1A) The organization’s requirement for information entry, storage, output and quality are as follows:
Information entry: The organization will have to use various software and data entry specialists to keep the data accurate, precise, clear and properly formatted. The language used has to plain and simple but the business terms in the reports will have to be explained. The data should be consistent and maintain high standards of grammar. The accuracy of the data entered can be increased by providing the employees with regular breaks and the production can be increased by maintaining deadlines.
Information storage: The information can be stored in a CD Rom, desktop and thumb drive. The data can also be stored in cloud if the user wants to access the data remotely. The personal information of the employees and customers have to be stored securely and has to be retained for a definite period of time .The employees handling sensitive data should sign confidentiality agreements and back up of each data has to be maintained so that the data can be recovered in times of system crashes and failures.
Output and quality of design and production: The business is perceived by the quality of the document production and design. The different business documents should consist of color, tables, graphs and headings. The document should be legible and readable and the important information should be highlighted. The document should be properly formatted and contact information should be included (Novakovic & Huemer, 2016).
2) There are large number of information technology assets, which is used to improve the process of document production and design. The organization should hire skilled workers suitable for digital work and should be aware of the capabilities of the hardware and software used in the organization. The various types of business software that are used in an organization are word processing, database management, desktop publishing, professional invoicing and billing and payroll management.
The technological capabilities are evaluated based on the nature of the organization. The organization should research the different forms of technology available in the market and the type of technology used by the competitors. The organization should take feedback from employees about the performance of the technologies used and suggestions about improving the technology along with improving the cost effectiveness. The elements, which will fall under a direct scrutiny, are visual presentation, document layout, textual element, print speed and quality, standardization of quality, task organization and development of macros and templates (McMullin et al. 2014).
3) The five different types of documents used by a business organization are as follows (Rollins & Lewis, 2014):
Emails: The majority of the companies use emails as a means of immediate communication with customers, employees and the stakeholders. The emails may contain attachments, which may include important documentations. A standardized format and layout is used when a business email is being produced. The text size and the fonts used should be readable. Email can be both formal and informal depending upon the content and relationship with the recipient. The company logo and signature must be included in the format. The email should have a suitable headline in order to grab the attention of the recipient. There are two types of email layouts, one is single column and the other is multi column. The layout will totally depend on the amount and type of content that is being sent. When the message sent is concise then the single column layout is used and when the subject matter is focusing on wider variety of content then the multi column is used. The multi column is generally use in product based and ecommerce emails.
Business policies: There are varieties of policies that are produced by the organization, which may include all the aspects starting from workplace health and safety to data management. The policies should be distributed among the employees and has to be uploaded on to the website. The layout of a business policy should contain policy number, effective date, purpose, policy title, additional authority, responsible party, scope and definitions of uncommon words. The policies should be drafted in MS word and the font used should be Arial 12pt. The margin should be 1inches and all the information provided should be up to date. The acronyms mentioned should be spelled out for the better understanding. The policies should be to the point, succinct and third person should be used while writing the policies.
Letters: The communication technology has made immense progress but still business letters are still sent to the customers, financers and business associates. The letter is generally written formally. There are certain rules that have to be kept in mind while writing a letter. The organization should provide with headed paper, which may include the contact details and the business logos. The data has to be aligned properly while using programs like word. The level of formality and the salutation depends on the nature of relationship with the intended recipient. The full name of the recipient should be used while writing to a professional contact however, the first name should be sufficient while addressing a business associate or a co-worker. The letter should be well structured with a distinct introduction, body and conclusion. The purpose of the letter should be clear and a follow up action if required should be specified. A number for reference purpose might also be included.
Memos: The memos are used to keep the information in the organization private. The memos are short and contain specific details of the business procedures and processes. The memo heading should be at the top of the page and it is addressed generally to all the employees. The memorandum contains announcements mainly but it can also be used for private information. However, it advised not use memos for confidential information.
Invoices: The formatting of the business document will vary depending on the type of business. The invoice includes financial details and contact of the payee along with the details of the purchased goods. The probable payment date should be specified.
