BSBADM506 Manage Business Document Design And Development

ASSESSMENT 3

Performance objective Develop strategies for use and improvement of standard documentation

You will need to demonstrate skills and knowledge required to develop and implement strategies for the use of standard documentation and for continuous improvement of standard documentation within an organisational context.

Assessment description

In response to a simulated business case study and a scenario, and following on from Assessment Task 2, you will plan and deliver a short training session to introduce staff to new templates. You will monitor both the success of the training and the performance of the administration team and present findings in a written evaluation report.

Note: You will need to use the letter template developed in Assessment Task 2 to complete this task.

Procedure

Note: Refer to the Adept Owl simulated business documentation provided for further background on the business and guidance on styles and production processes.

Part A

1. Read the scenario below.
2. Examine team performance and capability (set out in Appendix 1).
3. Consult with your assessor to determine which staff member (Pat, Sam or Kim) you will plan training for.
4. Plan a short training session (for your assigned staff member) on the use of the letter template that you developed in Assessment Task 2:
1. Develop explanatory notes for the template for use by staff as job aids and for use in the session delivery, on:
1. applying the style guide when using templates and macros
2. considering aspects of context, purpose and audience when designing and formatting texts
3. Naming the document and storage requirements.
2. Develop a session plan for a 10–20 minute session, which includes planning for:
1. introducing and explaining the template and how it conforms with organisational requirements
2. demonstrating functions (those that need to be demonstrated considering the staff member’s current skills)
3. allowing practice and questions and providing feedback on performance
4. recording whether the staff member can use the template at the level of ‘practitioner’ (see level description in the legend of Appendix 1). Note: you will need to plan to monitor whether staff can demonstrate use, naming and storage in accordance with organisational requirements.
5. Arrange with your assessor to demonstrate or role-play training.
6. Deliver the training. Ensure you:
1. use communication skills to explain features. Ensure you ask questions to confirm trainees’ understanding. Ensure you listen to trainees’ questions and respond appropriately
2. draw attention to the importance of applying the style guide in using the templates
3. follow your session plan to introduce, demonstrate, allow the trainee opportunity to practise, provide feedback and then assess the trainee
4. record whether the staff member can use the template.

Part B

1. Develop an evaluation report on the state of document design and production at Adept Owl. Your report should contain:
1. information on performance, current skills (outlined in Appendix 1) and observed assessment in the role-played training session; ensure you compare standards for document production, including performance targets, with actual skills and performance to identify gaps
2. at least three recommendations for continuous improvement and closing performance and skills gaps based on your monitoring of actual performance (the training undertaken in Part A), performance and skills information provided in Appendix 1, and research undertaken; ensure you:
1. include technical needs to close gaps and improve operations with respect to template use
2. include training needs with respect to technical functions
3. include changes to policies, procedures or style guides to support implementation of recommendations
4. refer to the advice of experts or relevant sources of expert advice to support recommendations, for example a business communications expert you have access to or information from print or online business literature
5. include a summary plan of all activities to implement recommended changes over the financial year, including description of activity, resources needed (including costs where relevant), person responsible and timeframe. Use template in Appendix 2 or similar.
2. Submit your explanatory notes, session plan and evaluation report to your assessor within an agreed timeframe and in an agreed format. Ensure your submitted documents reflect specifications as outlined below. Keep copies of all submitted materials for your records.

Adept Owl scenario: Implement strategies for use and continuous improvement of documentation processes

You are the team leader of the Adept Owl administration team with responsibility for leading document design and production.

According to the Adept Owl vision statement, the company intends to establish its reputation within five years, ‘as one of the finest, most innovative and entertaining board game developers in Australia’.

To help achieve this goal within your area, you will need to develop people-focused implementation strategies, for example delivering training on documentation, to ensure the cooperation of all staff in the maintenance of document quality, sustainability, and legal and ethical compliance.

In order to contribute to continuous improvement by developing training and reporting on performance, you will need to consider current performance and administration team capability.

Specifications

You must:

• deliver a training session
• submit:
• explanatory notes
• session plan
• evaluation report, including implementation plan.

Your assessor will be looking for delivery of training, supporting documents and an evaluation report that, taken together, demonstrate:

• communication skills to present complex instructions verbally, to communicate ideas logically, and to explain technical concepts and designs to others
• literacy skills to:
• read and interpret policies and procedures
• consider aspects of context, purpose and audience when designing and formatting texts
• research and analysis skills to evaluate content, structure and purpose of technical texts, and to adapt task instructions to suit changes in technology
• knowledge of document production processes
• knowledge of the functions of a range of software applications, including desktop publishing, word processing and spreadsheets
• knowledge of organisational policies and procedures relating to document design and formatting
• knowledge of sources of expertise external to the organisation or workgroup.

Adjustment for distance-based learners

• No changes are required to the assessment procedures or specifications.
• Delivery of training may be conducted via videoconferencing software or recorded and submitted as a video file, for example, at the discretion of the assessor.
• Submitted documents may be in electronic or paper-based format.

Appendix 1: Adept Owl capability and performance

To implement strategies for improving capability and monitoring and reviewing performance for the purpose of continuous improvement, you will need to consider the current skills and performance of the team.

Administration team capability

The administration team has identified six key skills that each team member will need to perform at a practitioner level (see the legend for clarification of levels) or above:

Legend:

Administration team performance (Quarter 1)

The administration team at Adept Owl performs a range of documentation tasks. These tasks are grouped into several main areas of activity, which provide the basis for measuring performance that drives organisational outcomes.

The administration team scorecard below shows performance metrics, targets and outcomes for the first quarter of the financial year.

Appendix 2: Implementation/action plan template