produce business documents following organisational and legislative requirements

Display data accurately and clearly using appropriate presentation formats

Store data accurately and responsibly following the legislation guidelines.

You will have to meet specific organisational and legislative requirements when producing business documents. It might be necessary to include details of the specific processes and means of distribution carried out by your business. It is also important to account for the laws which relate to businesses in your market and pertain to the states of Australia.

Standards will have to be maintained when producing these documents:

· Emails

· Memos

· Letters

· Reports

· Order forms

· Invoices

· Cash flow statements

· Income tax documents

· Meeting agenda and minutes

· Company promotions.

Your business might employ data entry specialists and use a variety of software for the organisation of essential information. You must ensure that data is accurate, clear, and presented in appropriate formats. The use of plain and simple language is generally advisable. However, you might have to explain specialist business terms. You should aim for consistency in terms of presentation and maintain high standards of grammar and punctuation. Employees may be expected to follow the conventions outlined in a style and formatting guide.

If you want to ensure that your data entry workers maintain high levels of efficiency and accuracy, then it would be worth giving them regular breaks. You should set reasonable deadlines for the production of documents and ensure that all information is reviewed prior to distribution.

There are numerous means of storing business information. You might save files to a desktop computer, CD Rom, or thumb drive. If you require remote access, then it would be worth uploading your business data to the cloud. However, you will have to follow strict rules with regards to privacy and confidentiality. Personal information about employees and customers should be securely saved and retained for a definite amount of time. Employees with responsibility for handling sensitive and valuable information may be required to sign confidentiality agreements. You are also encouraged to keep back-ups of key documentation, in case your digital equipment fails.

If you don’t meet these data storage responsibilities, then there will be a prospect of fraud, discrimination, and other illegal acts.

You must act in accordance with key Australian legislation regarding data storage. The 1998 Australian privacy act includes 13 major principles related to the handling of personal information. It specifies the need to create and follow privacy policies and sets clear boundaries with regards to the types of information that may be collected and recorded. Businesses are expected to take particular care over the collection and dissemination of information related to tax and health.

The quality of your document design and production will have a direct impact on perceptions of your business. You are advised to create a comprehensive list of quality metrics which must be met by different members of your organisation. Consistency will have to be maintained across all departments. You should also follow the conventions specific to the production of different business documents.

You should focus on the following aspects:

· Legibility and readability of text

· Use of tables, graphs, and other visual elements

· Use of colour

· Inclusion of headings

· Distinguishing particular sections of information

· Document formatting

· Inclusion of contact information.

By the end of this chapter, the learner should be able to:

Use different types of business software to enhance document design and production

Evaluate technological capabilities and efficiency of technical equipment at their organisation

Implement plans for how money should be spent on the technological progression of the business.

There are numerous information technology resources which are designed to enhance the process of document design and production. You should consider the availability of suitably skilled digital workers within your organisation. The capabilities of your digital hardware and software must also be taken into account. Your organisation may have assigned considerable amounts of money for the development of a hardware suite featuring desktop computers, laptops, scanners, and printers.

You may use these types of business software:

· Desktop publishing

· Word processing

· Professional invoicing

· Database management

· Billing and payroll maintenance.

You should evaluate technological capabilities in accordance with the scale and specific nature of your organisation. Consider what are you are attempting to achieve in the production of different documents and ascertain the efficiency of your technical equipment. Research the different forms of technology that are available and being utilised by the competition. Decide whether further investment would have a significant impact on your business capabilities. You may question your employees about the performance of technology and cost-effective solutions for improvement. Customers may also be willing to provide feedback on the design and production of business documents.

The availability of technology will have a direct bearing on the following elements of document design and production:

· Visual presentation

· Textual elements

· Document layout

· Print speed and quality

· Organisation of tasks

· Quality standardisation

· Development of macros and templates.

Business technology is developing at a rapid pace. Employees have come to expect access to rapid Wi-Fi internet connections and advanced productivity programmes. It is quite common for modern-day businesses to hire workers with specialist skills in digital marketing, search engine optimisation, and document design. However, you are encouraged to think about the amounts of money that can be realistically allocated to the technological progression of your business. You might have the opportunity to draw upon the existing skills of your workforce or develop appropriate training. It might also be worth delaying investment until the release of brand new business programmes and hardware.

