Design and produce business documents
Assessment
AssignmentTutorOnline
Task 2
Design and produce business documents
BSBITU306
Student Declaration
To be filled out and submitted with assessment responses
◻ I declare that this task and any attached document related to the task is all my own work and I have not cheated or plagiarised the work or colluded with any other student(s)
◻ I understand that if I If I am found to have plagiarised, cheated or colluded, action will be taken against me according to the process explained to me
◻ I have correctly referenced all resources and reference texts throughout these assessment tasks.
◻ I have read and understood the assessment requirements for this unit
◻ I understand the rights to re-assessment
◻ I understand the right to appeal the decisions made in the assessment
Unit Title Unit Code
Student name
Student ID number
Student signature Date
Task Number
——OFFICE USE ONLY—– For Trainer and Assessor to complete:
◻ Student requested reasonable adjustment for the assessment
Completed successfully
Did the student satisfactorily: Comments Y N DNS
The student produced a final document after writing three drafts.
☐ ☐ ☐
The student filled out the document checklist to assess their first draft. ☐ ☐ ☐
The student met with the office manager (assessor) to get feedback on their work. ☐ ☐ ☐
The student proofread their third draft and made necessary changes ☐ ☐ ☐
The student took a screenshot of the final folder and the four files it contains. ☐ ☐ ☐
The student wrote an email to their manager (assessor) with the final draft attached. ☐ ☐ ☐
Selected and used appropriate technology and software applications to produce required business documents.
This is evidenced by using software to draft the document. ☐ ☐ ☐
Selected layout and style of publication according to information and organisational requirements.
This is evidenced by following organisational requirements in drafting the document and checking the document using the document checklist. ☐ ☐ ☐
Ensured document design is consistent with company and/or client requirements, using basic design principles.
This is evidenced by following organisational requirements in drafting the document and checking the document using the document checklist. ☐ ☐ ☐
Ace my homework – Write my paper – Online assignment help tutors – Discussed and clarified format and style with person requesting document/publication
This is evidenced by discussing the second draft with the manager (assessor). ☐ ☐ ☐
Identified, opened and generated files and records according to task and organisational requirements
This is evidenced by creating and saving files according to organisational requirements ☐ ☐ ☐
Designed document to ensure efficient entry of information and to maximise presentation and appearance of information
This is evidenced by the design and creation of drafts of document ☐ ☐ ☐
Used a range of functions to ensure consistency of design and layout
This is evidenced by use of applications to draft documents. ☐ ☐ ☐
Operated input devices within designated requirements
This is evidenced by creating drafts of the document. ☐ ☐ ☐
Completed document production within designated timelines according to organisational requirements
This is evidenced by producing and submitting the final draft. ☐ ☐ ☐
Checked document produced to ensure it meets task requirements for style and layout
This is evidenced by filling in document checklist and ensuring document meets organisational requirements. ☐ ☐ ☐
Stored document appropriately and saved document to avoid loss of data
This is evidenced by saving each draft in correct folder and using correct naming conventions. ☐ ☐ ☐
Used manuals, training booklets and/or help desks to overcome basic difficulties with document design and production
This is evidenced by demonstrating the ability to use the help function and seek assistance regarding a topic. ☐ ☐ ☐
Proofread document for readability, accuracy and consistency of language, style and layout prior to final output.
This is evidenced by checking document against checklist and reviewing third draft of document and marking up. ☐ ☐ ☐
Make any modifications to document to meet requirements.
This is evidenced by making changes to document as a result of checking and feedback. ☐ ☐ ☐
Name and store document in accordance with organisational requirements and exit application without data loss/damage.
This is evidenced by saving document correctly and naming according to protocol. ☐ ☐ ☐
Print and present document according to requirements
This is evidenced by submission of all drafts. ☐ ☐ ☐
Task Outcome: Satisfactory ☐Not Yet Satisfactory ☐
Student Name:
Assessor Name:
Assessor Signature:
Date:
Table of Content
Student Declaration 2
Task 2 – Design and Produce Newsletter 7
Complete the following activities: 13
Appendix 1 – Scenario: Burleigh Accountants 16
Appendix 2 – Burleigh Accountants Style Guide 17
Task 2 – Design and Produce Newsletter
Task summary and instructions
What is this assessment task about? Scenario: You are the Administration Officer for Burleigh Accountants. Your main duties as the Administration Officer include administering the day to day activities of the office, including organising meetings and travel, producing a range of business documents, providing assistance and support to all senior managers, and answering a range of client enquiries.
As the Administration Officer, it is your responsibility to design and produce the monthly staff newsletter based on information provided to you by the Office Manager. The newsletter has only recently been implemented as an initiative designed to keep employees up to date and to improve employee morale. There is a standard template for use.
Further details, template, style guide and checklist are in the appendices of this document.
This task comprises of product-based assessment methods and direct observation of a Role Play in a simulated work environment.
