Preparing a Work Plan.ppt

7/28/2019 Preparing a Work Plan.ppt

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Preparing a Work Plan

BA25 Business Communications

Professor Melody Thomas


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Work Plan

A carefully thought-out plan for ensuringyou produce good work on schedule by

identifying all tasks to be performed andmaking sure nothing gets overlooked.


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Work Plan Elements

Statement of the Problem orOpportunity

Statement of the Purpose and Scope ofinvestigation

Research Strategy

Tentative Outline

Work Schedule


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Statement of the Problem

Clarifies the challenge you face

Helps you stay focused on the core

issues

Assists everyone in avoidingdistractions


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Statement of Purpose

Starts with infinitive phrase: To . . .

Defines the focus of the report

Sets the boundaries (scope) of theproject by stating scope of research

Points out significance of report

Discusses limitations affecting theresearch or where findings can beapplied


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Our companys market

share is steadilydeclining.

We need $2 million to

launch our newproduct.

To explore different

ways of selling ourproducts and torecommend the onesthat will most likely

increase our marketshare.

To convince investorsthat our new businesswould be a soundinvestment so that wecan obtain desired

funding.

PROBLEM STATEMENT STATEMENT OF PURPOSE


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PROBLEM STATEMENT

Many women betweenthe ages of 22 and 38have trouble finding

jeans that fit.

The leases on allcompany cars will be

expiring in threemonths. Expenses andpaperwork foremployee-owned cars

seems excessive.

To secure an

advertising contractfrom Lee Jeans thatwill examine publishedaccounts about the

jeans industry and LeeJeans in particular.

To recommend a planthat provides sales

reps with cars to beused in their calls.

STATEMENT OF PURPOSE


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Research Strategy

Potential sources of information

Methods of collecting data

Constraints on time, money, personnel,or data


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Tentative Outline of Report

Problem factoring:

Divide the major problem into subproblems

stated as questions to be answered.

Working outline guides research efforts


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Work Schedule

States assignments

Provides deadlines

Describes final products

Estimates time needed for each task

Follow the journalistic approach Who, what, where, when


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Sample Work Plan

Company is considering whether ornot to to launch a newsletter


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Statement of ProblemThe rapid growth of our company over the past five years hasreduced the sense of community among our staff. People no

longer feel like part of an intimate organization where theymatter as individuals.

Statement of Purpose

The purpose of this study is to determine whether a companynewsletter would help rebuild employee identification with theorganization. The study will evaluate the impact ofnewsletters in other companies and will attempt to identifyfeatures that might be desirable in our own newsletter. Suchvariables as length, frequency of distribution, types of articles,and graphic design will be considered. Costs will beestimated for several approaches. In addition, the study willanalyze the personnel and the procedures required to

produce a newsletter.


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Sources and Methods of Data CollectionSample newsletters will be collected from 50 companiessimilar to ours in size, growth rate, and types of employees.The editors will be asked to comment on the impact of theirpublications on employee morale. Our own employees will besurveyed to determine their interest in a newsletter and theirpreferences for specific features. Production procedures and

costs will be analyzed through conversations with newslettereditors and printers.


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PRELIMINARY OUTLINEI. 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?


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WORK PLAN

Each phase of this study will be completed by the followingdates and personnel:

Action Deadline Person Responsible

Collect/analyze newsletters 9/3-9/14 Entire team

Interview editors by phone 9/16-9/27 Susan and John

Survey employees 9/16-9/27 Mary and JosephDevelop sample 9/30-10/7 John

Develop cost estimates 10/8-10/11 Mary

Prepare report 10/14-10/25 Joseph

Prepare graphics 10/14-10/25 Susan

Rehearse presentation 10/25-10/27 Entire team

Complete PPT slides 10/27-10/29 John

Submit final report 10/30 Joseph


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Preparing a Work Plan.ppt

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