MANAGE BUSINESS

DOCUMENT DESIGN AND

DEVELOPMENT
Assessment Task 1

BSBADM506
Diploma of Leadership and management

ANGIE URQUINA
20157
Establish document standards
The Human Resource department of Clarke & Co, a manufacturing company, is
responsible for the management of personnel. Two key functions of the department are
induction of new staff, and ongoing communication with existing staff, regarding company
policies, procedures and expectations.
Currently, the department manages a small number of policy documents which are
periodically created as required. They are often poorly formatted. The HR department has
a shared network drive for storage of documents, however files are often not named so
that they are easily retrieved in the future.
As Clarke & Co grows, so will the level of documentation required, so it is important that a
system to ensure that policy and procedure document are created according to standard
guidelines.

Task 1
Design a survey/questionnaire that can be used to identify organisational requirements
for information entry, storage, output, and quality of document design and production.

Strongly Agree Disagre Strongly

Tick the under de correspondent box agree e disagree
Clarke & Co has a software program to help
manage and store archived files to ease for the
staff the access to work document.
Clarke & Co has proper printing facilities.
Clarke & Co has the proper data base
management system.
Clarke & Co removes information that is out of
date.
Clarke & Co reduces the amount of printing
paper.
Clarke & Co provides quality procedure
trainings to their staff.

Task 2

Design a survey/questionnaire that can be used to evaluate the organisations present and future
information technology capability in terms of its effect on document design and production.
 Strongly Agree Disagre Strongly
Tick the under de correspondent box agree e disagree
Clarke & Co evaluate team work on regular
basis.
Clarke & Co special technicians to analyse
data.
Clarke & Co developed adequate documents
and formats.
Clarke & Co conducts risk analysis and
identifications.
Clarke & Co has the proper data collection
methods.
Clarke & Co has proper communication and
monitoring procedures.
Clarke & Co has proper waste management.

Task 3

Design a survey/questionnaire that can be used to identify types of documents used and required
by the organisation.

Strongly Agree Disagre Strongly

Tick the under de correspondent box agree e disagree
Clarke & Co has easy access to documents for
all the employees.
Clarke & Co has all documents up to date.
Clarke & Co has its document structure clear
and understandable.
Clarke & Co has restrictions in the access of
specific standard documents.
Clarke & Co has all documents that the
employees may require.
Clarke & Co provides quality procedure
trainings to their staff has adequate
instructions for specific standard documents.

Comments

Signature
Task 4
Develop a one-page style guide outlining the standards for designing policy and procedure
documents.
Clarke & Co style guide outline
This guide helps to establish a style and clarify the content for the employees. These
procedures will help employees to accomplish goals and data collections.
Visual style and features of the document
The document must be typed double sided to reduce the use of paper, the title and
audience should be in the front page to clarify the purpose of the document.
Letter and Typing
The document title should be typed in the first page with bold and big letter with the
company name and address.
Paragraph

 The paragraph should be typed double space.

 Subtitle should be marked with number first, then letters.

Font and Size

 Font of Calibri.

 Size 14 for Headings.

 Size 12 for Sub-Headings.

 Size 12 for the Body.

Heading

 Headings and subheading in Bold.

 Extra space between Headings and Sub-Headings.

 Extra space between Sub-Headings and the Body.

Design

 Margins Normal 2.5 cm.

 Line Spacing set at 1.5.

Task 5
Use Appendix 1 ‘Clarke & Co Disciplinary Dismissal Policy’ type and format it in MS Word
according to the style guide you have established.

Dismissal Policy

Clarke & Co

Part 1

1.1. A contract of employment can be ended by the employer or the employee giving the
notice required by the applicable Award or the Industrial Relation Act 1990.

1.2. When the notice is not given, the employees’ wages shall be paid in lieu of notice. Or
the employer may withhold wages due to the employee.

Part 2

2.1. When an employee is found misconducting, the contract of employment may be

terminated immediately without the requirement of notice or payment in lieu of notice.

2.2. Where it is alleged the employees´ misconduct, they shall be provided with details of
the allegations and a reasonable opportunity to respond to allegations prior to a decision
being made must be given.

Part 3

3.1. When the employee’s performance is unsatisfactory, the following procedure should
be followed. This procedure does not prevent an employee being dismissed in accordance
with Part 2.
3.2. The initial discussion which must be informed to the employee as a part of the
process will be provided on an informal basis by the Business manager or the person in
charge.