It has been designed to evaluate your ability to:
Select and use appropriate technology and software applications to produce required business documents Select layout and style of publication according to information and organisational requirements Ensure document design is consistent with company and/or client requirements, using basic design principles Ace my homework – Write my paper – Online assignment help tutors – Discuss and clarify format and style with person requesting document/publication Identify, open and generate files and records according to task and organisational requirements Design document to ensure efficient entry of information and to maximise presentation and appearance of information Use a range of functions to ensure consistency of design and layout Operate input devices within designated requirements Complete document production within designated timelines according to organisational requirements Check document produced to ensure it meets task requirements for style and layout Store document appropriately and save document to avoid loss of data Use manuals, training booklets and/or help desks to overcome basic difficulties with document design and production Proofread document for readability, accuracy and consistency of language, style and layout prior to final output Make any modifications to document to meet requirements Name and store document in accordance with organisational requirements and exit application without data loss/damage Print and present document according to requirements
You are required to address the following:
Task 2: Produce a first draft of the newsletter. Review the first draft and fill out the Document Checklist Produce a second draft of the newsletter. Send an email to your Office Manager (your assessor). Meet with your Office Manager (your assessor) to discuss the draft and seek feedback. Demonstrate skills and ability to use help function and seek assistance with production of document. Develop a third draft of your newsletter, ensuring that it incorporates any changes that your assessor may have suggested. Review your third draft and note any changes that need to be made. Using your marked-up third draft, produce a final draft of the newsletter, incorporating the changes that you determined. Take a screen shot of the final folder and files showing all versions of the newsletter from first to final draft. Send an email to your Office Manager (your assessor) with the final draft and the screenshot attached.
What do I need to do to complete this task satisfactorily? submit the completed assessment tasks, according to instructions, complete the tasks with sufficient detail and present them in a professional manner, use your own words and reference sources appropriately, meet the word count where required, use the scenario provided, use the templates provided where required, for your performance to be deemed satisfactory in this assessment task you must satisfactorily address all of the assessment criteria, if part of this task is not satisfactorily completed you will be asked to complete further assessment to demonstrate satisfactory performance.
Specifications You must deliver/participate in:
Meeting with Office Manager (assessor) to discuss the draft and seek feedback. Demonstration of skills and ability to use help function and seek assistance with production of document.
You must submit to GOALS: First draft of newsletter Second draft of newsletter Email to the office Manager (Assessor) with the first and second drafts of newsletter attached. Observation checklist for meeting role play Annotated third draft of the newsletter Final draft of newsletter A screen shot of the final folder and files. Templates: 1 – Document Checklist
Resources and equipment Computer with Internet access Access to Microsoft Office suites or similar software Learning material Scenario for assessment document Relevant policies and procedures provided in a separate folder Use of the templates included in this assessment document
What will the assessor be looking for? Your assessor will be looking for demonstrated evidence of your ability to: Select and prepare resources Design document Produce documents Finalise documents select appropriate technology and software for design and production of business documents adhere to organisational requirements when: selecting layout and style opening and generating files producing documents within designated timelines naming and storing documents printing and presenting documents adhere to task requirements when producing documents including: applying basic design principles applying consistent formatting using appropriate styles using correct layouts proofreading as required use appropriate data storage options apply knowledge of functions and features of contemporary computer applications print and present completed documents.
Re-submission opportunities You will be provided feedback on your performance by the Assessor. The feedback will indicate if you have satisfactorily addressed the requirements of each part of this task. If any parts of the task are not satisfactorily completed, the assessor will explain why, and provide you written feedback along with guidance on what you must undertake to demonstrate satisfactory performance. Re-assessment attempt(s) will be arranged at a later time and date. You have the right to appeal the outcome of assessment decisions if you feel that you have been dealt with unfairly or have other appropriate grounds for an appeal. You are encouraged to consult with the assessor prior to attempting this task if you do not understand any part of this task or if you have any learning issues or needs that may hinder you when attempting any part of the assessment.
Procedures
Review the assessment scenario, the business documentation, including policies and procedures and the templates provided: Appendix 1 – Scenario at the end of this document Policies and Procedures – provided in appendices Templates: 1 – Document Checklist Produce a draft of the newsletter. This part of the assessment task requires you to develop the first draft of your newsletter. Use the guide to contents of the Newsletter and the Burleigh Style Guide (both in the appendices) to guide your formatting and content choices. Select one of the online templates in MS Word by clicking on the File tab, then selecting ‘New’ and searching the templates for Newsletter templates. When you have completed the first draft of your newsletter, save the draft according to the naming conventions documented in the Style Guide and in a suitably named folder. You must save all drafts of the newsletter in this same folder. Review your first draft and fill out the Document Checklist. Review the Burleigh Accountant’s Style Guide to ensure that you have met all the Style Guide requirements. Produce a second draft of the newsletter. Edit your first draft of the newsletter, drawing on insights gained during your review. Save this updated version (second draft) of your newsletter in the relevant folder, adding V2 to the file name. Prepare an email to your Office Manager (your assessor). The text of the email should be in grammatically correct English, written in an appropriate (polite, business-like) style. Make reference to the attachment of both drafts and request a meeting with your manager to get feedback on the draft of the newsletter. Meet with your Office Manager (your assessor) to discuss the drafts and seek feedback. (15 minutes) During the meeting, you are required to demonstrate effective communication skills as follows: • Use of appropriate style (formal), tone (encouraging, respectful) and vocabulary (professional, business language) for the meeting • Speaking clearly and concisely • Using non-verbal communication to assist with understanding • Asking questions to identify required information • Responding to questions as required • Using active listening techniques to confirm understanding
At the meeting, your Manager will also provide you with some additional information about design requirements, which you must follow when developing your newsletter.
