Developing Standard Documents For A New Company

Developing Standard Documents

Discuss about the Diploma in Business Administration.

Green Heaters Pty Ltd Company is a new firm which manufactures and sells heaters in a wholesale form. It comprises of five board of directors and is planning to recruit about 100 employees within the first financial year. In the same year, sales are expected to be 650,000. This report explains the standard documents required for a company when it starts, its strategies and how they will be implemented.

They refer to essential writings which provide guidelines, requirements, and specifications that the management requires for the efficient running of the organization. To prepare such documents, certain methodologies and processes will be considered to produce quality written.Hu, et al. (2014, p.791) explains there are four main steps to follow when preparing the documents.

Adequate planning and design of the materials are significantly more for new companies. The method entails discussing, drafting and writing down roughly the ideas of the paper (Winton, et al. 2013. P .47). The board holds a meeting for startup of the enterprise. The required documents will be identified, their contents discussed and the preparation duty is assigned to one of the directors. That will be me.

Now that the content is discussed, the final draft can be written down or typed strictly following the formal formats required for the reports. Each official document must have a name (title), page number, date of publication, and item number (Coffey, 2014. p.376). The proper design is to be followed with the company logo and name on top of the respective documents. They will have to be short, brief and straight to the point.

Before the documents are issued to the employees or the public, they will have to go back to the Board for consideration and confirmation. The secretary will present the materials to the directors where they will confirm. The requirements are approved, and at some cases, translation occurs to clarify ideas. An official stamp and copies are filed and retained by particular directors (Leijten et al. 2014, p. 305)

This is the final stage standard material development. They are published and issued to notice boards for the employees and the public. They should be publicized earlier before the deadline date is reached. Official writings usually have a period of twenty to thirty days (Siemens, 2014, p 24). They should be conspicuous and placed at strategic places to be noticed easily.

Skimming, Preparation, and Planning

First and foremost, directors will be required to have a copy of the plan. I will prepare the topics to be discussed systematically where one will lead to another. This will assist the Board to cover all primary areas essential for the firm to start operating. Agendas, in most cases, are issued as papers to enable note taking during the meetings (Nicholson, et al. 2017, 30). Soft-copy agendas may be misplaced or difficult to add notes on them.

The Green Heaters company will issue memos to attract the public to apply for job opportunities in the business. This will inform the public that the company exists and is ready to start trading. The board will require a management team, as well as laborers and the best method to acquire them, is by the use of a memo. It will have general descriptions informing the public to apply for available jobs in the company. External sources such as the TVs and radio stations can be used to read out the memo. The notice will attract very many people, and the Board can select the best recruits from the crowd. Since all information may not fit on the note, the company website can be provided as macros for the interested persons to get more information. For example, job descriptions, salary ranges and academic qualifications necessary for employment. Below is a sample of the internal memorandum.

Green Energy Company

To:   All employees

From: The Board of Directors

Date: 02/02/2017

Subject: JOB VACANCIES

Greetings,

Green Heaters Company is looking forward to recruit 100 employees. The job descriptions and other relevant information are available at our website www.greenheaters.co.au.

If you meet our requirements, send us your application letters and academic documents through the link provided in the website.

Thank you. 

These standard documents will be sent to various individuals to pass accurate information. For example, confirmation letters may be issued to inform the job applicants to attend the interviews on a set date. Due to the emergence of technology, printed letters may not be used. The company will respond through the use of electronic mails (emails). Job acceptance letters may be prepared in advance to be sent to the successful recruits. This method will involve the use of hard and soft copies.

The company is very new and probably will be hiring the 100 employees within the first year. This document will be critical to direct the laborers to respective areas where they will be required to go. This will save time, ensure consistency and prevent confusion (Funk, et al. 2015, p.54). To make the document useful, models can be used to assist in directing workers. For example, a large picture of helmets and protective clothes templates can be strategically put at the entrance of workshops.

Writing the Documents

The management will provide small mini-books containing instructions and notes to assist the employees to work as per the standards of the firm. I will prepare the notes to be brief, summarized and understandable. It will contain aims, objectives, and strategies of Green Heaters. For example, it will show estimated sales within the first and subsequent years. The notes will help the employees to know what the firm desires and will work towards achieving it.