4) The above statement is not agreeable because the appropriate standards cannot be achieved and maintained without focusing on the information, budget, resources and technology. The standardization of the document depends on the basic requirement of the client and so different technologies might have to be used. However, if the business organization does not have the required expertise then they might have to take external assistance, which might include professional writers, graphic designers, printers and digital designers (Priego-Roche & Rieu, 2016). Moreover, once the business organization starts relying on external assistance it might become dependent on them and this will in turn increase the budget of the business organization.
5A) The three documents that has been created from the standard templates are letter, invoice and purchase order (Ménard & Ratté, 2016).
Letter: There are number of conventions, which have to be followed while writing a business letter. The letter should contain the header of the business organization and the letter has to be aligned while using the Ms word. The levels of formality and salutations depend on the relationship with the recipient. When the letter is being addressed to a co-worker or a business associate the first name is sufficient for addressing but while addressing a professional contact the title and the full name should be mentioned.
Invoice: The formatting of invoices should be quite particular and it includes the bank account, address and the buyer’s name. The invoice should also include the details of the goods purchased and the due date of payment.
Purchase orders: The purchase orders are provided after the completion of the business transactions. The purchase order comprises of the order request and the confirmation. The request includes the business details, requirements and the payment that has been agreed upon while the confirmation part includes important details regarding the supplier contact, the date and the due date of the invoice.
5B) (Stetson, 2014)
Date
Sender’s address
Recipient’s address
Dear Customer Name,
We are excited to announce that the company will now allow the clients to book a taxi over the internet and the service will not be charged. However, the customers making bookings over the telephone will be charged $10 processing fee on all the bookings made on the telephone.
Sincerely,
The name of the Manager
6) The portfolios of three documents, which will be used for the demonstration, are letter, memo and meeting agenda (Yamasaki & Tokiwa, 2014).
Format of a letter
Date
Sender’s address
Recipient’s address
Dear Customer Name,
(content)
Sincerely,
Sender’s Name
This is one of the basic and standardized formats used for business letters. The letter can be formal or informal depending upon the type of recipients.
Format of a memo
To:
From:
Date:
Subject:
(content)
Regards
(Name)
The above format is a standardized format for writing a memo and this kind of documents mostly includes announcements. Memo can also be private but it is advisable to not use private messages in the memo.
Format of Meeting Agenda
Location:
Date:
Time:
Agenda Details
I.
II.
III.
The above-mentioned format is the standardized format for writing a meeting agenda and it contains the schedule, the topics that has to be discussed and the order of priority.
7) The document can be tested by using following methods (King et al. 2013) and they are as follows:
Focus group: The template will be distributed among group of employees and feedback will be taken from them so that the template can be improved.
One on one interview: The customers might share and explain thoroughly about their individual liking or disliking when interviewed alone.
Surveys: The template will be printed digitally and then will be handed out to various recipients so that they can fill out the survey based on their experience.
Usability Test: The participant will be asked to complete the template depending upon their understanding of the template. The results should be recorded so that further improvements can be made on the template.
The test has been conducted and the feedback shows that the document that has been formatted is of appropriate quality and it contains all the necessary fields required in the document for summons.
Email to the junior employee
Dear employee,
This is to provide a feedback on the template that has been created by you. The document has been tested and the feedback that has been received is positive in nature. The result of the conducted test is satisfactory so keep up the good work.
Regards,
The manager
8) The functions that are used for creating agenda and minutes for an organization are exporting, data transfer and macros (Richardson & Kuhn, 2017).
Exporting: A document can be saved in various formats and they are word doc, pdf and Doc X. This will enable the audience using different versions of the software to view the files.
Data transfer: The documents can be transferred in various methods from one computer to another. The files can be send as attachments in email or it can be uploaded in a removable thumb drives. The files, which are large, can be transferred with the help of cloud-based storage.
Macros: The macros are shortcuts, which are used so that the user does not have to go through the same manual steps repeatedly for changing the document. A button can be assigned for a task such as underlining or strikethrough creation.
9) The three advanced technologies that can be used for development and designing of business document are display features, embedding and formulae (Green et al 2016).
