1. If you were asked to evaluate an organisation's present and future information technology capability in terms of its impact on document design and production what information would you need and what sort of things might come under scrutiny?
2. You work as the manager for a taxi company. You must design a standard letter in which you explain that your organisation will now allow clients to book a taxi over the internet. This service will be free; however, your organisation will now charge a $10 processing fee on all bookings which are made over the telephone.

Create a document you could use as a form letter to be sent to your clients who operate e-commerce businesses and another which you could send to your cost conscious retiree clients.

Question 6

1.You work for a five star international hotel. You are responsible for training junior employees about the appropriate style and layout of documents.

Create a portfolio of at least five documents which you will use to demonstrate what will, and will not, meet organisational requirements. Make sure you provide a description of each document and your assessment of whether or not the document will meet organisational requirements.

The portfolio should include examples of various types of documents of different standards. That is, it must contain documents which do not enhance readability and appearance as well as those which do.

2.Calculate the:

a.Flesch Reading Ease Score.

b.Flesch-Kincaid Reading Age.

c.Gunning fog index.

Explain your findings. Based on the readability tests you conducted, assess whether you consider the excerpt contains language which would be suitable for a business document and enhances readability. Submit a copy of the excerpt and your analysis.

Question 7

1.You are the manager in a Victorian law firm. Yesterday, you asked a junior employee to create a template for a form which will be lodged in the High Court. You asked them to use the template to produce a notice of appearance on behalf of a defendant, Gummininy Pty Ltd ACN 004 320 XXX, who has been sued by a plaintiff by the name of Reginald Blomsberg.

The employee emails you this document:

Form ???Notice of appearance

(Rules 23.01.3, 31.01.1, 41.04.2 and 42.06.2)

THE SUPREME COURT OF AUSTRALIANo XXX of 20

MELBOURNE REGISTRY

B/W:

REGINAL BLOMSBERG

Plaintiff

and

GUMMININY PTY LTD ACN 004 320 XXX

Defendant

NOTICE OF APPEARING

The plaintiff Gumininny Pty Ltd ACN 320 004 XXX appears.

The address for service of Gummininy Pty Ltd is 14 Bourke Street, Sydney in the state of Victoria, 3000.

Dated: 13 November. 2010

Signed ..................................

Solicitor for the plaintiff/ defendant

Discuss the steps you would take to test whether the document is of the appropriate quality. After conducting the testing process to the best of your ability, assess whether or not the document template complies with requirements and is of the appropriate quality. Amend the document if required. Draft an email which you could send to the junior employee to provide feedback on the document they created.

1.Type this text excerpt exactly as it appears:

This text presents a clear and systemmatic introduction to the spoken language. It also provides details of the written language which is suitable for use within business orgnaisations. If you follow the rules and guidelines which are contained within the book, you will be able to communicate properly when doing business in Australia.

This text is desinged both for those studying on their own and for seminar use. The materiel has been thoroughly tested by the writers.

Undertake the following amendments using automatic functions:

a.Replace references to textwith the word book.

b.Replace references to writerswith the word authors.

c.Conduct a spell check and amend as required.

Submit a copy of the amended text together with a description (80 to 100 words) of the steps you took to use the automatic functions.

2.You are the business development manager of a hairdressing franchisor. You have recently redesigned your organisation's templates to account for a change in the organisation's branding.

You have decided to ask 12 employees to help you with testing of the new templates. You will also discuss the documents produced from the templates with members of the organisation's board of directors, hairdressing franchisees, suppliers and customers.

Develop a plan to obtain feedback on the changes which have been made. Provide details of the nature of any discussions you will have and specific questions you might ask.

Question 8

1.Select a document created using a word processer and which has been saved as a file. The document should be at least three pages in length. (Type your own document if you cannot locate another one.)

Amend the document any way you wish by:

a.Recording a macro.

b.Embedding a link to a spreadsheet.

c.Creating a table of contents.

d.Creating an index containing at least five words/ phrases.

Describe the steps you took to use each function. Explain when each function would be useful. Submit a copy of original document and amended document you created together with your description of the procedural steps you took.

2.Consider this statement:

Any functions you are able to use to automate aspects of standard document production will create efficiencies and improve the accuracy of documents. For this reason, employees should be instructed to use them whenever they are available.

Do you agree? Why or why not?

Question 9

1.Choose five examples of application software commonly used within organisations. Write a report in which you provide details of the main features of each program which you could use to produce documents. Create examples of at least three documents which could be produced using each program.

2.You work for a mid-sized manufacturer. Develop a guide that can be used by employees for document production. The guide must help the employees select the appropriate software to use when producing different document types.

Question 10

1.Open a new document in your word processor. Type this text exactly as it appears:

This is standard text which I can amend using a macro.

I can change the font.

I can insert line numbers.

I can change the style of the text.

I can change the page layout to landscape.

Record a macro to:

a.Change the font in the second line to Arial Black.

b.Insert automatic line numbering.

c.Change the font in the fourth line to italics.

d.Change the page layout to landscape.

Make a note of the steps you took to record the macro.

Test the macro to make sure it does what is stated in the text you typed. If not, re-record the macro to ensure it meets requirements. Describe the steps you took to conduct the testing.

Submit the document you created using the macro you tested and your notes describing the steps you took to record and test the macro.

2.You work for a fast food chain. The style guide used by your organisation requires all tables within documents to have an outside border but no inside border. The header row must be shaded and headings must be typed in capital letters.

You need to create a table titled Shopping list. It will have two columns and 10 rows. The first column will have the heading Items. The second column will have the heading Numberrequired.

The following items will be inserted into the first column of the table:

oflour

otomato paste

ocheese

opineapple

opepperoni

osalami

ocapsicum

omushrooms

oolives

Create a macro titled Shopping listwhich will allow you to automatically insert a table containing the required information in the appropriate format into a new document.

Test the macro to ensure it creates a table which is consistent with your organisation's document standards for tables.

Submit a copy of your table.

1.Use your research skills to locate at least three versions of training notes or instructions which an organisation has used to explain one or more processes or systems to employees or clients/ customers. Analyse the content, format and language style of the notes. Assess whether, in your view, the notes are suitable for existing and future users. Explain your reasoning.

Question 12

1.You are the human resources manager in charge of training in a petroleum company. You have been asked to design and develop a comprehensive new training system which will be used to ensure those employees who use templates and macros have the required knowledge and skills.

Prepare a 10 to 15 minute presentation for the board of directors in which you provide details of your training strategy. Ensure you include information about the provision of a training program which will suit the needs of all employees who will use templates and macros.

Deliver the presentation to your assessor or an agreed audience.

Question 15

1.Consider this statement:

Once you have developed documentation standards which meet organisational requirements, there is no need to spend time continually reviewing them. To do so will only result in increased costs and time wastage and could lead to inconsistency in documents produced from standard templates and macros.

Do you agree? Why or why not?