By the end of this chapter, the learner should be able to:

List the different types of documents used and required by their organisation

Use different types of documents to suit various tasks in the business.

Primary forms of documentation required by your organisation:

· Business plans– They should contain your business aims and highlight your strategic vision. You may include an outline of marketing methods and information about the expected financial performance of your business

· Business policies –Your business is likely to produce a variety of policies. They may cover everything from workplace health and safety to data management. The policies may be distributed to employees and uploaded onto your website for public reassurance

· Emails – The vast majority of business use emails as an immediate form of contact with employees, customers, and other key stakeholders. They may contain essential business information and be attached to documents. You might also be keen to harness the power of email marketing

· Memos – If you want to keep organisational information private then it is advisable to send memos. They are usually quite short and contain specific details of business processes and procedures

· Letters – It is still common to send business letters, despite the development of communication technologies. They are usually written in a formal style. The recipients include customers, business associates, and financiers. It is important to follow letter writing conventions

· Business reports – You may choose to write reports about everything from the financial performance of your business to the effectiveness of specific marketing methods. They are usually quite long and include a variety of text and data

· Purchase orders – Your business may use specialist software for the organisation and presentation of purchase orders. They are comprised of the request for goods or services and confirmation that they have been received. Essential details include the date, supplier contact information, nature of items or services ordered, costs, and invoice due date

· Invoices – The formatting of invoices will differ, depending on the business. However, they should include the contact and financial details of the payee, together with details of the purchased goods or services. The expected payment date should be specified

· Spreadsheets – You may use spreadsheets to record and present a range of numerical data about your business. They are typically used as a means of documenting cash flow and sales attributable to specific products and services. You can use the data for the creation of graphs and tables.

· Meeting agenda – Your meeting agenda should include the schedule and any topics that are definitely going to be addressed. It should be circulated to all of the people who are going to be in attendance

· Minutes – The meeting minutes should highlight any details that have been discussed and action points that have been agreed. They should detail the people who came to the meeting and the timings of any key speeches and agreements

· Press releases – You may be expected to write press releases about key business developments. They may highlight the expected release of new products, or major events relevant to the organisation. You can send releases to newspapers and magazines or distribute them online

· Project proposals – You should set out the reasons for strategic decisions and primary business objectives in your project proposals. They may contain details of expected financial performance and measures that will be taken to limit the negative impacts of a particular course of action

· Brochures – Appealing brochures may be distributed to increase the amount of customer interest in your products and services. You may present them to people who visit your business premises or distribute them to prospective customers. Graphic designers may be hired to enhance the impact of your brochures

· Presentations – There are a range of computer programmes which can be used for the development of interesting and visually stimulating presentations. You may use them as a means of summarising information during a business meeting. There is also the option of printing slides for circulation within your organisation

· Technical and user documentation – It may be necessary to outline information about key business processes and procedures in technical manuals and user guides. You should account for the knowledge of your audience when producing such documentation.

By the end of this chapter, the learner should be able to:

Use different technologies to produce appealing and informative documents

Design and produce high-quality documents following specific client requirements, style guides and set criteria

Enlist the help of external personnel if they don’t have the required time or expertise to produce a document.

High standards must be established and maintained if you are to set a positive professional impression and ensure that your documentation fulfils its purpose. It will be necessary to ascertain the specific client requirements and meet criteria for satisfaction. Different technologies may be used in the production of appealing and informative documents. If you don’t have the required time or expertise, then it would be worth enlisting the assistance of external personnel.

The following experts may be of particular assistance:

· Professional Writers

· Graphic Designers

· Printers

· Digital Designers

You should ensure the quality of these design elements:

· Binding – The size and function of your documentation will have a direct bearing on the choice of binding. There is considerable variation in the price and aesthetic quality of different binding types

· Colour photocopy – High-quality printing machines should be used if you are intending on distributing coloured copies of your documentation

· Drawing – You may choose to create diagrams and product representations by hand. Alternatively, you could make use of digital drawing programmes such as Xara and Microsoft Publisher

· Print quality – Good print quality will be essential if your documents are to make the right impression. The choice of printer, print mode and ink will all have an impact on appearance

· Final document presentation – You are encouraged to spend time reviewing your documents before distribution. Co-workers may provide helpful feedback on presentation quality

· Production of graphics – You can integrate various types of images and graphical representations when using word processing programmes. Colours, sizes and formats may all be altered, in accordance with your documentation preferences.