Your assessor will observe you while you edit your newsletter to ensure that you can: • Change column and font colours within the newsletter • Correctly use your phone or iPad to import a photo into the newsletter. • Use the help menu to assist with completion of tasks. This will involve showing your assessor that you know how to access the help menu and how to seek assistance about a topic to be advised by your assessor.
During the meeting, demonstrate to your assessor that you can complete the task, as well as explain what you are doing. The assessor will provide feedback on this meeting in the marking checklist. After your meeting, develop a third draft of your newsletter, making any changes that your manager (assessor) suggested. Save this version of the file to the folder with the other versions. Add V3 to the file name to distinguish it. Proofread your third draft. Proofread the document, tracking the changes and annotating the document in word. You should find at least one change (wider columns? More centred on the page?) that you wish to make to each page. Save this file with the normal file-naming protocol and add ‘V3 annotated’ at the end of the file name. Using your marked-up third draft, produce a final draft of the newsletter, incorporating the changes that you decided on. Save this version of the file to the folder with the other versions. Add V4 to the file name to distinguish it.
Take a screen shot of the final folder and files. The screen shot should show all versions of the newsletter from first to final draft. Paste the screen shot into the box provided.
Complete the following activities:
Review the assessment scenario, the business documentation, including policies and procedures and the templates provided:
Appendix 1 – Scenario at the end of this document
Policies and Procedures – provided in appendices
Templates:
1 – Document Checklist
Ace my homework – Write the first draft of the newsletter.
When you have completed the first draft of your newsletter, save it in a folder labelled ‘Newsletter Drafts
Review your first draft of the newsletter and fill out the right-hand column. Review the Burleigh Accountant’s Style Guide to ensure that you have met all the Style Guide requirements.
Template 1 – Document Checklist
Check Yes/No and comments and/or changes made to the document.
Does the tone of the document reflect the writing style required as per the style guide?
Is the tone in the document suitable for the intended audience e.g. is it sufficiently formal or informal?
Is the format of the document appropriate to the purpose of the communication e.g. letter for a formal communication?
Is the purpose of the document clear?
Is the document logically sequenced and structured?
Is the document constructed in a logical manner?
Has the document been proofread for spelling, grammar and overall readability?
What style guide requirements were observed in developing the document?
Produce your second draft of the newsletter by editing your first draft based on your findings from filling in the Document Checklist and reviewing the style guide. Save this updated version in the relevant folder, adding V2 to the file name.
Prepare an email to your Office Manager with both drafts attached and request to meet with them to get their feedback about your newsletter. Ace my homework – Write the email in the space below.
Schedule a time with the trainer and assessor in week 3 of the term and meet with the Office Manager played by your assessor (15 minutes).
During the meeting, the office manager will give you feedback about your draft and will also observe you while you complete certain tasks. Make sure that you have completed both drafts and filled in the Document Checklist and that you bring those documents with you to the meeting.
If you are absent from class, it is your responsibility to make alternative arrangements with the trainer and assessor to meet and perform the Role-Play.
After your meeting, develop a third draft of your newsletter, making any changes that your manager (assessor) suggested. Save the new version in the folder with the earlier ones, adding V3 to the filename to distinguish it.
Proofread a copy of your third draft making a note of any changes that you consider necessary. Save this file with the normal file-naming protocol and add ‘V3 annotated’ at the end of the file name.
Based on your annotated third draft, produce a final draft of the newsletter, incorporating the changes that you decided on.
Save this version of the file to the folder with the other versions and add V4 to the file name to distinguish it.
Take a screen shot of the final folder and files, showing all versions of the newsletter from first to final draft. Paste the screen shot into the box provided.
Appendix 1 – Scenario: Burleigh Accountants
You are the Administration Officer for Burleigh Accountants. Your main duties as the Administration Officer include administering the day to day activities of the office, including organising meetings and travel, producing a range of business documents, providing assistance and support to all senior managers, and answering a range of client enquiries.
As the Administration Officer, it is your responsibility to design and produce the monthly staff newsletter based on information provided to you by the Office Manager. The newsletter has only recently been implemented as an initiative designed to keep employees up to date and to improve employee morale.
Content of Newsletter to include:
Industry spotlight
This month’s focus will be a review of Current Accounting Trends. You are required to provide a brief outline of current trends. Your outline should be written in your own words, include approximately 2 – 3 sentences for each of 4 trends and provide a link so that staff members can read further if they wish. E.g. Accounting trends in 2020:
https://financesonline.com/accounting-trends/
Health at work
This month’s focus will be on tips for staff to incorporate more physical activity into their work day. You are required to provide a brief outline of the content of the following article and provide a link to the article in the newsletter. Your outline should be 3 – 4 sentences and encourage staff members to read information at the link below:
http://www.mayoclinic.org/healthy-lifestyle/adult-health/in-depth/office-exercise/art-20047394
Employee spotlight
Each month the newsletter includes a focus on a staff member. The purpose of this section of the newsletter is to provide introduce staff members and their interests outside of work. A photo of the staff member is included as well as responses to the following questions:
What is your role at Burleigh Accountants?
