Memorandum
TO:
FROM:
DATE:
SUBJECT: Coordination of Oral Presentation Efforts
In the past couple of years, our combined staff has made approximately 200 presentations either to upper management or to clients and prospective clients. Needless to say, our track record in assembling the materials and information for the presentations leaves room for improvement.
Our engineers, graphics staff, technical editors, and librarian all testify to the harried, last-minute rush that befalls us on many projects—projects on which we usually have several weeks’ advance notice. In fact, in two recent situations (McBride Corporation and Huffdale, Inc.), hastily prepared presentations contributed to a loss of $140,000 in potential contracts.
To solve this problem, I suggest we designate a Presentation Coordinator to unify efforts in assembling and preparing materials and gathering information. If this idea seems feasible to you, I’d be willing to take on this additional duty.
Briefly, let me outline the coordination methods I have in mind:
• Engineers would set up an initial appointment with the coordinator to discuss specific topic and needs. The coordinator could suggest other information and audiovisuals on hand in the company library.
• The coordinator would work with the technical editor and graphics staff to oversee the production of materials requested by the engineers.
• The coordinator would arrange to schedule photography on a priority basis.
• The coordinator would maintain logs for reserving audiovisual equipment for each presentation.
• The coordinator would work with Maintenance to ensure all equipment for presentation is in good working order.
• The coordinator would “run errands” as necessary to free individual secretaries for typing final drafts and handouts.
• The coordinator would arrange for delivery of all materials and necessary equipment to the presentation site.
All the coordinator’s activities, of course, would be subject to each engineer’s specific direction and approval.
I’d suggest we announce the Presentation Coordinator’s function to the engineers and try the system on a voluntary basis for two months. I have already mentioned this idea to three of our senior engineers (Hastings, Green, Lambert), and they seem willing to give the plan a try.
After two months, we could re-evaluate the idea’s effectiveness. A committee of engineers then could make a final recommendation to you whether to continue the coordinator’s function, with all engineers required to avail themselves of the service.
I’m eager to contribute to our efforts in delivering our services more effectively. What do you think?
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