There may be strict requirements regarding the types of information that you include in written documentation. You should take account of the intended audience and ensure that their concerns are addressed. It may be necessary to write and format your documents in accordance with style guides and established conventions. Templates may assist you in the completion of data entry tasks.

These textual elements should be considered:

· Language – The choice of language will depend on upon your intended audience. It is generally advisable to write in a simple style for general understanding. Direct phrases and active verb tenses should be used when giving instructions. Any technical terms or jargon should be explained at the beginning of your documentation

· Style – There are bound to be stylistic conventions specific to the types of documents that you are producing. Appropriate typography and balances of colour may be used for readability and quality of presentation. Particular wording styles should be applied consistently

· Format – You should ensure consistency in the formatting of your documents. The choice of headings, fonts, bullet points, and other stylistic elements should be maintained. You are advised to make use of document templates

· Drafting – You might have to produce numerous drafts and obtain organisational approval before documents are finalised for distribution. Outlines may be used in the organisation of information

· Editing – Poor standards of grammar and punctuation will reflect badly on your business. It is advisable to use word checking tools once the information has been entered. However, you should also take the time to read through and ask colleagues for feedback. Consider the organisation and logical progression of your documentation.

Considering your budget and technological requirements

There are a number of financial aspects which should be taken into consideration when producing business documents. You may have to decide whether it would be more cost-effective to develop style guides and train your staff members than to enlist the assistance of external professionals. You should also consider the potential impact of different technologies. You might have the option of investing in brand new software for the production of high-quality documentation. This may result in improved customer relations and enhanced promotion. Hardware upgrades may be made for improved efficiency within your organisation. You should analyse the expected benefits, in light of financial availability. It is also important to account for the competitive edge which new technology may give you.

2.1 Ensure standard formats and templates suit the purpose, audience and information requirements of each document.

2.2 Ensure document templates enhance readability and appearance and meet organisational requirements for style and layout.

2.3 Test templates, obtain organisational and user feedback and make amendments as necessary to ensure maximum efficiency and quality of presentation.

By the end of this chapter, the learner should be able to:

Create templates and guidelines for fast completion of certain documents

Prepare and write documents based on the purpose and the recipient’s requirements

Display knowledge and awareness of the audience and their requirements through the documents produced.

We’ve already explained that there are numerous choices of business documentation. However, such decisions will depend largely on what you are trying to achieve and who you are communicating with. You may send invoices to prompt rapid payment. Emails may be sent to remind your employees that they are expected to carry out specific tasks. You can save yourself a considerable amount of time by creating templates and guidelines for the completion of these documents.

Business templates outline the details which have to be filled out by employees, customers, suppliers, and other business associates. Original master templates cannot be overwritten. They may be used for consistency when gathering information and the streamlining of business processes.

These templates may be developed:

· Invoice

· Business plan

· Financial datasheet

· Presentation

· Letter

· Purchase order

It is important to establish the purpose of your written documentation at the earliest opportunity. The choice of information should be based upon the objectives that you are striving to meet. You should write in a suitably persuasive or informal style and include targeted calls to action. It would be advisable to learn as much as possible about the expected recipients of your business documentation. Consider the level of knowledge and explanation that may be required for understanding. Address any concerns or questions that you expect the readers to raise. Preparation will have a direct impact on the success of your documentation.

Email formats

Businesses use a range of email management websites and servers. However, they are expected to use standard formats and layouts in the production of professional emails. Readable fonts and text sizes should be used to ensure that messages are communicated effectively. It is also important to use appropriate forms of address, depending upon your relationship with the intended recipients. Formal or informal writing styles may be chosen, in accordance with the email content. You may also be expected to include company signatures and logos. Time and care should be taken over the creation of suitable email headlines. It is quite likely that your email will be vying for attention against a host of other communications.