What kind of hobbies and interests do you have outside work?
What is one thing you couldn’t live without?
What is your hidden talent?
What is your favourite movie and book and why?
This month the employee spotlight will be on you as the Administration Officer. You will need to take a photo of yourself for inclusion in the newsletter and provide a response to each of the questions above. Your response for each question should be limited to 3 – 4 sentences. You should take the photo of yourself using a Smart Phone or iPad or similar device and import the photo onto your computer and into the staff newsletter.
New client information
Provide information to staff about a new client. Use the business at the link below to represent the new client:
http://www.mpainting.com.au/
Provide a brief description of the business and a welcome to the new client.
News and upcoming events
http://www.loudshirtday.com.au/
Appendix 2 – Burleigh Accountants Style Guide
Purpose of the Guide
The purpose of this document is to help individuals and departments to prepare company documentation consistent with the Burleigh Accountants corporate style.
The Style Guide explains the style to be applied to company documentation, together with information on typography, and advice for writing and producing documents.
It is recognised that there will be documentation which is outside these guidelines, but the general format should be followed wherever possible.
This Style Guide has been developed to encompass the character of Burleigh Accountants and reflects the new progressive approach to the expansion of the organisation whilst still maintaining the sense of tradition and history.
Writing Style
Composition should be concise, friendly, and professional in keeping with the mission statement of Burleigh Accountant. Documents should be visually appealing and use unambiguous language.
Standard Operating Environment
Burleigh Accountant’s standard operating environment (SOE) is Microsoft Windows.
Documentation should be produced using Microsoft Word 2007 or higher. This will ensure portability of files and consistency of operation.
Company logo
Burleigh Accountants logo must appear on all documentation. The logo is provided as an image at the top of this document and should be included at the top of all documents.
As a registered trademark and symbolic of Burleigh Accountants, neither the company name nor logo may be varied in any aspect (for example: ratio, typeface or colour).
Hyperlinks
Hyperlinks may be either:
Internet hyperlinks which take the reader to a web site if a modem is in use. Internet hyperlinks must begin with https://
Word hyperlinks appear as normal text in a printed document, but in an electronic document are distinguished by the mouse cursor turning into the “pointing hand” shape when passing over it.
Page Layout
Only A4 paper is to be used for Burleigh Accounts documents.
The page margins must be as follows:
All margins (left, right, top and bottom) – 2.54cm
Header or footer 1.27cm from the margin line.
Headers and footers
Headers
Headers are used for all documents of more than one page. They contain the Burleigh Accountants logo, the title of the document and the title of the current section (if applicable).
The Burleigh Accountants logo must appear at the top and centre of every document
Footers
Footers are used for all documents (except for letters and emails) and must contain the filename, the version of the document, the date and the page number.
Appearance
Styles
The standard font for all Burleigh Accountants documents is Tahoma 11. Headings should be bolded with Heading 1 in 14 pt. and Heading 2 in 12 pt.
Printing
Printing must be double-sided where possible.
All printing should be done on recycled paper.
Filing
Files must be named according to the file type e.g. Invoice 123. The version and the date must also be included.
All documents must be filed in the appropriate folder on Burleigh Accountants’ computer system.
Current folders are:
Administration
Invoicing
Correspondence
Purchase orders
Marketing
Flyers
Special offers
Customer correspondence
Staffing
Staff files
Human resources policies and procedures
Newsletters (file by month)
General Policies and Procedures, forms and supporting presentations
Record keeping policies and procedure
Record keeping presentations
Record keeping forms
Complaints handling policy and procedure
Complaints presentations
Complaints forms
Work health and safety policy and procedure
WHS presentations
WHS forms
If there is no relevant folder, staff should create a new folder.
Privacy
Burleigh Accountants complies with the Privacy Act 1988 and the Australian Privacy Principles.
When providing services, Burleigh Accountants will usually collect personal information including the client’s name, address and contact details and information specific to the service being delivered.
Burleigh Accountants will treat all client personal information confidentially and will not disclose any details to another person or organisation.
Access to information is restricted to the relevant authorised staff.
Information deemed inaccurate, irrelevant or out of date is destroyed.
Newsletter Style Guide
The following style points should be followed when designing and producing newsletters.
Format
Use a business newsletter template from Microsoft Word.
Use the fonts contained in the newsletter template.
Keep it short.
No more than 3 pages per newsletter publication.
Keep it bright and clear.
Break up blocks of text with photos, graphics or cartoons.
Break up your pages with white space.
Print in columns.
Use sub-headings.
Put text in boxes, or shaded paragraphs.
Copyright
Copyright must be taken into account. If a report or article is to be included, make sure you acknowledge the author and/or source of the publication.
Email Style Guide
All emails should be written as follows:
Ace my homework – Write a clear subject line.
Use greeting and closing as you would in a letter.
For clients use their first name or Mr or Mrs if preferred.
Where the email is to all staff use “Dear All”.