3.3. If the problems continues an authorised person will discuss with employee:

I. The matter of concern

II. Actions necessary to resolve the concerns and

III. A timetable for improvement to be evidenced

3.4. As a result of this discussion the authorised person will notify with detail the points
mentioned before to the employee in writing regarding those matters in question
discussed per Clause 3.5 above

3.5. This notice will be signed and confirmed by the employee to record the discussion in
(3) above. If there is a disagreement the employee shall have the opportunity for their
view to be placed on the record.

3.6. Appropriate monitoring and counselling shall then be provided to the employee.

3.7. Where the problems are not rectified through the use of the above process, the
employee’s contract of employment may be terminated.

Part 4

In meetings or discussions that are part of the process before mentioned process, the
employee may be accompanied by a Union representative or a person chosen by the
employee.

Part 5

On request the employee will be provided with a written statement with the reasons for
dismissal.
Part 2 - Manage template design and development and Develop
Standard Text for Documents
The policy and procedure documents managed by the Human Resources department at
Clarke & Co are designed to communicate important information to employees about
protocols, systems, rights and responsibilities, and expectations.
The procedures will often require information to be collected or provided, and at times
will reference specific forms. However, these forms do not exist in any set format, but are
usually created by employees as required. The details required are generally outlined in
the policy.
Now that you have established the style guide for the policies and procedures, the HR
manager has asked you to create templates for forms that can be used by all employees in
the organisation. These can be electronic or paper-based, but you must keep in mind that
the staff at Clarke & Co has access only to standard MS Office programs.
b) Create templates for Finance/Accounts Department.

 Petty cash template

A Petty Cash Voucher should contain the money amount, the employee name, manager
signature, money spent and description of the expense.

Petty Cash Voucher

Date _____________
Voucher n° ________

Description $

Total $

Approved by ___________
 Cash received __________

 Reminder Letter template

 The remind latter should use polite communication, tell the client of the age of the
payment and payment method and the penalty of not paying
Clarke & Co
[Customer’s Name]
[Customer’s Address]
[Date]

Dear [Customer’s Name]

This is a friendly reminder that your account with us is xxx days past due. We have
emailed you a detailed copy of your account statements. In the event you have not
received these messages and documents, we have provided a summary of your account
below:

 Invoice number:
 Invoice date:
 Amount:
 Due date:
 Days past due:
 Description:
We would much appreciate if you could let us know the status of this payment. Please
contact us or send your payment of $ xxxxx to the account below by xx/xx/xxxx if you have
not already done so.

We look forward to hearing from you.

Yours sincerely,
[Employee’s name]
[Employee’s position]
Clarke & Co

 Tax Invoice template

 It should contain the company name, company address, client name, client address,
date, transaction description, invoice number, money amount and terms.

 Clarke & Co     Tax Invoice

Business address ______________________
 Company phone number________________
 Company email address_________________
 
Bill To  
Please insert Client’s name Invoice No
 
Please insert Client’s Address Date

Description Quantity Unit price Amount 

Please insert product or service      
name
 
  Total  
  
Enter Bank details
 

Enter terms
 
 Request Letter To Supplier To Review template

Clarke & Co
[Name]
[Address]
[Date]

[Greeting (Mr./Ms./Mrs./Dr., etc) Last Name]:

I am contacting you today to request information on your company's [specific products or

services that you are interested in]. My company provides [description of your
organization's work as it relates to your request] and we are seeking new suppliers. I am
very interested in finding out if your organization's [specific products or services] may
meet our needs.

Please provide details about the products specified here, as well as any additional
offerings that you feel may meet our needs. I am looking for [fill in specifics that you need
such as pricing, availability, specs, samples, etc.]. You can learn more about [insert name
of letter writer's company] at [www.insert-web-address-here.com]. You may submit
information via mail or email using the addresses below.

Please let me know if additional information is needed or if I can answer any questions.
You may reach me between [insert time] a.m. and [insert time] p.m. [insert time zone] at
[insert your phone number] or via email at [insert your email address]. I look forward to
hearing from you soon.

