Business Document Design and Development - Assignment Example

BUSINESS DOCUMENTATION DESIGN AND PRODUCTION (Student Name) (Course No.) (Lecturer) (University) (Date) Question 1A Better technological infrastructure is one of the needs of organizations to aid in storage and development of better documentation. The technology would assist in enhancing the efficiency of the documentation process, improving the quality and even storage of the information. Further, technology has seen regarded as one of the best ways of achieving a better documentation output due to its reliability and timeliness. Besides, organizations have a need of better skilled and experienced personnel to conduct the documentation design and production. These processes normally require the application of better knowledge regarding the documentation and design. This sort of need is identified from people who have vast knowledge and experience in producing the organization's document and who have knowledge in the documentation design. The other standards will be reliability that is achieved by integrating the documentation policies applicable to an organization. Every business organization requires a reliable documentation process due to the important nature of the documents produced through these processes. Therefore, the expected documentation procedures need to integrate the aspect of reliability and even efficiency. This standard is normally achieved when the organization has the required production team and better technology in place to aid in the designing and production of quality documents. Question 1B The documentation process integrates relevant requirements of the particular organization for which the documentation is meant. In many cases, the policies which direct these procedures or the standards applicable are influenced by the particular organization requirements. Different organizations have different requirements. The organizational requirements have an impact in the contents of a documentation process. There are various documents which a business organization requires such as fliers, advertisement documents among many others. The nature of contents which are normally put within these documents has been largely dependent on the particular requirements expressed in the organizations. For example, the organization may require the documentation design to integrate strategic information which is meant to express the expectation of the organization. The other impact brought by the organizational requirements regards the policies on the length of the documents produced. There are standards which apply to regulate the documentation size and the general length of the documents produced in the organization. These policies are meant to control the size of the output documents from the designing process (Pahl & Beitz 2013). The organizational requirements have a bearing on the quality standards or policies of a documentation process. Every business document design process requires greater quality requirements so as to enhance the levels of communication and information storage. Quality is achieved through several ways such as using better designing software, application of better skills among many other requirements. Therefore, every organization is usually prompted by this particular standard to ensure that the final product outputs from the designing process maintain high levels of quality and efficiency. This standard is, however, dependent on the requirements for every organization. Studies have revealed that there are different quality measures and requirements of the organization. These measures are products of the prevailing management requirements, the quality expectation of the organization and the type of skilled workers employed in the organization. The general timeliness requirement of document design and production is equally influenced by the prevailing requirements within an organization. There are various timeliness expectations which an organization design to aid in its activities. In some cases, the designing process is meant to aid in urgent information delivery and communication. On the other hand, the design process is required for a relatively long period. All these depend heavily on the requirements expressed by an organization. Some organizations prefer coming up with urgent and temporary documentations while others come up with document designs meant for a long term requirement. Therefore, the timeliness standard in the documentation process is subject to the particular requirements expressed by a particular organization. There are some methods which are applicable in identifying the organizational and even legal requirements. They include; Organizational surveys; surveys are methods applied to help in realizing the requirements and the particular needs existing in the different organization. It involves seeking information through accessing various organizations and determining their requirements. The surveys are usually meant to collate and document the different information within the different organization. It is also used to identify the prevailing legal requirements in any organizational setup. In many cases, the legal framework of any country or any region dictates the nature of the requirements from any business documentation and production processes. Therefore, the survey method is an ideal way of accessing the different requirement which is prevailing in these countries and regions that have an influence in the business documentation process (Pahl & Beitz 2013). Interview methods: interviews have equally been used as reliable tools for gaining information from a particular source and gauging the received information through different parameters. Interviews are meant to realize the information from various sources and also help in compiling such information to an important conclusion. There are various levels of every organization, and these levels have varied requirements on documentation and designs. Besides, there are different legal requirements which guide the processes of business documentation and development. The interview method is meant to generate information as expressed by the members of these organizations in regards to the particular requirements that they expect. The organizational requirements are expressed by the members or by the management in different ways. The use of the interview methods helps in gauging the information expressed by the various members and levels of management regarding the business documentation and design. Observation method; observation is regarded as one of the ways of realizing a more practical approach to information regarding a subject of study. It involves examining the prevailing situation within the organization and thereby making a conclusion on the subject matter. The observers in his case are people experienced in particular are of study, and they use their skills in determining the prevailing situation and also determining the requirements within this organization. The organization is an ideal method for determining the organization and legal requirements since it involves a pragmatic approach compared to the application of other methods. The activities within the organizations are more effective engagements, and therefore they require a practical view. The application of observation aids in coming up with the particular requirements of the documentation process and also realizing the particular legal requirements for the documentation (Stevenson & Sum 2002). The organizational and legal requirements stand out as main determinations in the kind of standards applied by an organization in performing documentation and designing process. These requirements can be identified easily through the application of the above-mentioned methods that help in generating ideal information on the best standards to apply in the organization. Question 2 One thing needed is the quality of on document design and production realized from the use of a particular technological infrastructure. Technology is aimed at enhancing the quality of the design process. An ideal or effective technology is one which promotes the quality of the on document design and production process. On the other hand, a less effective technological infrastructure compromises the quality expected. Therefore, one of the ways of determining the capability of a particular information technology is through accessing the quality of the outcomes of the documentation process. The technological infrastructure is also a measure of the reliability of a particular on document design and production procedure