Display features: There are various display features that can be used to create a business document. The features like full screen mode and outline view can be used for correction of errors in both large and small documents.
Embedding: The different elements from various documents can be merged together in a single document such as data formed in Microsoft excel and word can be combined in a single document.
Formulae: The formulas are used in calculating the financial data and used for complex calculations.
10) The macros will have to be tested before they can be executed so that the problems faced can be eliminated. However, after the execution of the macro if the number box shows zero that means that the macro will work perfectly otherwise a dialogue box will emerge which will justify the reason for the improper functioning of the macro (Halvorson, 2013).
The problems identified in a macro can be rectified by editing the macro in the Visual Basic Editor and after making the necessary changes the macro has to be saved for effective execution. While editing the macro if any problems are incurred then assistance can be taken from Visual Editor by pressing F1.
11) Explanatory notes for the new employees (Servant & Schmidt, 2016).
Creation of template
The various forms of standard documents in the organization are letter, memo, purchase orders, minutes, agenda and emails. The company follows a particular type of document standard which includes proper indenting, using of font such as Arial 12pt, highlighting of important aspects, foot notes explaining the difficult terms in the document. The standard documentation also includes proper nomenclature and storage of the file. The developed document should be stored as a back up in the master file in the central computer system.
Testing and editing of macros
There are few changes in the standardization as the company has evolved and some changes are required according to the current needs of the organization. The company has change the documentation style and now instead of using the Arial 12pt it will be using times new roman. The referencing style will be changed to APA and a new template has been designed which will be used from now on. The letterhead has also been changed and so the new adaptations will be made by the starting of the next month.
Explanatory note for experienced staff members
Testing and editing of macros
There are few changes in the standardization as the company has evolved and some changes are required according to the current needs of the organization. The company has change the documentation style and now instead of using the Arial 12pt it will be using times new roman. The referencing style will be changed to APA and a new template has been designed which will be used from now on. The letterhead has also been changed and so the new adaptations will be made by the starting of the next month.
12B) The content and level of the detail depends on the expectation of the users. The expected time interval for the training program should be mentioned. The material has to be divided into smaller parts and the most important points are to be highlighted. The content should be precise, relevant and bullet points have to be used. The material should include screenshots of various instructions that has to be followed (Oh & Chung, 2015). The content has to be rechecked and modified depending on the needs of the users. The information that has to be shared has to be communicated in a simpler fashion of the better understanding of the user. The material has to be reviewed for feedback and the improvements have to be made depending upon the feedbacks. The material will have to be tested to ensure that it is having a desired effect on the user.
13) The name of the document is master file, which is used for storing and monitoring of the standardized documentation. The document can be used for storing the genuine version of the templates and the macro. The file can be kept secured on the central computer system and it is easier to assemble information regarding the usage of the standardized document (Schreiner, M., & de los Reyes, 2016).
The file will be circulated among the trusted employees of the organization and they will make sure the copies of the master document are circulated among the significant employees. The master files are created in such a way that it has parity with the new macros and templates that has been developed. The master file includes instruction relating to the templates and macros. The copies of the master file can be shared through secure network or email. The master file can also be circulated with the help of printed copies and fax. The printed copies of the master file can be stored in a protected filing cabinet. The name of the master file should include the creation date, department and version number so that it can be easily identified. The staff who are liable for the storage of the file should be mentioned in the circular and the digital files can be saved in the Google drive. The access of the master file can be restricted by securing it with a password (Ciffroy et al. 2016).
14)
Dear John,
I have analyzed the document based on accuracy, speed, usability, flexibility, time interval and feedback received from the employees and customers. However, after evaluating the documentation standards it is found that the templates and the macros are not being used in an effective manner. The guidelines given for the use of style and grammar has not been maintained. The documents are also not being saved and stored in the guided way so the standards being followed are inaccurate. The standards will have to be changed and a new business standard has to be created because the present standards used are backdated and organization standards will have to be evolved on the regular basis. I am attaching a proposal, which includes the amendments and changes, that has to be made and other measures required for proper monitoring of the standards. The proposal includes the upgraded documentation standards and the name of the staff members who will have to be informed regarding the relevant changes that has to be made. The staff members who are being informed about the relevant changes will be monitoring the changes and maintain the usage of accurate documentation standards. I will be monitoring the staffs and take further feedbacks from the employees and customers for further improvements.
