BSBADM506 Manage Business Document Design And Development - Establish Document Standards And Templates

Assessment 2

Part C – Prepare document templates
Scenario

The owners are satisfied with your report proposal for style guide, and have asked you to manage the template design and development.

You must prepare two documents, as follows.

a. Create the template for a brief letter of introduction of your services to a GP’s clinic, identifying what your business does, 2-3 points about the health benefits of exercise, and the addresses of your centres. Your letter should be laid out in a business letter format. The body of your letter should be no longer than 200 words.

The letter should be sent on behalf of Vanessa Choi, Operations Manager. You must include a line for readers to contact CrossFit Endurance at info@endurance.com.au, or on (07) 3456 7890.

Your document must include the following technical elements:

• be saved as a master template that will allow users to generate a new letter by using the template
• draw address details of GP clinics from a Microsoft Excel database, and automatically populate them in the address section of a new file created from the template
• automatically insert the doctor’s name in a letter
• automatically insert the current date in a letter

Use the database in Appendix E to draw contact details of GPs and clinics to populate address fields in letters.

Your document must meet the following standards of communication:

• use clear and simple formal language suitable to business communication
• clearly communicate a call to action
• be succinct, for high readability

Use the Australia Post Business Letter Template (Appendix F) to guide your letter’s layout.

b. Research and create the template for a client invoice for Personal Training. Your invoice template should be no longer than 1 page.

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Your document must include the following technical elements:

• be saved as a master template that will allow users to generate a new invoice by using the template
• draw name and address details of clients from a Microsoft Excel database, and automatically populate them in the address section of a new file created from the template
• contain a macro to insert the current date in the invoice

Use the database in Appendix G to draw contact details of clients to populate address fields in invoices.

Your document must meet the following standards of communication:

• use clear and plain English
• include fields for services, rate, cost, sub-total, GST, and total cost
• follow the style guide you have prepared for CrossFit Endurance

In both the GP letter template and the invoice template, use the CrossFit Endurance logo provided to you in Appendix D. Your use of the logo must match the logo guidelines you have established in your style guide (created in Part B).

Task

1. In the space below, identify the features of word processing software you will need to use in order to complete the task. Evaluate the usefulness of commonly available Microsoft Office programs to complete this task, and identify which program you will use.

2. Prepare your templates to meet all the requirements identified in the scenario.

3. Save both your templates and both your databases on a USB flash drive that will be provided to you by your assessor.

For the purpose of this task, the USB flash drive will simulate the hard drive shared by the organisation.

You must save your templates using the file naming convention you have created in your style guide in Assessment 2, Part B.

4. Prepare an instruction sheet for the use of each template. Each set of instructions:

• should identify the file path for accessing the templates and databases (in the USB flash drive)
• should identify procedure for opening and saving documents
• identify procedure for important data from excel and running automation
• be no longer than 1 page
• be worded in simple, clear English
• follow the style guide you have prepared for CrossFit Endurance

5. Save your instruction sheets on the USB flash drive using the file naming convention you have created in your style guide in Assessment 2, Part B.

6. Submit your templates and instruction sheets by email to your assessor, who will have their own copy of the databases and will be able to use your templates without the USB drive.