Document Design and Production for KMP Pty-myassignmenthelp.com

Question: Discuss about theDocument Design and Production for KMP Pty. Answer: Company Background In an organization useful information are maintained in the database of the company and is maintained and updated timely. The process involves inputting the financial data, account of customers and personal information and medical records or purchase orders into the computer system of the company. In many cases, the information entry involves administrative duties like typing memos, forwarding circulars and delivering mails. KMP Pty is a textile manufacturer that employs 500 employees. Documents of each of the departments are processed separately. Information Entry As soon as any information enters the organization it is being processed. Previously the data entry and management was done manually. The company now uses computer system for maintaining important data. That information that is not to be circulated to the employees are generally stored in the data base of the company with the help database management system software. Important documents of the organization include memos, business letters, reports, budgets, employee handouts, notices, circulars and others. Storage The crucial information of the organization is stored in the computer systems. Database management system is the software that company uses for storage of the data. Important dat if not protected properly might be lost (Turner et al., 2016). Data therefore needs to be stored. Previously KMP Pty used to store important data in the files and folders. Output Some of the information will be stored while some will be drafted in form of documents for distribution among the employees. Soft copies of the information will be mailed to the employees while hard copies, the print outs of the document would be distributed to the employees. The company allocates 5 percent of its total budget for document design and production (Leijten et al., 2015). Quality of document design and production The business letters, notices, forms, reports and budgets would be made using templates. Formal language would be used for drafting the contents of the documents. Companys future capability In future, the company is planning to expand its business in two other cities as well. Expansion of the company might require more documentation. The amount of information will also increase. I future the company will have a separate department that will take care of document design and production. As the number of employees would increase, the requirement for circulating necessary documents will also increase. Information technology will also be advanced in future. New technologies might be used for data storage and processing. KMP will also require changing the technology it uses for data storage. Currently the company distributes documents like, memos and circulars with emails. Hard copies of notices and employee handouts are distributed among the employees. The company is planning to improve the quality of the documents by setting a standard for documentation. Previously no such standards where used and hence there were many errors in the document. The errors even caused confusio n for the customers (Campbell, 2013). Currently, KMP Pty uses a variety of documents that are in PDFs, PPT, Spreadsheets and Word document. It depends on the content of the document for using any of the formats. Usually pdf is used for employee handouts, the printouts of the employee handouts are distributed to the employees. Word document is used for business letters, circulars and notices. Excel documents are used for maintaining records, like sales records, customers records and employee records (Brumberger Lauer, 2015). Documentation standards For all the important documents, a standard would be used. Templates would be used in order to avoid errors in documentation. For employee handouts the paper used would be A4 size and the font size used is ideally 12 Times new Roman. Tasks for documentation would be: Two employees would be hired for document design and production. The tasks included in the process of document design and production would be Designing the documents as per the standard template Reviewing the designed the documents Correcting the errors if found Drafting the document Forwarding the document for approval of the Director/CEO Publishing the documents Finally taking out the hard copies of the documents if necessary for distributing to the audience (Blythe, Lauer Curran, 2014) For document production updated software would be used like, desktop publishing, various application software like spreadsheets, Microsoft word and Microsoft PowerPoint for making audio visual presentations. Right tools would be used for drafting the documents. Designed documents should be able to communicate the information for which it has been drafted. References Blythe, S., Lauer, C., Curran, P. G. (2014). Professional and technical communication in a web 2.0 world.Technical Communication Quarterly,23(4), 265-287. Brumberger, E., Lauer, C. (2015). The evolution of technical communication: An analysis of industry job postings.Technical Communication,62(4), 224-243. Campbell, K. S. (2013).Coherence, continuity, and cohesion: Theoretical foundations for document design. Routledge. Leijten, M., Van Waes, L., Schriver, K., Hayes, J. R. (2014). Writing in the workplace: Constructing documents using multiple digital sources.Journal of Writing Research,5(3), 285-337. Turner, J., Schomberg, J., Cole, K., Bergman, B. J., Kurtz, D., Peters, V., Bothmann, R. L. (2016). Inclusivity, gestalt principles, and plain language in document design.The Library with the Lead Pipe.