Case study

Section A

To create a document for the organization one must go through following steps
1. Be objective. Good design is not about your personal preferences. Sure, certain aspects
of your personality will show through in anything that you create, but at the end of the day,
you're designing your business document with a singular purpose: to communicate an
important idea, concept, or story. Your goal is to please the audience reading your
publication, not your grade eleven art teacher.
2. Design, don’t decorate. Good design is about making your document easier to read by
visually guiding the readers' eyes to the most important information first. Embellishments
such as unnecessary flourishes, bullet points that look like emoticons, or serial exclamation
marks (!!!!) will distract readers from your main message.
3. Understand your text before you begin. What tone do you need your document to
convey? Is the document filled with serious information (i.e.; a critical incident report)? If your
document is instructional, how would you lay out the information so that it's easy to follow,
step by step? When you understand the intended tone and purpose of the text, it's much
easier to find the right style and format for your document.
4. Limit fonts to no more than three different styles. Two is even better than three. Use
sans serif fonts for headlines and subheadings, and use serif fonts for body text. An example
of a san serif fonts is Arial: it has no 'hooks' on its edges. Serif fonts, such as Times New
Roman, have tiny swooshes that reach out from the ends of the letters. Serif fonts make
reading longer chunks of text easier on the eyes.
5. Use a simple layout grid. You don’t need a grid made up of hundreds of tiny squares
when you begin laying out your document. Instead, divide your page into a 9-square grid,
then follow the rule of thirds. By organizing your layout into thirds, rather than halves and
quarters, you'll keep yourself from breaking rule number 6.
6. Avoid symmetry at all costs. Symmetrical layout is boring and predictable.
Asymmetrical layout based on the golden ratio has been the cornerstone of good design for
over 2,400 years. The golden ratio can be found in nature, too, the nautilus shell being one
of the most well-known naturally made objects linked to the golden ratio.
7. Finally, use colour to unify the entire document. Familiarize yourself with the basic
principles of how the colour wheel works, then choose simple blocks or sections where you
can use a few complementary or harmonious colours (hues). Be careful not to use too many
colours though; you want to leave enough white space to give your readers' eyes a break
from too much visual stimulation.
The chosen document is a meeting minute document. Meeting minute documents have
specific information regarding the venues and people included in the arranged meetings. It
includes what is the agenda of the meeting and what is expected to be discussed during the
meeting.
The document can be mailed to the colleagues once it has been approved by the HR
manager or the Head manager. Any amendments should be made if asked. After the
completion of the meeting one can take surveys regarding the document styles and
presentation. Constructive feedback should also be taken into account.
 Section B

1. Timeframe designing the document and what technological equipment have been used in
production of the document should be consider. Also, how many should be printed out to be
just sufficient to fulfill all needs.

2. A document production process

The process of producing documents is an iterative process involving drafting, checking, and
revising the document. It should continue until a document of acceptable quality is produced.
The acceptable quality level depends on the document type and the potential readers of the
document.
A possible process is illustrated in Figure 1.

3. Step shot guides, Madcap flare, SAP Enable now.

4. 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.
5. Organization’s policies and procedures for document production are –
 the organisation's vision, goals, objectives and priorities
 business and performance plans
 systems, processes and requirements for quality assurance
 specific change initiatives
 legal requirements, for example, occupational health and safety and anti-
discrimination legislation
 standards (such as for ethical behaviour) and protocols
 confidentiality and security requirements
 defined resource parameters.

6. External sources of expertise include external consultants, internet and lesson from
outside experiences.

Section C

Meeting minutes Template

Location: (Address or room number)

Date: (Date)

Time: (Time of meeting starts)

Attendees: (People who will be in meeting)

Agendas: (All agendas that should be discussed during the meeting)

Action item Owner Deadline Status

(Action item 1) (Name/names) (Date) (Progress)