At this stage, the company would have started. It would be recognized in the market for distributing heaters to the wholesalers. All meetings and activities are done from the time the firm started till it began operations will be recorded in the minutes and reports. The minutes cover detailed information on each meeting held. On the other hand, the report is a comprehensive document describing various events in the organization. They will be kept by the senior management only (Tobin et al. 2015, p. 112)

This applies when a supervisor identifies a problem within the employees. The employees may not be working or following the prepared documents as required. Therefore, a reprimand will be issued to remind them to adhere to communications passed through the publications. Further actions can be taken if the situation is not rectified.

To make sure each employee goes through the standard documents such as notes, memos, and letters, the management can be defining crucial areas which attract the attention of the workers. For instance, work hours, overtime, compensation, vacations and leave payments (Dias et al. 2016, p 285). The documents can then be blended in with what the directors want to pass across. It will increase chances of reading the material.

Internal memos and opinions should be short, conspicuous and boldly written. The Green Heaters company can adopt this strategy to be used whenever they are preparing documents for the employees. The plan assists in creating interesting and understandable information to the workers. Long written documents such as reports and notes may not be thoroughly read (Fergus, 2015. P.699)

Landsbergis, et al. (2014. p. 510) explain the following rules and procedures which Green Heaters can implement to make employees use the standard documents accordingly;

Use of warnings-If an employee causes a mistake in the workplace, and it is caused by ignorance of the information on the issued documents, warnings can be used. They will caution the worker to be careful next time. In most firms, there are three warnings issued (Allen, 2014, p.162)

Formal Review

Termination reviews-This process occurs where an employee keeps on repeating the same mistake as a result of not following instructions. The supervisor can take the case to the HR for discussion whether the person to continue working or face termination.

Consultations- where employees, especially the new ones, fail to understand instructions set through the provided materials, they can consult their colleagues or approach the supervisor for clarification.

Policy reviews-At times, the management can be such friendly that the workers are free to raise their views on policies set. If they are unfavorable, they management can hold a meeting and decide what to do.

Conclusion

Green Heaters Company is a new firm in the market. It should, therefore, employ expertise when creating standard documents. The way the company starts build the foundation on how it will be operating in future. Investors will be keenly observing ready to invest in it once they realize it is getting satisfied. Therefore, the discussion narrated in the previous pages should be considered by the Board of Directors.

References

Allen, K.A., 2014. Steps for fair performance management. Professional Beauty, (May/Jun 2014), p.162 

Coffey, A., 2014. Analysing documents. The SAGE handbook of qualitative data analysis, pp.367-380. 

Dias, V., Carlos, J. and da Costa, J.M.S.A., 2016. Migration of Brazilian Intellectual Workers in the International Market: Identification of Enticing Employees Acts and the Legal Mechanisms to Cease the Appropriation of Technology and Unfair Competition Practices. Braz. J. Int'l L., 13, p.285. 

Fergus, E., 2015. Workplace Law, John Grogan; and Dismissal, John Grogan: book notices. South African Law Journal, 132(3), pp.699-702. 

Funk, M. and Schmidt, A., 2015. Cognitive assistance in the workplace. IEEE Pervasive Computing, 14(3), pp.53-55. 

Landsbergis, P.A., Grzywacz, J.G. and LaMontagne, A.D., 2014. Work organization, job insecurity, and occupational health disparities. American journal of industrial medicine, 57(5), pp.495-515. 

Leijten, M., Van Waes, L., Schriver, K. and Hayes, J.R., 2014. Writing in the workplace: Constructing documents using multiple digital sources. Journal of Writing Research, 5(3), pp.285-337. 

Hu, Z., Fang, S. and Liang, T., 2014. Empirical study of constructing a knowledge organization system of patent documents using topic modeling. Scientometrics, 100(3), pp.787-799. 

Nicholson, G., Pugliese, A. and Bezemer, P.J., 2017. Habitual accountability routines in the boardroom: How boards balance control and collaboration. Accounting, Auditing & Accountability Journal, 30(2). 

Siemens, G., 2014. Connectivism: A learning theory for the digital age. 

Tobin, T.J., Eroshin, V., Zheng, Z., Louie, P., Lu, J. and Varadharajan, A., Salesforce. Com, Inc., 2015. System, method and computer program product for locally defining related reports using a global definition. U.S. Patent 9,189,532. 

Winton, S. and Pollock, K., 2013. Preparing politically savvy principals in Ontario, Canada. Journal of Educational Administration, 51(1), pp.40-54.