Scenario and relevant information:

You have started working with a new company Phillips Training. Phillips Training is an Industry leader for training and educational services, providing their services to a multicultural society. A number of their staff/employees and management personnel have limited or no knowledge about implantation and use of style guides, multimedia tools and social media. They have recently hired you as a social media guru and multimedia expert with five years of manager-level experience. You have always used "style-guide" to design and develop your organisational documents and is "very" popular on social and digital media.

Board of directors have told you that they want you to work on all their strategies and policies to implement the following:

style guides for all their documents;

use of better multimedia tools and

steps to increase social media presence

and they want you to train all their employees and staff to effectively use these updated strategies, policies, style guides, multimedia and social media tools.

You have been given the task of managing the design and development of the standard documentation which will be used by Phillips Training. You must present details of your plans to the board of directors.

The primary resource you required are obviously people with applicable skills and competencies for this task. The other main grouping of resources you need include facilities, equipment, material and information.

You have initially prepared a budget for the resources required for this project and the details are mentioned below:

Human resource/employees required: 6

Hourly rate: You are on $100/hour and others are on $50/hour

Duration/Time required for the project: 1 month/30 days

Facilities, material and equipment cost: $15,000

Information: You are required to review the policies currently in practice and make required modifications according to the mentioned above requirements of the organisation.

Total budget allocated to you by the management is: $23,500

Some of the guidelines (from the "style guide" of Phillips Training) are mentioned below:

Use white space to separate and emphasize points.

Use headings to group points and lead the reader through the document.

Limit the use of words set in all capital letters.

Use no more than two fonts in a single document.

Decide whether to justify margins based on the situation and the audience.

Put important elements in the top left and lower right quadrants of the page.

Use a grid of imaginary columns to unify graphic elements.

Use highlighting, decorative devices, and colour in moderation.

Use a mix of paragraph lengths (most no longer than seven typed lines)

Use lists with bullets where order of items does not matter.

Single space list when items are short.

Double spaces between items in list when most items are two lines or longer.

The current policies and procedures are provided as appendixes A and B with this assessment task.

Assessment Task:

help me prepare comprehensive report to the board in which you explain what you will do to manage the design and development of business documents. The report must explain details of the methods and processes you will use to produce high quality documents.

In the report, you should provide details of the types of documents which you will produce and how you will ensure that they will be suitable for requirements. You should explain the methods you will use to develop standard documents including templates and macros and provide information about any assistance you will need, including details of external sources.

You should help me review the allocated budget by the management and any cost or budget constraints to complete the project.

Your report should detail the strategies you will use to ensure employees use standard documents productively according to the style guide. Provide information about the proposed organisational policies and procedures which will be implemented to govern the use of standard documents as well as ensure standard documents meet any changing requirements of the organisation in the short and long term.

You must also include prototypes of at least five documents, together with a sample of the written instructions which could be provided to employees who will use those documents.Prototypes of five documents can selected from the following types:

Policies;

Procedures;

Emails and Memorandums;

Letters;

Reports;

Budget and financial documents.

What is required from you/Evidence requirements of this task:

Comprehensive report:

Prepare a comprehensive report to the board: -

• Explain what you will do to manage the design and development of business documents.
• Explain details of the methods and processes you will use to produce high quality documents.
• Provide details of the types of documents which you will produce and how you will ensure that they will be suitable for requirements.
• Explain the methods you will use to develop standard documents including templates and macros and provide information about any assistance you will need, including details of external sources.
• Detail the strategies you will use to ensure employees use standard documents productively.
• Provide information about the proposed organisational policies and procedures which will be implemented to govern the use of standard documents as well as ensure standard documents meet any changing requirements of the organisation in the short and long term.

Prototypes of any five (5) documents listed below:

Policies;

Procedures;

Emails and Memorandums;

Letters;

Reports;

Budget and financial documents.

Your report should explain/reflect the following elements and information: -

• details of the types of documents which will be produced
• information about the proposed quality, layout, format and language style of standard documents
• methods used to ensure that documents suit the purpose and audience
• the information technology requirements which will be needed to allow standard documents to be produced including details of the access devices and software applications which will be used
• the tasks which will be required to produce standard documents
• details of internal and external personnel who will be involved in the document production process
• in broad terms, the technical functions which will be used and how these will assist
• how information will be entered into standard documents
• how documents will be printed or transmitted electronically
• how standard documents will be stored
• details of the proposed budget to create master files
• any cost or budget constraints
• how templates and macros will be created, tested and evaluated against changing requirements
• details of legislative or regulatory measures which could have an impact on document production processes
• what training will be implemented to assist employees use standard documentation
• how standard documents will be distributed
• how the use of standard documentation will be monitored.
• Your report must include the following criteria:

oPrepare explanatory notes for the use of standard templates and macros using content, format and language style to suit existing and future users

oDevelop and implement training on the use of standard templates and macros and adjust the content and level of detail to suit user needs

oProduce, circulate, name and store master files and print copies of templates and macros in accordance with organisational requirements

oMonitor use of standard documentation templates and macros, and evaluate the quality of documents produced against documentation standards

oReview documentation standards against the changing needs of the organisation, and plan and implement improvements in accordance with organisational procedures

You must use the attached reporting template for this assessment task.

Reporting template:

Phillips Training - training and educational services

Full Name of the learner:

INFORMATION ABOUT THE PROJECT

Research conducted to complete this project

Explain what you will do to manage the design and development of business documents

Explain details of the methods and processes you will use to produce high quality documents.

Provide details of the types of documents which you will produce and how you will ensure that they will be suitable for requirements.

Explain the methods you will use to develop standard documents including templates and macros and provide information about any assistance you will need, including details of external sources.

Detail the strategies you will use to ensure employees use standard documents productively.

Provide information about the proposed organisational policies and procedures which will be implemented to govern the use of standard documents as well as ensure standard documents meet any changing requirements of the organisation in the short and long term.

Write down the procedures to store the standard documents in a perfect manner.

Explain the criteria which you will implement to train the new employees to use the standard documentations.

Provide the strategies that you can consider to review documents standard against the changing needs and plan of the organisation.

Further comments: