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Exercises

  1. You are a counselor on Leah Feldstein's staff at EDUCARE. She has asked you to help her plan the final quarterly report to Harper St. John at Elliston on the activities of EDUCARE's drug rehabilitation program. You are at the end of the second month of the quarter, so you are certainly able to comment on your own activities for the period and for the year, but you need to talk to your colleagues about their activities. You decide to get together with two or three others to discuss what the report should contain.

    Given your knowledge of what was said in the last quarterly report, decide, with the others, what the final report should discuss. Be sure to think about the basic elements of a periodic report: work accomplished, problems encountered, and the future, given what you think the future might hold. An outline of the contents of the report should be the result of your discussions.

  2. Put yourself in Harper St. John's position at the Elliston Foundation. You receive periodic reports from many programs reporting on their activities and have to evaluate and make judgments on them all. You want to do the best job as easily and efficiently as possible in the best interests not only of Elliston but also of the programs. You therefore look for and admire thorough but efficient reporting, because it makes your job easier and your work more effective.

    Given what you know of the activities in drug rehabilitation that EDUCARE has taken on in the past, especially in the last quarter, what would you expect to read in the last report of the funding period? What would you expect to be able to do, given what you have read? An outline of the expectations should be the result of your thinking.

Assignments

  1. Your discussion group at EDUCARE has decided to write a memo to Leah Feldstein on its thoughts about what should be included in the final periodic report to Harper St. John at the Elliston Foundation. You want to make sure that you have represented your activities well but also that you have taken into account the difficulties that normally arise in the course of your work. In addition, you want to make some intelligent suggestions for the future. Write the memo to Leah, and send a copy to John Fiske, Executive Director of EDUCARE.

  2. As Chapter 2 discusses, people often write memos for purposes of documentation only; they are called memos “to file.” Among other purposes, they serve as reminders of what has been done about a particular problem, how successful the action has been, what problems have arisen (and how they might be solved), and what needs to be done in the future. Since EDUCARE is on the questionable list for renewed funding, Harper St. John wants particularly to document his reactions to what EDUCARE has been doing to keep to the goals that both EDUCARE and Elliston have agreed to for Program Drugfree. In that way, St. John can call up the information on EDUCARE quickly and determine more efficiently whether continued funding is in order.

    Assuming Harper St. John's position, write his memo to file.


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