Letter formats

You will be expected to follow a number of conventions in the production of business letters. Your organisation may provide headed paper, including contact details and business logos. However, you may be expected to align the relevant details when using word processing programmes. You may use different salutations and levels of formality, depending on your relationship with the intended recipient. You should use the full name and title when writing to a professional contact. The first name may be sufficient if you are addressing a co-worker or business associate. Your letter should be well structured, with a clear, beginning, middle, and end. You should clarify the purpose and specify any follow-up actions that should be taken. A reference number may also be included.

Report formats

Different structures may be deemed appropriate depending upon the purpose of your business reports. They typically begin with an executive summary, which highlights information contained within the report. There will also be a background section, which details the reasons for writing the report and explains specific terms for general understanding. The reports may continue with information regarding the findings and a discussion of their relevance. There should be a clear conclusion and recommendation for action based upon the report. Style and formatting guides may be consulted for guidance on the inclusion of graphical elements.

Presentation formats

Business presentations are given for a range of purposes. They may be used as a means of informing employees about the implementation of new processes or potential investors about the prospects of financial growth. Digital projections may be organised and slides printed for distribution among the audience. Clear structure is essential, and the presentation should ideally summarise information communicated by an entertaining and engaging speaker. It is advisable to outline one central idea per slide and ensure smooth continuation. Interesting visuals may be included and activities used as a means of breaking the presentation into manageable sections.

Invoice formats

Different businesses are very particular about the formatting of their invoices. However, they usually specify the inclusion of the buyer’s name, address, and bank account. Details of the purchased goods should also be included, together with a due date for the payment. The terms must be met to avoid potentially awkward telephone calls and legal action.

Purchase order formats

Purchase orders may be provided upon completion of various business transactions. They are comprised of the purchase order request and confirmation. The request should include details of your business requirements and the amount that you have agreed to spend. The confirmation will include relevant details of the order, including the date, supplier contact details, and invoice due date.

Meeting agenda and minute formats

The meeting agenda should highlight the various points that are to be expanded upon when employees meet for business discussions. The time and location of the meeting should also be specified. The agenda are usually handed out before business meetings commence. The minutes are produced subsequently. They include names of the attendees, details of apologies that have been sent for non-attendance, information that has been covered, and agreed follow-up actions. The attendees and any individuals with a specific interest in the discussions are given minute copies.

Additional information requirements:

· Include clearly defined paragraphs

· 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.

By the end of this chapter, the learner should be able to:

Produce appealing and readable templates taking into account the purpose and audience requirements

Use all the digital tools available to optimise the templates and end result

Use the organisations style guides when producing business templates to meet expectations regarding style and layout.

You are encouraged to spend time organising and formatting your templates for enhanced readability and appearance. It would be worth spending some time considering the purpose of your templates and how to lay out the specific sections of content. You could create a few outlines and decide upon the templates that are best suited to your business. Such organisation will allow for improved information gathering and improve the professional image of your business. You are encouraged to think about the audience requirements and consider what you want to achieve when issuing the templates. There will be inevitable variation in the layout and presentation of different templates. However, digital tools will allow for the optimisation of everything, from business letters to invoices.

If you want to make a positive impression, then it will be important to consider the appearance of your document templates. You may be concerned about the placement of business logos and essential elements of text. The layout of your document boxes and variation in textual features will also have an impact on perceptions of your documentation. Thankfully you can make use of an assortment of visual enhancement tools when using programmes such as Microsoft Word and PowerPoint. Colour may be used to make your documentation more appealing and highlight key sections of text. Think about the details that you want to include in headers and footers. Design your documentation for optimum usability.

It is quite likely that your organisation will have definite expectations regarding the style and layout of business templates. They may provide informative guides to assist you in the creation of documents for different purposes.

You may consider these elements of style:

· Appropriate page alignment and size – You may have to use specific page margins and place the text boxes in defined areas. The use of portrait or landscape pages may be deemed suitable

· The use of colour – You should consider the ways in which colours balance and contrast within your document. The formality of your documentation will also have some bearing on colour

· Use of bullet points and text alignment – Your organisation may specify the types of bullet points that should be used in different documents. You may also use different alignments and indentations to maintain interest and draw attention to key sections of text

· Choice of typography – You can use different types of fonts to distinguish between sections within your documentation. You should also consider the effects of punctuation upon the implied meaning of your content.