These matters have to be dealt with an immediate effect so i humbly request you to look in this matter as soon as possible.
15) I personally do not agree to the above-mentioned statements because continuous evaluation and monitoring of the document is an essential part of the management process. A business organization keeps on evolving and so the standardization of the document has to be revised according to the needs of the organization. The evaluation and monitoring of the documentation helps in continuous improvement and helps in identifying the drawbacks by taking feedbacks from the customers and the staffs (Andersen, Kristensen & Pedersen, 2015).
The five different types of documents used by a Soft Consoles Pty ltd. are as follows:
Emails: The majority of the companies use emails as a means of immediate communication with customers, employees and the stakeholders. The emails may contain attachments, which may include important documentations. A standardized format and layout is used when a business email is being produced. The text size and the fonts used should be readable. Email can be both formal and informal depending upon the content and relationship with the recipient. The company logo and signature must be included in the format (Yamasaki & Tokiwa, 2014).
Business policies: There are varieties of policies that are produced by the organization, which may include all the aspects starting from workplace health and safety to data management. The policies are distributed among the employees and have to be uploaded on to the website. The layout of a business policy should contain policy number, effective date, purpose, policy title, additional authority, responsible party, scope and definitions of uncommon words. The policies should be drafted in MS word and the font used should be Arial 12pt. The margin should be 1inches and all the information provided should be up to date. The acronyms mentioned should be spelled out for the better understanding. The policies should be to the point, succinct and third person should be used while writing the policies.
Letters:. The letter is generally written formally. There are certain rules that have to be kept in mind while writing a letter. The organization should provide with headed paper, which may include the contact details and the business logos. The data has to be aligned properly while using programs like word. The level of formality and the salutation depends on the nature of relationship with the intended recipient. The full name of the recipient should be used while writing to a professional contact however, the first name should be sufficient while addressing a business associate or a co-worker. The letter should be well structured with a distinct introduction, body and conclusion. The purpose of the letter should be clear and a follow up action if required should be specified. A number for reference purpose might also be included.
Memos: The memos are used to keep the information in the organization private. The memos are short and contain specific details of the business procedures and processes. The memo heading should be at the top of the page and it is addressed generally to all the employees. The memorandum contains announcements mainly but it can also be used for private information. However, it advised not use memos for confidential information.
Invoices: The formatting of the business document will vary depending on the type of business. The invoice includes financial details and contact of the payee along with the details of the purchased goods. The probable payment date should be specified.
The standardization of the document depends on the basic requirement of the client and so different technologies might have to be used. However, the business organization does not have the required expertise so they will have to take external assistance, which might include professional writers, graphic designers, printers and digital designers. Moreover, the budget of the company will be more because of the external assistance required (Richardson & Kuhn, 2017).
The organization will hire skilled workers suitable for digital work and should be aware of the capabilities of the hardware and software used in the organization. The various types of business software that will be used in the organization are word processing, database management, desktop publishing, professional invoicing and billing and payroll management.
The organization will be researching the different forms of technology available in the market and the type of technology used by the competitors. The organization will take feedback from employees about the performance of the technologies used and suggestions about improving the technology along with improving the cost effectiveness. The elements, which will fall under a direct scrutiny, are visual presentation, document layout, textual element, print speed and quality, standardization of quality, task organization and development of macros and templates.
The company has hired experienced staff members who will monitor the production of the standard documents depending upon the guidelines created in the organization and one of the higher up officials will monitor the overall process (Green et al. 2016).
The information can be stored in the document with the help of the various technical aspects. The functions that are used for creating agenda and minutes for an organization are exporting, data transfer and macros.
Exporting: A document can be saved in various formats and they are word doc, pdf and Doc X. This will enable the audience using different versions of the software to view the files.
