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Preparing a Work Plan

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Preparing a Work Plan
BA25 Business Communications
Professor Melody Thomas
Work Plan
пЃ¬
A carefully thought-out plan for ensuring
you produce good work on schedule by
identifying all tasks to be performed and
making sure nothing gets overlooked.
Work Plan Elements
Statement of the Problem or
Opportunity
пЃ¬ Statement of the Purpose and Scope of
investigation
пЃ¬ Research Strategy
пЃ¬ Tentative Outline
пЃ¬ Work Schedule
пЃ¬
Statement of the Problem
Clarifies the challenge you face
пЃ¬ Helps you stay focused on the core
issues
пЃ¬ Assists everyone in avoiding
distractions
пЃ¬
Statement of Purpose
Starts with infinitive phrase: To . . .
пЃ¬ Defines the focus of the report
пЃ¬ Sets the boundaries (scope) of the
project by stating scope of research
пЃ¬ Points out significance of report
пЃ¬ Discusses limitations affecting the
research or where findings can be
applied
пЃ¬
PROBLEM STATEMENT
пЃ¬
Our company’s market
share is steadily
declining.
пЃ¬
We need $2 million to
launch our new
product.
STATEMENT OF PURPOSE
пЃ¬
To explore different
ways of selling our
products and to
recommend the ones
that will most likely
increase our market
share.
пЃ¬ To convince investors
that our new business
would be a sound
investment so that we
can obtain desired
funding.
PROBLEM STATEMENT
пЃ¬
Many women between
the ages of 22 and 38
have trouble finding
jeans that fit.
пЃ¬
The leases on all
company cars will be
expiring in three
months. Expenses and
paperwork for
employee-owned cars
seems excessive.
STATEMENT OF PURPOSE
пЃ¬
To secure an
advertising contract
from Lee Jeans that
will examine published
accounts about the
jeans industry and Lee
Jeans in particular.
пЃ¬ To recommend a plan
that provides sales
reps with cars to be
used in their calls.
Research Strategy
Potential sources of information
пЃ¬ Methods of collecting data
пЃ¬ Constraints on time, money, personnel,
or data
пЃ¬
Tentative Outline of Report
пЃ¬Problem factoring:
– Divide the major problem into subproblems
stated as questions to be answered.
пЃ¬Working outline guides research efforts
Work Schedule
пЃ¬States assignments
пЃ¬Provides deadlines
пЃ¬Describes final products
пЃ¬Estimates time needed for each task
пЃ¬Follow the journalistic approach
– Who, what, where, when
Sample Work Plan
Company is considering whether or
not to to launch a newsletter
Statement of Problem
The rapid growth of our company over the past five years has
reduced the sense of community among our staff. People no
longer feel like part of an intimate organization where they
matter as individuals.
Statement of Purpose
The purpose of this study is to determine whether a company
newsletter would help rebuild employee identification with the
organization. The study will evaluate the impact of
newsletters in other companies and will attempt to identify
features that might be desirable in our own newsletter. Such
variables as length, frequency of distribution, types of articles,
and graphic design will be considered. Costs will be
estimated for several approaches. In addition, the study will
analyze the personnel and the procedures required to
produce a newsletter.
Sources and Methods of Data Collection
Sample newsletters will be collected from 50 companies
similar to ours in size, growth rate, and types of employees.
The editors will be asked to comment on the impact of their
publications on employee morale. Our own employees will be
surveyed to determine their interest in a newsletter and their
preferences for specific features. Production procedures and
costs will be analyzed through conversations with newsletter
editors and printers.
PRELIMINARY OUTLINE
I. Do newsletters affect morale?
A. Do people read them?
B. How do employees benefit?
C. How does the company benefit?
II. What are the features of good newsletters?
A. How long are they?
B. What do they contain?
C. How often are they published?
D. How are they designed?
III. How should a newsletter be produced?
A. Should it be written, edited, and printed internally?
B. Should it be written internally and printed outside?
C. Should it be totally produced outside?
IV. What would a newsletter cost?
A. What would the personnel costs be?
B. What would the materials cost be?
C. What would outside services cost?
V. Should we publish a company newsletter?
VI. If so, what approach should we take?
WORK PLAN
Each phase of this study will be completed by the following
dates and personnel:
Action
Collect/analyze newsletters
Interview editors by phone
Survey employees
Develop sample
Develop cost estimates
Prepare report
Prepare graphics
Rehearse presentation
Complete PPT slides
Submit final report
Deadline
9/3-9/14
9/16-9/27
9/16-9/27
9/30-10/7
10/8-10/11
10/14-10/25
10/14-10/25
10/25-10/27
10/27-10/29
10/30
Person Responsible
Entire team
Susan and John
Mary and Joseph
John
Mary
Joseph
Susan
Entire team
John
Joseph
Preparing Your Reports
Assign team leader
Select report topic and team name
Establish meeting dates for rest of term
WRITTEN REPORT
пЃ¬ Divide workload
пЃ¬ Conduct research
пЃ¬ Interview foreign
student
пЃ¬ Write draft
 Submit to “editor”
пЃ¬ Complete final report
for submission
CLASS PRESENTATION
пЃ¬ Divide workload
пЃ¬ Prepare slides
 Submit to “editor”
пЃ¬ Rehearse class presentation
пЃ¬ Conduct final presentation
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