Additional layout considerations:

· Arrangement of textual elements – You will have to decide how to order the information and set it out on the page

· Use of headings and textual highlights – You can break the information up and draw attention to the key elements when using headings

· Use of a layout grid – You can use a layout grid to organise the information on the page and ensure that it follows a logical order

· Inclusion of white space – It is essential to include distinctive spaces, to break up your document, and enhance readability

· Use of text boxes and borders – Clear text boxes and borders can create a divide between different sections of text.

By the end of this chapter, the learner should be able to:

Create a selection of template concepts for testing by the organisation and customers

Use feedback to make changes and improvements to documents

Implement any reasonable suggestions for improvement in the business.

It’s worth creating a selection of template concepts, for testing in accordance with your organisational requirements. You should seek the feedback of different staff members and identify the templates that will be most effective. There is also the option of sending business templates to existing customers and obtaining feedback. Changes and improvements should be made at the earliest opportunity to reduce the chance of complaints later on. Your documents should have a definite purpose, and they should be clearly presented for clarity and understanding.

You can test your templates in the following ways:

· Focus groups – This would involve the distribution of your templates among a group of employees, or customers. They would be asked to suggest possible means of improvement.

· One-on-one interviews – People may be prepared to give thorough explanations of their thoughts when surveyed on an individual basis. They may give detailed explanations of the reasons for liking or disliking business templates. However, it is important not to ask leading questions.

· Surveys – You could distribute digital or paper-based templates and then ask the recipients to complete surveys based on their experiences.

· Usability testing – You should develop clear expectations regarding the completion of business templates before carrying out usability testing. The participants will be asked to complete the template, and you should consider the ease of understanding and finishing set tasks. The results should be recorded for the identification of potential improvements.

Your organisation may take account of different success criteria upon the completion of template testing. However, the main issues will be the speed and accuracy of completion. You may also be interested in finding out what the testers think about the presentation of your templates. It is quite likely that you will be overwhelmed by the amount of customer feedback. However, you should consider the trends and issues that are identified by large numbers of people. You are advised to implement any reasonable suggestions for improvement and make it clear that you have taken feedback into account.

These suggestions might be made:

· Increased personalisation

· Inclusion of brand names and logos

· Simplification and explanation of business language

· Increased user control over the templates

· Inclusion of additional space for detailed responses

· Addition of visuals, to clarify meaning and break up the text.

3.1 Evaluate complex technical functions of software for their usefulness in automating aspects of standard document production.

3.2 Match requirements of each document with software functions to allow efficient production of documents.

3.3 Test macros to ensure they meet the requirements of each document in accordance with documentation standards.

By the end of this chapter, the learner should be able to:

Use advanced technical functions of software to produce business documents

Use the latest word processing and presentation programmes to incorporate styles, create graphs and optimise images.

Demonstrate technical knowledge by matching the requirements of each document with software functions.

You’ll find that there are a great range of advanced technical functions, which can aid you in the organisation and presentation of business documents. The latest word processors and presentational programmes allow you to incorporate styles, create informative graphs, and optimise images. You should acquaint yourself with the different features and decide those that will be of particular use in the production and maintenance of business documents.

You can expect to utilise these functions:

· Data transfer – There are a number of ways of transferring documents between computers. You can send files as email attachments, or upload them onto detachable thumb drives. Cloud based storage systems may be used for the transfer of particularly large files

· Display features – You’ll find that there are various display features, which may be used when creating business documents. The full screen reading mode in Microsoft Word is of particular use when scanning your documents for errors. The outline view may be used for the editing of particularly large documents. You also have the option of zooming out and observing multiple pages. The clipboard can hold up to 24 textual sections, for movement within your document

· Embedding – You can embed elements from different programmes within one central document. Data produced in Microsoft Word and Excel can be effectively combined. This will mean that you don’t have to send multiple documents