End the email with Yours Sincerely.
For staff, use first names and use Kind Regards in closing.
Use short paragraphs and insert blank lines between each paragraph.
Use bullet points if applicable.
Keep the email brief.
Proof read the email at least once before sending it.
PowerPoint Style Guide
All PowerPoint presentations should be developed using a suitable template to reflect our corporate colours.
Use the default heading fonts included in the selected template. Increase the font size as required.
Do not include too much text on each power point. Make key points and then notes to guide the presenter.
Use images to break up the text and to illustrate points.
When printing out a copy of the presentation, have four or six slides per page for reviewing, and then three slides per page with lines to the right of each slide for note taking.
Appendix 3 – Burleigh Accountants document production procedure
Business documents should be produced in accordance with the following procedure:
Plan and design document
Complete any necessary research
Determine the content of the document
Ace my homework – Write the first draft
Proofread the document
Seek feedback about the document
Revise document taking into account feedback and checking
Repeat steps 4 to 7 at least once to create final draft
Design and produce business documents
Assessment
AssignmentTutorOnline
Task 2
Design and produce business documents
BSBITU306
Student Declaration
To be filled out and submitted with assessment responses
◻ I declare that this task and any attached document related to the task is all my own work and I have not cheated or plagiarised the work or colluded with any other student(s)
◻ I understand that if I If I am found to have plagiarised, cheated or colluded, action will be taken against me according to the process explained to me
◻ I have correctly referenced all resources and reference texts throughout these assessment tasks.
◻ I have read and understood the assessment requirements for this unit
◻ I understand the rights to re-assessment
◻ I understand the right to appeal the decisions made in the assessment
Unit Title Unit Code
Student name
Student ID number
Student signature Date
Task Number
——OFFICE USE ONLY—– For Trainer and Assessor to complete:
◻ Student requested reasonable adjustment for the assessment
Completed successfully
Did the student satisfactorily: Comments Y N DNS
The student produced a final document after writing three drafts.
☐ ☐ ☐
The student filled out the document checklist to assess their first draft. ☐ ☐ ☐
The student met with the office manager (assessor) to get feedback on their work. ☐ ☐ ☐
The student proofread their third draft and made necessary changes ☐ ☐ ☐
The student took a screenshot of the final folder and the four files it contains. ☐ ☐ ☐
The student wrote an email to their manager (assessor) with the final draft attached. ☐ ☐ ☐
Selected and used appropriate technology and software applications to produce required business documents.
This is evidenced by using software to draft the document. ☐ ☐ ☐
Selected layout and style of publication according to information and organisational requirements.
This is evidenced by following organisational requirements in drafting the document and checking the document using the document checklist. ☐ ☐ ☐
Ensured document design is consistent with company and/or client requirements, using basic design principles.
This is evidenced by following organisational requirements in drafting the document and checking the document using the document checklist. ☐ ☐ ☐
Ace my homework – Write my paper – Online assignment help tutors – Discussed and clarified format and style with person requesting document/publication
This is evidenced by discussing the second draft with the manager (assessor). ☐ ☐ ☐
Identified, opened and generated files and records according to task and organisational requirements
This is evidenced by creating and saving files according to organisational requirements ☐ ☐ ☐
Designed document to ensure efficient entry of information and to maximise presentation and appearance of information
This is evidenced by the design and creation of drafts of document ☐ ☐ ☐
Used a range of functions to ensure consistency of design and layout
This is evidenced by use of applications to draft documents. ☐ ☐ ☐
Operated input devices within designated requirements
This is evidenced by creating drafts of the document. ☐ ☐ ☐
Completed document production within designated timelines according to organisational requirements
This is evidenced by producing and submitting the final draft. ☐ ☐ ☐
Checked document produced to ensure it meets task requirements for style and layout
This is evidenced by filling in document checklist and ensuring document meets organisational requirements. ☐ ☐ ☐
Stored document appropriately and saved document to avoid loss of data
This is evidenced by saving each draft in correct folder and using correct naming conventions. ☐ ☐ ☐
Used manuals, training booklets and/or help desks to overcome basic difficulties with document design and production
This is evidenced by demonstrating the ability to use the help function and seek assistance regarding a topic. ☐ ☐ ☐
Proofread document for readability, accuracy and consistency of language, style and layout prior to final output.
This is evidenced by checking document against checklist and reviewing third draft of document and marking up. ☐ ☐ ☐
Make any modifications to document to meet requirements.
This is evidenced by making changes to document as a result of checking and feedback. ☐ ☐ ☐
Name and store document in accordance with organisational requirements and exit application without data loss/damage.
This is evidenced by saving document correctly and naming according to protocol. ☐ ☐ ☐
Print and present document according to requirements
This is evidenced by submission of all drafts. ☐ ☐ ☐
Task Outcome: Satisfactory ☐Not Yet Satisfactory ☐
Student Name:
Assessor Name:
Assessor Signature:
Date:
Table of Content
Student Declaration 2
Task 2 – Design and Produce Newsletter 7
Complete the following activities: 13
Appendix 1 – Scenario: Burleigh Accountants 16
Appendix 2 – Burleigh Accountants Style Guide 17
Task 2 – Design and Produce Newsletter
Task summary and instructions
What is this assessment task about? Scenario: You are the Administration Officer for Burleigh Accountants. Your main duties as the Administration Officer include administering the day to day activities of the office, including organising meetings and travel, producing a range of business documents, providing assistance and support to all senior managers, and answering a range of client enquiries.
