Alamo Agenda and minutes
Appendix B: Document Content Planning Template
PLANNING TEMPLATE
1.
What is the title of this document?
Alamo Agenda and minutes
2.
What is the purpose of this document?
As a guideline, purposes may include:
Providing information
Giving advice
Documenting policies, procedures
Influencing attitudes and opinions
Conveying research findings
Proposing recommendations, actions
A combination of factors (define them)
Agenda to guide meeting
Minutes to provide discussion outcomes and decisions
3.
Details of the intended audience
Who will be the audience/recipient(s) of the document
Members of meeting
4.
What are the main topics of this document?
Fair Work
Safe work environment from bullying and harassment
Equal Opportunity
Diversity
Smoking
5.
Draft message for document
To be provided in Assessment 1.2.
See point 14 for structure and flow of information
6
Identify major sources of information on these topics.
Case study
7.
The means of communicating or distributing the document
8.
Software used to create documents
MS word
9.
What format have you chosen for the document?
Options include:
Promotional document
An article for a Newsletter
Presentation
Resume
Document
10.
In approximately 100 – 150 words, explain why you believe the format you have chosen is appropriate to the document’s purpose.
Here you can refer to benefits offered by the format such as needs of audience, ease of sharing with multiple recipients, larger scope for visuals, limitations imposed by other methods.
Word document as its most appropriate as it comes standard in many PCs. All staff can access it on their work computer. This makes it easy to save documents on a hard drive or send them out via email, documents from word can also be easily printed out. MS Word is also easy to use, it also offers more functionality especially in formatting any documents such as minutes and agendas.
11.
Identify key requirements/specifications that the document must comply with.
Can include
organisational policy, procedures and guidelines applying to documents, including house style
requirements or undertakings made by the organisation about reporting e.g. financial reporting
legal or traditional requirements for the particular type of document
requirements for illustrations, photographs, graphs, charts, maps and other illustrative material
standards for references, footnotes, citations
word length
writing styles
Alamo Style Guide
Logo to be used on every slide
Logo 2.49cm width/2.37cm high
The logo must appear on the front of all documents and generally be placed at the top of the document unless otherwise specified
Style Details and Sample Title
Normal text – Calibri 60 Bold Subtitle Normal text – Calibri 24 Slide Headings Normal text – Calibri 44 Slide Text Normal text – Calibri 28 Colours Permitted The corporate colours of Alamo Company are light green and light blue and must be reflected in the presentations.
Gender neutral language
Numbers zero to nine: write in words followed by the number, for example, five (5) items. Numbers 10 and above: write in figures
Use language that is unambiguous, inclusive and non-discriminatory.
Naming Convention
agenda for meeting ofdo_27/09/2022
Typeofdo_DDMONYEAR_Author
12.
Identify any organisations or personnel that you must consult in the process of preparing and producing the document.
Can include
colleagues, team members
managers/leaders/coordinators/supervisors
subject experts, government authorities, consultants
internal providers of specialist information e.g. accountant, legal
Management approval for production
HR officer (if others are employed as we hold HR role)
13.
Identify key document deadlines.
Include deadlines for draft and final submissions
Draft to be submitted to manager on the 08/04/2022
Final to be submitted on the
26/04/2022
14.
Develop an overview of the structure and content of the document that you propose to produce.
Refer to the order of information, topic headings, graphics you propose to include.
You may describe the proposed document in narrative style or by using a storyboard or a table.
Include in meeting minutes and agenda:
date and time of meeting
name of participants
purpose of meeting
agenda items and topics discussed
action items
next meeting date and place
(Make sure you use MS word, and refer to ALAMO style guide)
Use given case study to list all agenda items and action items.
Item 1 – Introduction and Apologies
Item 2 – Stock Issues
Item 3 – WHS issues, concerns and conflicts in workplace
Item 4 – Introduction of new staff member
roles, duties, dates
Item 5 – Standing items
Conclusions
(make sure to add action items from case study and list under each item)
15.
Screen shot of email to manager for requestion review.
Ensure message is written appropriately for business environment
16.
Screen shot Response from manager
——–
Agenda and minutes from the Alamo
Template for Document Content Planning (Appendix B)
TEMPLATE FOR PLANNING
1.
What’s the name of this document’s title?
Agenda and minutes from the Alamo
2.
What is this document’s purpose?
As a general rule, purposes could include:
Information dissemination
Providing guidance
Policies and processes must be documented.
Changing people’s minds and ideas
Communication of scientific findings
Making recommendations and taking actions
Several elements come into play (define them)
The gathering will be guided by an agenda.
Minutes of the meeting to document the outcomes of the conversation and the decisions made.
3.
Information about the target audience
Who will be the document’s audience/recipient(s)?
Members of meeting
4.
What are the document’s key points?
Fair Work
Safe work environment from bullying and harassment
Equal Opportunity
Diversity
Smoking
5.
Draft message for document
To be provided in Assessment 1.2.
See point 14
