BSBADM506 Manage Business Document Design and Development

Administration team capability

The administration team has identified six key skills that each team member will need to perform at a practitioner/specialist level (see the legend / table of explanation below for clarification of levels) or above:

Legend:

Current business needs for BSBADM506 Manage Business Document Design and Development

In attempting to achieve its wider business goals, Adept Owl has a number of current specific business needs relating to the skills capability/ability and performance of the administration team in designing and using documentation.

Letter mail-outs

One of the most common tasks undertaken by the team is writing letters to both internal and external customers. In all cases such letters need to conform/meet to Adept Owl house styles. Currently letters are created from scratch/start. Mass/large numbers mail-outs present a problem for efficiency as letters are created individually. This practice presents a problem with respect to consistency/regular and wastage of resources. A standard procedure for completing a mass letter mail-out including a mail merge [8] that is consistent/the same with existing letter standards is required. In the interest of budgetary/financial control, only existing organisational software should be required. The entire mail merge process should take no more than 5 minutes to perform.

Expense reporting

One type of document the organisation currently lacks/does not have standard processes for is expense reporting. Staff use a range/many of methods to report expenses. There are several problems associated with this arrangement. Staff complain about the time needed to input expenses. Administration staff complain about the lack of consistency, including incorrect or incomplete coding of expenses. Allowable expenses codes are:

1. Food
2. Transportation
3. Communication
4. Training

A standard procedure for creating expense reports that encourages the use of time-saving macros (code instructions in a computer) is required. In the interest of budgetary control, only existing organisational software should be required. The entire/whole procedure should take no more than 5 minutes to perform.

Future business needs and capability

At this point it is unclear whether the organisation’s software list will be sufficient/enough to take the organisation through the next five years. The advent/arrival of social media platforms (Web 2.0) and their use in both internal and external business communications/marketing and digital/web, computer publishing/web printing technologies present both challenges and opportunities for Adept Owl. Unfortunately, current software capability within the administration team means that the team is barely proficient/skilful to use Microsoft Office and they will likely struggle with complex/difficult document tasks without further training or recruitment to bolster/strengthen capability/performance

Appendix 2: Test questions

Question 1

As a new member of the team you will need to identify organisational requirements.

Referring to the Adept Owl scenario in Appendix 1, the Adept Owl style guide and procedures, identify:

1. one requirement for information entry
2. two requirements for file naming and storage
3. two requirements for output/production or quality of document design and production
4. two compliance requirements – explain how the existing Adept Owl processes help ensure compliance with one piece of legislation and identify and explain one possible code of practice or standard relevant to document production for possible improvement of processes.

Question 2 of BSBADM506 Manage Business Document Design and Development

Evaluate Adept Owl’s present and future information technology capability to satisfy document design and production needs.

1. With respect to human resource capability, where are the skills gaps that exist currently within the administration team?
2. How could the skills gaps/not having enough skills be closed in keeping with organisational practices?
3. What future IT capability needs (both physical and human) could the organisation have with respect to document design and production within the next 2–5 years? Identify at least one source of external advice or information you have used to help you make this evaluation.
4. What changes might be required to the Adept Owl style guide and procedures to (take account/make a note, awareness) of anticipated/expected technological changes?

Question 3

Referring to the Adept Owl style guide and procedures, identify three types of documents used and required by the organisation.

Question 4

Develop a short procedure for either (a) a mass letter mail-out or (b) the creation of an expense report. Ensure your procedures:

5. follow general style requirements of the Adept Owl style guide; include at least two references to the style guide or procedures, for example, storage or use of fonts (types, styles of letters) or headings
6. adhere/stick to to information, budget and technology requirements outlined in the scenario in Appendix 1.

[1] Anti-discrimination legislation - refers to the law on the right of people to be treated equally.

[2] Ethical principles - are the common goals that each organisation/person tries to achieve in order to be successful. These goals include beneficence, least harm, respect for autonomy and justice amongst others.

[3] Codes of Practice - set out industry standards of conduct. They are guidelines for fair dealing between you and your customers, and let your customers know what your business agrees to do when dealing with them. Codes of Practice can relate to a single business, or represent a whole industry.

[4] Privacy law - refers to the laws which deal with the regulation of personal information about individuals which can be collected by governments and other public as well as private organizations and its storage and use.

[5] The definition of a high performing organization relates closely to how an organization strategically uses its resources. Above all, senior managers set goals for all departments and develop a system for measuring progress toward goal achievement, which is also called strategic performance management. In a business, this process is tied to customers and markets. Business leaders and employees must devote their efforts to customer-focused goals and continuously adapt the organization to the market.

[6] People Focused - It means we understand your business is about the relationships you have with your customers, members, users, leads and subscribers.

[7] Legal and Ethical compliance – means doing the right thing by the law and by the person or organisation.

[8] Mail merge - "mail merge" is a process to create personalized letters and pre-addressed envelopes or mailing labels mass mailings from a word processing document which contains fixed text.