As the Administration Officer, it is your responsibility to design and produce the monthly staff newsletter based on information provided to you by the Office Manager. The newsletter has only recently been implemented as an initiative designed to keep employees up to date and to improve employee morale. There is a standard template for use.
Further details, template, style guide and checklist are in the appendices of this document.
This task comprises of product-based assessment methods and direct observation of a Role Play in a simulated work environment.
It has been designed to evaluate your ability to:
Select and use appropriate technology and software applications to produce required business documents Select layout and style of publication according to information and organisational requirements Ensure document design is consistent with company and/or client requirements, using basic design principles Ace my homework – Write my paper – Online assignment help tutors – Discuss and clarify format and style with person requesting document/publication Identify, open and generate files and records according to task and organisational requirements Design document to ensure efficient entry of information and to maximise presentation and appearance of information Use a range of functions to ensure consistency of design and layout Operate input devices within designated requirements Complete document production within designated timelines according to organisational requirements Check document produced to ensure it meets task requirements for style and layout Store document appropriately and save document to avoid loss of data Use manuals, training booklets and/or help desks to overcome basic difficulties with document design and production Proofread document for readability, accuracy and consistency of language, style and layout prior to final output Make any modifications to document to meet requirements Name and store document in accordance with organisational requirements and exit application without data loss/damage Print and present document according to requirements
You are required to address the following:
Task 2: Produce a first draft of the newsletter. Review the first draft and fill out the Document Checklist Produce a second draft of the newsletter. Send an email to your Office Manager (your assessor). Meet with your Office Manager (your assessor) to discuss the draft and seek feedback. Demonstrate skills and ability to use help function and seek assistance with production of document. Develop a third draft of your newsletter, ensuring that it incorporates any changes that your assessor may have suggested. Review your third draft and note any changes that need to be made. Using your marked-up third draft, produce a final draft of the newsletter, incorporating the changes that you determined. Take a screen shot of the final folder and files showing all versions of the newsletter from first to final draft. Send an email to your Office Manager (your assessor) with the final draft and the screenshot attached.
What do I need to do to complete this task satisfactorily? submit the completed assessment tasks, according to instructions, complete the tasks with sufficient detail and present them in a professional manner, use your own words and reference sources appropriately, meet the word count where required, use the scenario provided, use the templates provided where required, for your performance to be deemed satisfactory in this assessment task you must satisfactorily address all of the assessment criteria, if part of this task is not satisfactorily completed you will be asked to complete further assessment to demonstrate satisfactory performance.
Specifications You must deliver/participate in:
Meeting with Office Manager (assessor) to discuss the draft and seek feedback. Demonstration of skills and ability to use help function and seek assistance with production of document.
You must submit to GOALS: First draft of newsletter Second draft of newsletter Email to the office Manager (Assessor) with the first and second drafts of newsletter attached. Observation checklist for meeting role play Annotated third draft of the newsletter Final draft of newsletter A screen shot of the final folder and files. Templates: 1 – Document Checklist
Resources and equipment Computer with Internet access Access to Microsoft Office suites or similar software Learning material Scenario for assessment document Relevant policies and procedures provided in a separate folder Use of the templates included in this assessment document
What will the assessor be looking for? Your assessor will be looking for demonstrated evidence of your ability to: Select and prepare resources Design document Produce documents Finalise documents select appropriate technology and software for design and production of business documents adhere to organisational requirements when: selecting layout and style opening and generating files producing documents within designated timelines naming and storing documents printing and presenting documents adhere to task requirements when producing documents including: applying basic design principles applying consistent formatting using appropriate styles using correct layouts proofreading as required use appropriate data storage options apply knowledge of functions and features of contemporary computer applications print and present completed documents.
Re-submission opportunities You will be provided feedback on your performance by the Assessor. The feedback will indicate if you have satisfactorily addressed the requirements of each part of this task. If any parts of the task are not satisfactorily completed, the assessor will explain why, and provide you written feedback along with guidance on what you must undertake to demonstrate satisfactory performance. Re-assessment attempt(s) will be arranged at a later time and date. You have the right to appeal the outcome of assessment decisions if you feel that you have been dealt with unfairly or have other appropriate grounds for an appeal. You are encouraged to consult with the assessor prior to attempting this task if you do not understand any part of this task or if you have any learning issues or needs that may hinder you when attempting any part of the assessment.