Regards,
[Signature]

[Your Full Name, Job Title]

Clarke & Co
Part 3- Develop and implement strategies to ensure the use of standard documentation
and for maintenance and continuous improvement of standard documentation
Task 1
Write a short report demonstrating how to access, use and complete the template. You
may use “Review” option available in MS Word to put some comments and a completed
template as an example
How to access, use and complete Finance document template
Designed to be customised
Finance document templates for finance department are used for process different type
of transactions. It is completely customizable based on your specific requirements.
Employee could edit the template anytime base on their requirement. However, all edited
file should be properly saved and archived and the editor name should be marked clearly.
Include what you must and can comply with
Finance document template should be used with specific business transactions and
processes. Managers must update and review the document regularly.
To complete the template:
1. Guidance text appears throughout the document, marked by the word Guidance.
2. Enter client and company detail.
a) Enter Business detail shown below.

 Clarke & Co     Tax Invoice

Business address ______________________
 Company phone number________________ Type company
address and
 Company email address_________________ contact detail
 
Bill To  
Please insert Client’s name Invoice No
 
Please insert Client’s Address Date

Description Quantity Unit price Amount 

Please insert product or service      
name
 
  Total  
  
Bank details Type bank
details
 

Enter terms
 

b) Enter client detail shown below

 Clarke & Co     Tax Invoice

Business address ______________________
 Company phone number________________
 Company email address_________________
 
Bill To  
Please insert Client’s name Invoice No
Type client’s
  details

Please insert Client’s Address z Date

Description Quantity Unit price Amount 

Please insert product or service      
name
 
  Total  
  
Enter Bank details
 

Enter terms
 

3. Replace items marked in red with your own wording.

 Clarke & Co     Tax Invoice

Business address ______________________
 Company phone number________________
 Company email address_________________
 
Bill To  
Please insert Client’s name Invoice No
 
Please insert Client’s Address Date

Description Quantity Unit price Amount 

Please insert product or service      
name
 
  Total  
  
Enter Bank details
 
 Enter terms
 

4. Once you have finished work on the template, rename the document and save it in
proper file
Note: please carefully archive the document once you complete the template.
Task 2
a) Create a feedback form as part of the strategy for maintenance and continuous
improvement of standard documentation.

Tick the under de correspondent box Strong agree Agree Disagree Strong disagree
Are Clarke & Co documents easy        
accessible for all employees
Clarke & Co documents structure is        
clear and understandable
Clarke & Co has the proper instruction        
for standard documents at the front
page
Clarke & Co has access to restriction on        
specific standard documents
Clarke & Co has all documents up to        
date
Comments

b) Create a policy on maintenance and continuous improvement of standard

documentation – include how the review must happen in the workplace and the
frequency of the review.
Clarke &Co Documentation Standard Policy
Maintenance and continuous improvement of standard documentation Policy
This policy is ready to be personalized for Clarke & Co needs and should be reviewed every
six months.
Purpose
Clarke & Co employee maintenance and continuous improvement of standard
documentation policy outlines our guidelines for using Clarke & Co standard
documentation.
Scope
This maintenance and continuous improvement of standard documentation policy applies
to all our employees, volunteers and partners who access standard documentation.
Policy Statement
This policy is part of Clarke & Co’s maintenance and continuous improvement processes to
standard documentation. The effectiveness of the standard documentation is continually
monitored for further improvements.
Clarke & Co is committed to:
• Developing and maintaining business documentation that communicates the required
standards.
• Continuous improvement and through strong institute leadership.
• Conducting regular reviews of standard documentation ensuring stability and
effectiveness
All Clarke & Co’s staff plays an important role in the standard documentation continuous
improvement. And the specific responsibilities are stated as below:
Facility / service managers are responsible for:
• Ensuring the standard documentation are achieved in proper files.
• Ensuring employees within their facility / service have timely access to paper based and
electronic records.
• Monitoring standard documentation record.
Employees are responsible for:
• Maintaining standard documentation record records with the requirements of this
policy.
• Ensuring they are aware any changes of the standard documents
• Ensuring they have proper record once the documents have been updated or edited
Process
1. Analysis and Review of Feedback
Clarke & Co has a planned approach to data collection based on stakeholder feedback,
such as employees’ complaints. Once data is collected and analyzed, a review is
undertaken by the manager to identify any issues.
2. Monitor and Review
Action is undertaken on feedback by manager team, actions recorded in Team Meeting
Minutes. Managers are responsible for following feedback information back to staff in
relation to actions taken.