of any organization. Scholars argue that technology is a requirement towards improved documentation reliability. There are many ways through which these design and production process of business documents can be achieved. However, the use of technology is unique since it helps in achieving a better and more informed reliability of these documents. There are reduced errors and more credibility of the information generated through the application of technology. Therefore, the capability of the technology used in these processes will be determined by the extent to which it underscores reliability requirements or otherwise (Jones et al. 2000). The other aspect which would come to scrutiny in his case is the general cost of performing document design and production. Cost is an essential aspect of ensuring that an organization comes up with reliable and effective document design and production. Technology is one of the requirements in a cost-reduction endeavor of any business. The use of technology helps in reducing the errors and wastes incurred the labor costs otherwise incurred by employing manpower, and also cuts down costs through enhanced reliability on the documents produced. On the other hand, a less capable technology will not achieve the cost-reduction goal as expected (Curtis & Cobham 2008). Therefore, this is one of the yardsticks of developing a benchmark in determining the capability of technology used in document design and production. Question 5B The Manager Taxi Company TO: ESTEEMED CUSTOMERS This letter is to inform all the esteemed existing and prospective customers of the change in the booking procedures applicable in our company. This change has been necessitated by the recent adopting of e-commerce business that has been embraced in this industry. Our company has recently embraced e-business, and all the clients can now make all the bookings through the internet. The company offers a website that allows all the esteemed customers to make a free booking for any form of taxi services required. The online platform is highly recommended due to its quick and easily interfaces between the company and all the clients from different regions. The company advises that the customers embrace this new improvement which is free and highly reliable. However, the company operates a phone booking strategy. The customers can make phone calls to seek for the taxi services offered by the company. In contrast to the online booking, the phone booking attracts a fee of $10. This is meant to help in processing the booking arrangements for all the customers seeking to engage us through the phone. All these are put in place by the company to ensure that the customers can easily access the services of our company at their conveniences and from their different location. Looking forward to a more improved business relationship with our esteemed customers Regards Manager Question 6 Document one The following is an example of a document stamen which does not enhance readability “The Company operates technology for production and efficiency so to encourage customers.” Document two and three The following documents indicate readable and easy to understand as compared to document one above “The compare has more effective technology meant to enhance efficiency. The enhanced efficiency promotes customer involvement into the company.” “The technology of the company aids in achieving efficiency. This further succeeds in encouraging and attracting customers into the company.” Question 11 Explanatory note: Template one Name of employee: indicate the name Activity performed: indicate the type of activity performed in the design and documentation process The change made: indicate any change made in the documentation process. Further, indicate the reason for change performed The rationale for change; indicate and explain the rationale applied before making the change. This involves the creation of explanation on the reasons which informed the change process Impacts created by the change made: this section is to provide an explanation on the change process made and the influence brought about by the change made in the documentation procedure. Explanatory note: Template two Name of employee: indicate the name Activity performed: indicate the type of activity performed in the design and documentation process Explanation of work performed; this section enables the experienced employee to indicate and explain the exact work performed in the entire documentation process. Degree of change to the hospital; enables the staff to calculate the degree of change and impact brought about to the hospital using various statistical formulas Question 7 The first step is to determine of the document rightfully cites the defendants and the plaintiffs in their right position and with their right names. The documents needed not to confuse between the defendant's details and those of the plaintiff. In this case, there is a mix up on the details of the defendants and those of the plaintiff in the Notice of Appearance. The document cites the plaintiff as the Blue Gum Pty Ltd ACN 320 004 XXX. However, Blue Gum Pty Ltd is the defendant and not the plaintiff as alleged by the document. The other sections of the document are relevant and correct in regards to communicating a notice of representation of the client as addressed to the High Court. The only area which will require amendments is the Notice of Appearance section which confused the names of the defendant for that of the plaintiff in the document. Email Draft To: the employees Subject; Feedback on the document created This is to show a response in regards to the document created by you and received on my end. The format used was well organized in regards to communication the representation notice to the High Court. However, little attention was put on the information of the defendants and those of the plaintiff. This can be attested to the mix-up of the details of these two parties in the notice especially in the section of Notice of Appearance. This must be changed, and such an error always attracts a great legal implication of not addressed in time. It may render the notice not admissible in the court of law, and therefore you must make a change in this area. Question 12A Training system Training areas This details all the areas within which the employees will be trained Training duration This indicates the period intended to be taken by the training Training objectives This outline the objectives of the training session Training outcomes This discusses the outcomes realized from the training session on the employees Training assessment These are various ways of determining the achievement of the objectives outlined for the training Reward system The rewards is aimed at motivating the employees with positive assessment outcomes Question 12B The contents of the template can be adjusted to meet user needs by assessing the particular unique characteristics of the employees. For example, the duration taken by the training session will depend on the speed with which the employees get to learn from the training session. Besides, the objectives will depend on the areas which are intended by the system to be of relevance to the employees. Question 13 The company, in this case, is referred to as Smart Tech which deals in Mobile phone technology. The particular document is referred to as recruitment policy document. This provides various standards used to document information regarding the recruitment procedures of new employees into the organization. The procedures include; The document details the various requirements that the organization checks from any prospective employee before being admitted into the workforce. These include skills, experience, and academic knowledge among other aspects. All the employees require this information and this will, therefore, be circulated through email system into the organization. The master document will be stored in the IT section of the company and a copy made to the HR department for safety purposes. This will enhance the credibility of the information and protect it against distortion. References Curtis, G., & Cobham, D. (2008). Business information systems: Analysis, design and practice. Pearson Education. Jones, S., Wilikens, M., Morris, P., & Masera, M. (2000). Trust requirements in e-business. Communications of the ACM, 43(12), 81-87. Pahl, G., & Beitz, W. (2013). Engineering design: a systematic approach. Springer Science & Business Media. Stevenson, W. J., & Sum, C. C. (2002). Operations management (Vol. 8). New York, NY: McGraw-Hill/Irwin. Read More