Procedures
Review the assessment scenario, the business documentation, including policies and procedures and the templates provided: Appendix 1 – Scenario at the end of this document Policies and Procedures – provided in appendices Templates: 1 – Document Checklist Produce a draft of the newsletter. This part of the assessment task requires you to develop the first draft of your newsletter. Use the guide to contents of the Newsletter and the Burleigh Style Guide (both in the appendices) to guide your formatting and content choices. Select one of the online templates in MS Word by clicking on the File tab, then selecting ‘New’ and searching the templates for Newsletter templates. When you have completed the first draft of your newsletter, save the draft according to the naming conventions documented in the Style Guide and in a suitably named folder. You must save all drafts of the newsletter in this same folder. Review your first draft and fill out the Document Checklist. Review the Burleigh Accountant’s Style Guide to ensure that you have met all the Style Guide requirements. Produce a second draft of the newsletter. Edit your first draft of the newsletter, drawing on insights gained during your review. Save this updated version (second draft) of your newsletter in the relevant folder, adding V2 to the file name. Prepare an email to your Office Manager (your assessor). The text of the email should be in grammatically correct English, written in an appropriate (polite, business-like) style. Make reference to the attachment of both drafts and request a meeting with your manager to get feedback on the draft of the newsletter. Meet with your Office Manager (your assessor) to discuss the drafts and seek feedback. (15 minutes) During the meeting, you are required to demonstrate effective communication skills as follows: • Use of appropriate style (formal), tone (encouraging, respectful) and vocabulary (professional, business language) for the meeting • Speaking clearly and concisely • Using non-verbal communication to assist with understanding • Asking questions to identify required information • Responding to questions as required • Using active listening techniques to confirm understanding
At the meeting, your Manager will also provide you with some additional information about design requirements, which you must follow when developing your newsletter.
Your assessor will observe you while you edit your newsletter to ensure that you can: • Change column and font colours within the newsletter • Correctly use your phone or iPad to import a photo into the newsletter. • Use the help menu to assist with completion of tasks. This will involve showing your assessor that you know how to access the help menu and how to seek assistance about a topic to be advised by your assessor.
During the meeting, demonstrate to your assessor that you can complete the task, as well as explain what you are doing. The assessor will provide feedback on this meeting in the marking checklist. After your meeting, develop a third draft of your newsletter, making any changes that your manager (assessor) suggested. Save this version of the file to the folder with the other versions. Add V3 to the file name to distinguish it. Proofread your third draft. Proofread the document, tracking the changes and annotating the document in word. You should find at least one change (wider columns? More centred on the page?) that you wish to make to each page. Save this file with the normal file-naming protocol and add ‘V3 annotated’ at the end of the file name. Using your marked-up third draft, produce a final draft of the newsletter, incorporating the changes that you decided on. Save this version of the file to the folder with the other versions. Add V4 to the file name to distinguish it.
Take a screen shot of the final folder and files. The screen shot should show all versions of the newsletter from first to final draft. Paste the screen shot into the box provided.
Complete the following activities:
Review the assessment scenario, the business documentation, including policies and procedures and the templates provided:
Appendix 1 – Scenario at the end of this document
Policies and Procedures – provided in appendices
Templates:
1 – Document Checklist
Ace my homework – Write the first draft of the newsletter.
When you have completed the first draft of your newsletter, save it in a folder labelled ‘Newsletter Drafts
Review your first draft of the newsletter and fill out the right-hand column. Review the Burleigh Accountant’s Style Guide to ensure that you have met all the Style Guide requirements.
Template 1 – Document Checklist
Check Yes/No and comments and/or changes made to the document.
Does the tone of the document reflect the writing style required as per the style guide?
Is the tone in the document suitable for the intended audience e.g. is it sufficiently formal or informal?
Is the format of the document appropriate to the purpose of the communication e.g. letter for a formal communication?
Is the purpose of the document clear?
Is the document logically sequenced and structured?
Is the document constructed in a logical manner?
Has the document been proofread for spelling, grammar and overall readability?
What style guide requirements were observed in developing the document?
Produce your second draft of the newsletter by editing your first draft based on your findings from filling in the Document Checklist and reviewing the style guide. Save this updated version in the relevant folder, adding V2 to the file name.
Prepare an email to your Office Manager with both drafts attached and request to meet with them to get their feedback about your newsletter. Ace my homework – Write the email in the space below.
Schedule a time with the trainer and assessor in week 3 of the term and meet with the Office Manager played by your assessor (15 minutes).
During the meeting, the office manager will give you feedback about your draft and will also observe you while you complete certain tasks. Make sure that you have completed both drafts and filled in the Document Checklist and that you bring those documents with you to the meeting.
If you are absent from class, it is your responsibility to make alternative arrangements with the trainer and assessor to meet and perform the Role-Play.
After your meeting, develop a third draft of your newsletter, making any changes that your manager (assessor) suggested. Save the new version in the folder with the earlier ones, adding V3 to the filename to distinguish it.
Proofread a copy of your third draft making a note of any changes that you consider necessary. Save this file with the normal file-naming protocol and add ‘V3 annotated’ at the end of the file name.
Based on your annotated third draft, produce a final draft of the newsletter, incorporating the changes that you decided on.
Save this version of the file to the folder with the other versions and add V4 to the file name to distinguish it.
Take a screen shot of the final folder and files, showing all versions of the newsletter from first to final draft. Paste the screen shot into the box provided.
Appendix 1 – Scenario: Burleigh Accountants
You are the Administration Officer for Burleigh Accountants. Your main duties as the Administration Officer include administering the day to day activities of the office, including organising meetings and travel, producing a range of business documents, providing assistance and support to all senior managers, and answering a range of client enquiries.
