Staff Reports

A staff report informs managers and other employees of new developments that affect them and their work, or reports on the completion of a project or task. A company’s personnel division might implement a new plan for subscribers to the company’s health insurance program. To explain the changes, the personnel director will present the plan at a meeting of the sales division, review the reasons for the plan, explain how it works, and describe its ramifications. Another function of staff reports is to provide information on the completion of a project or task. A district manager of a restaurant chain might assign three local restaurant managers the task of devising a plan for expanding the seating capacity at each location. The managers will present their designs at the next district meeting.

PREPARING A PROPOSAL

Organize lengthy proposals as follows:

  1. ______ 1. Introduce the issue.
  2. ______ 2. State the problem.
  3. ______ 3. Describe the method by which the problem was investigated.
  4. ______ 4. Describe the facts learned.
  5. ______ 5. Supply explanations and an interpretation of the findings.
  6. ______ 6. Offer recommendations.

Organize brief proposals as follows:

  1. ______ 1. Offer a brief overview of the problem.
  2. ______ 2. Review the facts on which the recommendations are based.
  3. ______ 3. Offer 1–3 recommendations.

Audience

The audience for a staff report is usually a group, but it can be an individual. The recipients of a staff report then use the information to implement new policy, to coordinate other plans, or to make other reports to other groups.

Organization

Organize a formal staff report as follows:

  1. State the problem or question under consideration (sometimes called a “charge” to a committee or a subcommittee).
  2. Provide a description of procedures and facts used to address the issue.
  3. Discuss and analyze the facts that are most pertinent to the issue.
  4. Provide a concluding statement.
  5. Offer recommendations.