Procedural Proposal-An Example of Technical Writing

Thank you for taking the time out of your busy schedule. I have encountered several challenges with university academic advisors in regards to lack of support over the past three years. Here are some ideas on how the university can improve upon its services to students.

Situational Assessment

In reviewing and analyzing the situation, the following problems were narrowed and identified:

·         No introductory phone call from academic advisor.

·         Delayed response, or no response, in regards to questions left for academic advisor via email or voicemail.

·         Information not being disseminated to student or other departments by academic advisor in a timely manner.

·         Unclear understanding of information to be disseminated; different answers given for the same question.

·         Confusion on student to faculty assignment.

·         Frequent rotation of counselors makes it hard to establish a relationship.

Proposed Plan

Based upon the assessments above, these problems can be corrected by the following seven steps.

Improved Workload options.

1.      Equal workload distribution with others on the team.

2.      Offering other work options, such as flex-time.

3.      Issuing laptop computers to workers for work from home functionality.

4.      Employ additional workers either on a full, part-time or contract basis to assist with overload.

5.      Clearly set email and/or voicemail response times.

6.      Set realistic productivity goals.

7.      Open communication among subordinates to supervisors, encouraging awareness of any issues or procedural changes among departments.

Why this change should work.  Studies show that offering multiple work options including flex-time “an employee’s loyalty and intent to stay with an organization increase when flexible work arrangements are available” (Quirk, 2012). Increased levels of productivity occur due to “lower absenteeism and reduced travel time lets employees spend more time on job related tasks” (Quirk, 2012). Pluses include “enhanced team efficiency”, “optimized workflow” and “better use of physical space” (Quirk, 2012). These suggestions may “alleviate work stressors such as work overload and interpersonal conflict” (Jaramillo, et.al. 2011). Job stress can cause “emotional exhaustion and job attitude” (Jaramillo, et.al. 2011). Increased work related stress can affect “working smart, job performance and turnover intentions” (Jaramillo, et.al, 2011). Work overload causes job stress. Alleviating these stressors, contribute to job retention; reducing job attrition. Setting realistic goals among employees and students alike in regards to productivity and response times (i.e 48-72 hours) will avoid unrealistic expectations from both.

Limitations

It is understood, that these changes will not take place overnight. Operational budgets would need to be reviewed in regards to flex-time modules, as well as the hiring of additional workers and issuing of laptop systems. Job attrition may still occur despite procedural changes put in place. These changes will be beneficial to both the student requiring assistance, and the advisor offering it.