As the Administration Officer, it is your responsibility to design and produce the monthly staff newsletter based on information provided to you by the Office Manager. The newsletter has only recently been implemented as an initiative designed to keep employees up to date and to improve employee morale.
Content of Newsletter to include:
Industry spotlight
This month’s focus will be a review of Current Accounting Trends. You are required to provide a brief outline of current trends. Your outline should be written in your own words, include approximately 2 – 3 sentences for each of 4 trends and provide a link so that staff members can read further if they wish. E.g. Accounting trends in 2020:
https://financesonline.com/accounting-trends/
Health at work
This month’s focus will be on tips for staff to incorporate more physical activity into their work day. You are required to provide a brief outline of the content of the following article and provide a link to the article in the newsletter. Your outline should be 3 – 4 sentences and encourage staff members to read information at the link below:
http://www.mayoclinic.org/healthy-lifestyle/adult-health/in-depth/office-exercise/art-20047394
Employee spotlight
Each month the newsletter includes a focus on a staff member. The purpose of this section of the newsletter is to provide introduce staff members and their interests outside of work. A photo of the staff member is included as well as responses to the following questions:
What is your role at Burleigh Accountants?
What kind of hobbies and interests do you have outside work?
What is one thing you couldn’t live without?
What is your hidden talent?
What is your favourite movie and book and why?
This month the employee spotlight will be on you as the Administration Officer. You will need to take a photo of yourself for inclusion in the newsletter and provide a response to each of the questions above. Your response for each question should be limited to 3 – 4 sentences. You should take the photo of yourself using a Smart Phone or iPad or similar device and import the photo onto your computer and into the staff newsletter.
New client information
Provide information to staff about a new client. Use the business at the link below to represent the new client:
http://www.mpainting.com.au/
Provide a brief description of the business and a welcome to the new client.
News and upcoming events
http://www.loudshirtday.com.au/
Appendix 2 – Burleigh Accountants Style Guide
Purpose of the Guide
The purpose of this document is to help individuals and departments to prepare company documentation consistent with the Burleigh Accountants corporate style.
The Style Guide explains the style to be applied to company documentation, together with information on typography, and advice for writing and producing documents.
It is recognised that there will be documentation which is outside these guidelines, but the general format should be followed wherever possible.
This Style Guide has been developed to encompass the character of Burleigh Accountants and reflects the new progressive approach to the expansion of the organisation whilst still maintaining the sense of tradition and history.
Writing Style
Composition should be concise, friendly, and professional in keeping with the mission statement of Burleigh Accountant. Documents should be visually appealing and use unambiguous language.
Standard Operating Environment
Burleigh Accountant’s standard operating environment (SOE) is Microsoft Windows.
Documentation should be produced using Microsoft Word 2007 or higher. This will ensure portability of files and consistency of operation.
Company logo
Burleigh Accountants logo must appear on all documentation. The logo is provided as an image at the top of this document and should be included at the top of all documents.
As a registered trademark and symbolic of Burleigh Accountants, neither the company name nor logo may be varied in any aspect (for example: ratio, typeface or colour).
Hyperlinks
Hyperlinks may be either:
Internet hyperlinks which take the reader to a web site if a modem is in use. Internet hyperlinks must begin with https://
Word hyperlinks appear as normal text in a printed document, but in an electronic document are distinguished by the mouse cursor turning into the “pointing hand” shape when passing over it.
Page Layout
Only A4 paper is to be used for Burleigh Accounts documents.
The page margins must be as follows:
All margins (left, right, top and bottom) – 2.54cm
Header or footer 1.27cm from the margin line.
Headers and footers
Headers
Headers are used for all documents of more than one page. They contain the Burleigh Accountants logo, the title of the document and the title of the current section (if applicable).
The Burleigh Accountants logo must appear at the top and centre of every document
Footers
Footers are used for all documents (except for letters and emails) and must contain the filename, the version of the document, the date and the page number.
Appearance
Styles
The standard font for all Burleigh Accountants documents is Tahoma 11. Headings should be bolded with Heading 1 in 14 pt. and Heading 2 in 12 pt.
Printing
Printing must be double-sided where possible.
All printing should be done on recycled paper.
Filing
Files must be named according to the file type e.g. Invoice 123. The version and the date must also be included.
All documents must be filed in the appropriate folder on Burleigh Accountants’ computer system.
Current folders are:
Administration
Invoicing
Correspondence
Purchase orders
Marketing
Flyers
Special offers
Customer correspondence
Staffing
Staff files
Human resources policies and procedures
Newsletters (file by month)
General Policies and Procedures, forms and supporting presentations
Record keeping policies and procedure
Record keeping presentations
Record keeping forms
Complaints handling policy and procedure
Complaints presentations
Complaints forms
Work health and safety policy and procedure
WHS presentations
WHS forms
If there is no relevant folder, staff should create a new folder.
Privacy
Burleigh Accountants complies with the Privacy Act 1988 and the Australian Privacy Principles.
When providing services, Burleigh Accountants will usually collect personal information including the client’s name, address and contact details and information specific to the service being delivered.