Data transfer: The documents can be transferred in various methods from one computer to another. The files can be send as attachments in email or it can be uploaded in a removable thumb drives. The files, which are large, can be transferred with the help of cloud-based storage.
Macros: The macros are shortcuts, which are used so that the user does not have to go through the same manual steps repeatedly for changing the document. A button can be assigned for a task such as underlining or strikethrough creation.
The three advanced technologies that can be used for development and designing of business document are display features, embedding and formulae (Rollins, W., & Lewis, S. 2014).
Display features: There are various display features that will be to create a business document. The features like full screen mode and outline view can be used for correction of errors in both large and small documents.
Embedding: The different elements from various documents will be merged together in a single document such as data formed in Microsoft excel and word can be combined in a single document.
Formulae: The formulas will be used in calculating the financial data and used for complex calculations.
A master document will be created and stored securely; the master document will contain all the important data regarding the organization and will be used as a guideline for further usage. The trainees will be provided with a presentation, which includes all the important details regarding the standards followed in the organization. The trainees will be provided with enough time to learn the new standards and they will be monitored so that their mistakes can be rectified (Priego-Roche & Rieu 2016).
References
Andersen, L. B., Kristensen, N., & Pedersen, L. H. (2015). Documentation Requirements, Intrinsic Motivation, and Worker Absence. International Public Management Journal, 18(4), 483-513.
Ciffroy, P., Altenpohl, A., Fait, G., Fransman, W., Paini, A., Radovnikovic, A., … & Verdonck, F. (2016). Development of a standard documentation protocol for communicating exposure models. Science of The Total Environment, 568, 557-565.
Green, A., Richards, I., Smith, S., & Hussain, I. (2016). Embedding evidence based course design principles in curriculum design in a UK and Egyptian University. Journal of Perspectives in Applied Academic Practice, 4(2), 46-54.
Halvorson, M. (2013). Microsoft visual basic 2013 step by step. Pearson Education.
King, A. R. F., Merges III, J. P., Olson, D. E., & Williams III, A. P. (2013). U.S. Patent No. 8,510,714. Washington, DC: U.S. Patent and Trademark Office.
McMullin, K. M., Takhirov, S., Gunay, S., Yarra, S., & Tai, E. (2014). SCANNER AND DIGITAL DISPLACEMENT TECHNOLOGY FOR DOCUMENTATION OF EXPERIMENTAL BUILDING FAÇADE TEST SPECIMENS.
Ménard, P. A., & Ratté, S. (2016). Concept extraction from business documents for software engineering projects. Automated Software Engineering, 23(4), 649-686.
Novakovic, D., & Huemer, C. (2016). Applying business context to calculate subsets of business document standards. Information Technology and Management, 17(3), 203-227.
Oh, J. H., & Chung, Y. K. (2015). A Study of the Use of Documentation Strategies for Presidential Records Collection. Journal of Records Management & Archives Society of Korea, 15(1), 89-125.
Priego-Roche, L. M., & Rieu, D. (2016). A framework for virtual organization requirements. Requirements Engineering, 21(4), 439-460.
Richardson, K., & Kuhn, J. (2017). Learning Semantic Correspondences in Technical Documentation. arXiv preprint arXiv:1705.04815.
Rollins, W., & Lewis, S. (2014). A Comparison of Processes Used by Business Executives and University Business Communication Teachers to Evaluate Selected Business Documents. Journal of Organizational Culture, Communications and Conflict, 18(1), 139.
Schreiner, M., & de los Reyes, C. (2016). Social Practice Artists in the Archive: Collaborative Strategies for Documentation. Urban Library Journal, 22(2), 1.
Servant, V. F., & Schmidt, H. G. (2016). Revisiting ‘Foundations of problem?based learning: some explanatory notes’. Medical education, 50(7), 698-701.
Stetson, R. (2014). Mail Merge Course. BookRix.
Yamasaki, T., & Tokiwa, K. I. (2014). A method of readability assessment for web documents using text features and html structures. Electronics and Communications in Japan, 97(10), 1-10.
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