· Exporting – You can save your documents in numerous formats including PDF, Word Doc and Doc X. Such files may then be exported to other computers. This will allow the files to be viewed by users who are using different versions

· Fields – You’ll discover that fields are of particular use when incorporating information about the documents that you are creating. It is possible to include numerous details, such as the number of characters, author name, and page number. Dynamic fields change as you alter the documents. This reduces the amount of time and manual effort required

· Form fields – There are numerous fields that can be added to your business forms. You may choose to include tick boxes or signature lines for optimum usability

· Formulae – Formulas are particularly useful when it comes to the creation and analysis of financial documents. You can use them to add certain elements together or perform complex multiplications. The formulas adjust in accordance with any document changes that you make

· Importing – You can import sections of data from one document into another. This is a particularly effective way of combining numerical data and wording. It is helpful when creating reports

· Index – It is possible to index different forms of essential business information. Invoice and customer numbers are just a couple of the choices. This information can be collated within a database and linked appropriately.

· Linking – It is possible to incorporate links between different sections of documents. This is particularly useful if you require rapid access to specific information

· Macros – We can implement macros as shortcuts, instead of going through a series of manual steps each time we want to change a document. An example would involve the assignment of a button for a particular task, such as underlining, or creating a strikethrough

· Merge criteria – We can merge two sets of data and maintain the same sorting criteria (numerical or alphabetical), for enhanced organisation within documents

· Sort criteria – There are numerous options when it comes to the sorting of criteria. Automatic sorting can be completed quickly and easily for the effective presentation of information

· Table of contents – You can create a table of contents for an overview of information contained within a document. It is also possible to link the different sections for rapid access. This will mean that you don’t have to considerable amounts of time searching for specific information. It is also possible to rapidly update the table of contents upon project completion.

You can use this table format as a means of linking software functions with specific documents:

By the end of this chapter, the learner should be able to:

Create a macro/shortcut for the organisation of numerical data to help in producing financial datasheets

Use the step by step process to test the effectiveness of macros

Implement any changes that need to be made to improve performance.

It has already been explained that macros are shortcuts which are assigned for the efficient completion of document procedures. You can record these shortcuts when using the Microsoft Office suite and use them whenever necessary. A shortcut for the organisation of numerical data may be useful when creating financial datasheets. Alternatively, you could use a button for the alignment of images and graphs within business documents. It is advisable to use a step by step process when checking the effectiveness of your macros. This will allow you to identify the performance of each function and see whether any changes should be made.

To create a Microsoft Word macro you must:

1. Go to the view tab and select the drop down macros menu

2. Click on the record macro button

3. Click on button and assign the macro to the quick access toolbar

4. Enter an appropriate macro name and assign a symbol if so desired

5. Complete the documentation function while the macro recorder is switched on

6. Press save and stop recording the macro.

Follow this macro testing procedure:

1. Access the drop down macro tab and click view macros

2. Select the macro that you’d like to test and click on the run button

3. Specify that you’d like to carry out a step by step assessment of the macro

4. If you see a zero in the macro number box, then the process step will work effectively

5. If any problems are identified, then a dialogue box will appear and explain the reasons

6. You should press ok for details of the specific action which failed

7. Take note of the action name, error number, and any other information before making the changes in the Visual Editor

8. You may choose to return and edit the macro for increased efficiency. It is also possible to assign macros to groups for combined action within a document.

If editing is necessary, then follow these steps:

1. View your macro in the normal way

2. Choose from the selection of available macros

3. Click on the edit button

4. View details of your macro in the Visual Basic Editor and make amendments as necessary

5. Resave the macro and the changes will be applied

6. If you require additional assistance, then click on F1 when using the Visual Editor.

4.1 Prepare explanatory notes for the use of standard templates and macros using content, format and language style to suit existing and future users.

4.2 Develop and implement training on the use of standard templates and macros and adjust the content and level of detail to suit user needs.

4.3 Produce, circulate, name and store master files and print copies of templates and macros in accordance with organisational requirements.

By the end of this chapter, the learner should be able to:

Create explanatory notes providing information for the use of templates

Trial macros and various templates so you can gain a good understanding of how they work before advising others

Write notes using content, format and language to suit the individual learner, also taking into account their level of technical expertise.

