XY is a medium sized IT company concerned with providing its clients with professional IT business solutions. Their client base is primarily small to medium sized businesses from a diverse number of industries including retail, legal and finance.
XY pride themselves on providing prompt and cost efficient services without the hard sell or scare tactics used by some competitors within the same market.
XY markets itself towards small to medium sized businesses that require personal service and individually tailored IT business solutions you.
Event 1 – Style and Standards Manual
You work in XY as the Document Manager and you have been assigned a task of producing a Style and Standards Manual. This manual should include the following:
Develop/write a series of standards that could be used by all personnel of this company when producing documentation.
These must include:
1.WHS standards which must be followed to ensure that computer users minimise illnesses and injuries. Standards are to include furniture and equipment placement and adjustment, session durations and personal work practices.
2.Organisational standards covering:
a.Document naming conventions b.Version control c.Document storage d.Document protectione.Virus protection f.Backup procedures
3.Document standards to optimise functionality and presentation, asfollows:
To ensure functionality – you must include information about:
a.Templates b.Heading Styles c.Table of Contents d.Autotext and Macros e.Page formats
C: Style guide, one of these templates must be a report template. Prepare some workplace instructions, instructing staff members about where and how to access the Report Template and step by step instructions on how to use all of the document’s features in order to ensure functionality, consistency of format and to save preparation time. You should also instruct them about the report layout to meet current industry/organisational standards. The following features must be considered:
Table of Contents
Paragraph Styles (eg: fully blocked, indented)
Line spacing (eg: single, double or 1.5 spacing)
Heading styles/Heading levels
The workplace instructions, Style guide, for the report template is to be placed at the end of your Styles and Standards Manual.
5. Prior to organising training for staff, you have performed a skills analysis. The outcome of this analyses was as follows:
a. ¼ of the staff members require advanced training
b. ¾ of the staff require intermediate training
Write a recommended training plan for staff prior to implementation of the new documentation. This training should cover how to use the new templates whilst following the new Styles and Standards Manual.
The training plan should also indicate whether training will be small group, or one-to-one. (see attached sample of a Training Plan).
List 3 training plan name.