You will need to have a comprehensive understanding of the various templates and macros if you are to provide accurate information about their use. It is important to trial them and explore the range of applicable software functions. This will enable you to write with the learner in mind. You should also consider the technical expertise of the people that you are writing for. Some may be completely new to the use of macros and templates. Others may have a wealth of technical expertise. Your content should be written accordingly.

You might have to create explanatory notes on the following topics:

· The creation of templates for professional use

· Information that should be included in existing templates

· The development, testing, and editing of macros.

There are numerous ways of creating explanatory business notes. You might jot them down in notebooks, or use the advanced note-taking capabilities of a tablet. You may choose to use structured bullet points to record key points. It is advisable to use easily understandable language. If technical terms are deemed essential, then explanations should be given. You also have the option of including sketches, to clarify the meaning of your text. However, there’s a chance that you’ll be restricted on the amount of time for note-taking.

You can use the following means of note circulation:

· Email

· Sticky notes

· Note-boards

· Text messages

Including essential content

You are encouraged to use a structured list format when providing instructions on the use of templates and macros. There should be a clear and highly logical order, from beginning to end. It is worth re-emphasising the importance of accounting for the specific needs of the note readers. You should explain any technical terms at the earliest opportunity. Your notes should be brief and succinct. It may be worth pointing your readers to additional sources of information regarding any topics that are difficult to comprehend. Care should be taken over the storage of paper and digital notes. You will have the added convenience of being able to rapidly amend any notes that are saved on the computer. However, you should use file names and documents that are obvious and accessible. If you’re unsure whether your notes are suitable, then ask for the opinion of a trusted colleague.

By the end of this chapter, the learner should be able to:

Carry out a training needs analysis to examine what skills employees already have and how much training they require

Plan and produce training materials to teach someone how to use templates and macros from scratch

Consult technical experts to ask them for help and advice on training and implement any changes needed to improve it.

There are numerous ways of training employees in the use of standard templates and macros. However, the first step will be to carry out a training needs analysis. You should consider the skills that your employees already possess and how much training they realistically require. It is also worth considering the amount of time and money that you have to invest in the development and presentation of training materials. The need for training should be reviewed on a regular basis, and you should ensure that relevant personnel are up-to-date with regards to their technical skills.

You should learn as much as possible about the templates and macros before drafting your training materials. Have a go at training somebody who is completely new to the use of templates and macros. Identify the problems that they experience and plan the most appropriate training steps. You should also consult fellow technical experts and ask them for advice on training development.

You may choose from the following training options:

· Focused group discussions

· E-learning

· Video training

· On-the-job training

· Mentoring

· Development of training manuals and courses

· Sessions led by external professionals.

You should remain focussed on the expected users of any training materials. They may have a limited amount of time to learn about the use of templates and macros. It will be necessary to highlight the amount of time expected for completion of the training and level of knowledge required. You are also advised to break the training up into sections and highlight the most important points. You should use short paragraphs and bullet points. The content should be highly relevant and concise. The active voice and verbs may be used to prompt the user. It might be worth including screenshots to clarify the meaning of any instructions that you give.

Time should be spent reviewing and optimising your content for the learner. You should identify and discard any sections that don’t anything to the overall meaning of your text. Make sure that the training fulfils its purpose and that technical information is communicated in an easily understandable manner. Don’t rely exclusively on digital spelling and grammar checkers. Ask knowledgeable staff members to review the training and identify any areas of improvement. Carry out a trial and ensure that the learners can comprehend and act upon the training.

By the end of this chapter, the learner should be able to:

Create and name master files to store templates and macros, making sure they include all the required information

Store print copies of templates and macros as a back-up if computer equipment fails or files are lost

Circulate and grant master file access to trusted technical staff, providing them with the passwords.

Master files are created for the purpose of storing original versions of templates and macros. They may be securely saved on a central computer, and access may be restricted to key technical personnel. It is possible to collate all of the information regarding the use of macros and templates within one main master file. Your organisation may also opt to store print copies of templates and macros in case the computer equipment fails and the saved files are lost.

You should follow these steps for the creation of a master file in Microsoft Word:

1. Open and save a blank document

2. Click on the view tab and select the outline view

3. Click on the show document button on the main ribbon

4. Select the insert option and choose the file that you want to assign to a master document

5. Double click on the file that you want to include in the master document

6. Insert any additional files into the master document and save when the process is complete.

You are encouraged to circulate and grant master file access to trusted technical staff. They will ensure that copies are securely stored and distributed to relevant staff members. Master files should be created, in accordance with the development of new macros and templates. They should include details of how to access and update the files. You may share master copies via email, or a secure computer network. Alternatively, you may print copies and circulate by hand and fax. They may be stored in well organised and highly secure filing cabinets.

You are advised to name master files appropriately for easy identification. You should specify the date of creation, version number, and department which the master file relates to. If you’re circulating paper copies, then you should include the names of any staff members responsible for safe storage. Digital files may be saved securely in Google Drive or Dropbox. You may specify passwords, for restricted access to your master files.

5.1 Monitor use of standard documentation templates and macros, and evaluate the quality of documents produced against documentation standards

5.2 Review documentation standards against the changing needs of the organisation, and plan and implement improvements in accordance with organisational procedures

By the end of this chapter, the learner should be able to:

Trial document templates and macros to evaluate effectiveness of them

Review macros and templates on a regular basis, and carry out surveys to gather feedback on the documentation

Implement any changes required to documents or produce new ones depending on feedback gathered

Inform the relevant staff how to make updates and communicate any details of amendments with them.

You are encouraged to evaluate the effectiveness of your documentation templates and macros. The first stage of evaluation should be a trial to ensure that the information can be understood and that the processes are completed efficiently. If the templates and macros are deemed suitable, then you should establish performance categories for continuous monitoring. You may be concerned with the effects upon worker efficiency and minimisation of cost. It would be worth carrying out regular surveys and finding out what your employees think about the documentation.

You may consider the following success criteria:

· Speed and accuracy of template completion

· Effectiveness of macro processes

· Amount of time taken to adapt to the introduction of new templates and macros

· Feedback from employees, customers and other document users.

It is likely that your organisation will have defined standards regarding the creation and maintenance of business documentation. Some standards will apply exclusively to specific macros and templates. You should ensure that such standards are realistic and measurable. Some information may have to be written in accordance with organisational style guides. There may be specifications regarding the type of language and style that is used.

You should review your macros and templates on a regular basis. It may be necessary to make amendments, for improved rates of completion and accuracy.

You could outline your evaluation in a table like this

It is likely that you will create new documents and make changes as your business develops. The documents should be trialled, and you should take user feedback into account. It would be worth carrying out trials and monitoring the completion of macros and templates. This will allow you to identify any problems and means of improving your business documents. Clear instructions and guidelines should be given, detailing the analysis and maintenance of essential business files.

You should include details of how to carry out the following procedures:

· Make amendments and track changes

· Distribute files across your organisation and obtain feedback

· Collect and identify particularly important documentation reviews

· Approve the distribution of finalised documents.

These standards should be considered:

· Production and management of files

· Elements of style and grammar

· Document design and formatting

· Accessibility of information

· Document reviews and updates.

It may be necessary to update style guides and instructions relevant to particular documents. You should also consider investment in documentation software for the purpose of updating and maintaining records regarding business use.

Plans for the improvement of your documentation

If you want to ensure the comprehensive improvement of your business documentation, then you should create clear plans of action. You may identify particularly impressive examples of documentation, which can be used as a basis for any changes. Relevant staff members should be informed of how to make updates and communicate details of amendments. The details of document changes should be recorded for later reference.

At the end of your Learner Workbook, you will find the Summative Assessments.

This includes:

Skills assessment

Knowledge assessment

Performance assessment.

This holistically assesses your understanding and application of the skills, knowledge and performance requirements for this unit. Once this is completed, you will have finished this unit and be ready to move onto the next one – well done!

These suggested references are for further reading and do not necessarily represent the contents of this unit.

Websites

What makes a good document: https://www.reading.ac.uk/web/FILES/simplification/SC2CriteriaGoodDoc-7.pdf