Guidelines : Objectives
- State the objectives in measurable goals; include dollars and dates where possible. Be specific in your verb choice: Will you review, identify, research, improve, reduce, draft, implement, eliminate? If you “improve” something, to what extent? If you “review” something, what do you plan to look for and do afterward? In other words, at the end of the activity-plan period, you and your supervisor should be able to review this memo and measure what you have accomplished toward these goals.
- Use headings and listings, rather than paragraph form exclusively, to aid a skimming reader in overviewing the total plan. If you intend to focus on only one major product, break it down into steps, stages, or results expected.
- List objectives in descending order of importance or by dates to be accomplished.
Example 1: Objective plans letters
SUBJECT: Objectives for Calendar Year 19–
Renew or Cancel Out-of-Date Blanket Orders
I plan to review the names of authorized personnel who issue blanket orders and to identify evergreens, year-to-year, or annual orders. These orders will be renewed or canceled.
Draft Procedures as Office-Services Handout
Procedures will include the following: definition of blanket order, benefits, appropriate items for blanket orders, types of orders, releases.
Establish New Filing System
We will set up a more convenient filing system to alert us to expiring blanket orders so proper action (renewal, price increases or reductions, bid solicitation, cancellation) can be taken without delay.
We will identify our dependable suppliers and encourage them, while weeding out the undependable ones (vendors who promise but don’t deliver, overship or undership consistently, ship substitute goods, are continually unavailable by phone). Additionally, we will search for backup suppliers on existing sole-source items. Finally, we intend to take advantage of corporate national agreements where advantageous.
Conduct Regular Staff Meetings
We plan to meet informally twice a month to educate each other on sources, references, and problems in an effort to improve overall production and efficiency.
Example 2: Objective documents
SUBJECT: Activity Plan, 19–
Our primary objective for fiscal 19– is to introduce computers to the midwestern branches, specifically Glennora, Hallsville, Mid City, Foster, Planter, and Holister. Trips are planned to all these locations within the next month so we may see what each has accomplished toward this objective. In addition, I have planned to meet with Joseph Tidas, who has written three computer books and will, I’m sure, have valuable ideas for us.
Specifically, I’ve outlined six objectives in order of priority:
• Introduce computers to six of our branches
• Complete the programming here in our corporate office
• Reduce property taxes by $160,000
• Employ a national management consulting firm by September
• Establish controls on report reproduction and reduce costs by $5,000
• Improve the format and detail of financial analysis provided to corporate each month
I look forward to the upcoming year and progress toward these goals.
Example 3: Objective letter
SUBJECT: Objectives for Fall Semester
The following objectives have been put forth for the fall semester for all international festivals at universities across the state:
Distribute advertisements one month in advance of the festival: Our company has always been represented at these festivals in the “Study Abroad” category. However, our late posting of advertisements seems to have limited the number of visitors to our booth in the past.
Contact the presentation site a week in advance to confirm appointment: This objective has also been created due to previous problems. We have had several experiences in which the appointment was not confirmed in advance, and a booth was not made available to us.
Distribute at least 100 brochures of study abroad programs: In order to advertise our programs we must distribute adequate information to interested persons. The international festivals are an ideal setting. With every 100 brochures distributed we can expect five phone calls for more information.
These objectives will be significant in ensuring an established site, announcing our presence, and spreading the word to university students. If you have any questions, please contact my office.
Example 4: New objective for business
SUBJECT: Plan for Running Subjects
Since we just began running subjects for this experiment last fall, it is natural that some kinks need to be ironed out. As a research assistant in charge of running one of the groups of subjects, I noted problems with lack of responding, inability to communicate with the subjects in the booths due to a broken intercom system, and the late arrival of time sheets to the payroll office. The following objectives have been created for this semester in hopes of improving the efficiency with which trials are run.
Training of subjects in proper response methods before hiring.
Each prospective subject is required to complete five sample trials with no missing responses before he or she will be considered for employment as a subject. These sample trials will highlight the importance of responding to each stimulus regardless of whether the subject is certain of the correct response.
Repair of intercom system.
The intercom system, which is the communication link between the subjects in the soundproof booths and the research assistant, is to be repaired or replaced at the beginning of the semester so that the research assistant can be made aware of any problems before, during, or after the running of any trial. In addition, the intercom system will save time, as the researcher can remain at his or her station and instruct the subjects from that point.
Designation of one person in charge of turning in time sheets.
The problems associated with late time sheets last semester were partially due to the shared responsibility. The research assistants in charge of groups often left their time sheets for the last group leader to turn in without informing her. These time sheets were often left in the office until the following week. The person in charge of the 4:00 p.m. group will be in charge of turning in the time sheets of all groups, which will be left in the appropriate basket.
If you have any comments or additional suggestions for greater efficiency in running subjects, please contact me. I will be happy to discuss your ideas.
Example 5: Objective report samples
SUBJECT: Objectives for In-House Recycling Project
Several environmentally-conscious employees have recently formed a committee to help reduce the high volume of garbage generated by our office. A garbage count of all offices in this building for one day revealed 39 large bags. We have been throwing out materials which are easily recyclable: shredded paper, used white paper, cardboard boxes, and aluminum cans. The committee which formed in order to reduce this excessive waste introduced the following goals.
Long Term Goal:
Reduce our garbage output by 60 percent.
Short Term Objectives:
All offices will have four garbage bins: one each for (1) newspapers and magazines, (2) white paper, (3) cardboard, and (4) aluminum cans. A large container for each will be kept in the storerooms on each floor. A sign should be posted on each, designating each bin for a particular item. A small basket is recommended for miscellaneous items.
All offices will designate one person per day to empty the garbage into its larger container. If all garbage is brought to a central location, the committee members designated to deliver the garbage to the recycling center can simply go to one location to collect it.
Designated committee members will deliver the recyclable garbage once per week on company time. This designation is now done on a voluntary basis. If the job becomes too difficult for employees, the company will hire outside help for that purpose.
All of us are responsible for the garbage we generate within our offices. Please assist us in this effort to reduce unnecessary trash going to landfills.
Example 6: Letter for Objectives & Plans
SUBJECT: Summer Plan for Reorganizing the Front Office
A thorough cleaning of office files and storage cabinets has not occurred for several years. In order to make space for new files and materials, the summer months will be dedicated to a complete reorganization of the front office.
The objectives are as follows:
Remove all customer files which have been inactive for five years: The files should be shredded so they are unidentifiable. Keep the manila folders for reuse.
Content folders should be re-categorized and refiled due to misplacing of articles over the years: Articles will be divided into the following main categories: Adolescent Education, Adolescent Health, Adolescent Mental Disorders (and any other category which seems appropriate). These categories will then be subdivided into the specific subjects for which they cover.
Receipts of company bills paid before 19– should be shredded.
Contents of the storage closet should be sorted: Only essential items should remain. Those remaining should be categorized according to use.
I am aware this is no small task. Hopefully, the slow traffic expected in the summer months will give you time to take care of this matter. If there are no customers or phone calls to be handled directly, this project should be your first priority. Consult me if you have any questions about what should be discarded.
Example 7: Objectives
SUBJECT: Plan for Increasing Community Awareness
Our planned parenthood program has been operating for two years now, yet a poll conducted last month indicated few women are aware of its existence. In fact, teen pregnancies and contraction of STDs have risen in the past year. We have devised a plan for increasing public awareness so our presence can have an impact on the community. This plan includes setting up health booths one Saturday of every month at the local Wal-Mart and the local Albertson’s. The objectives are:
1. Provide free screenings of blood pressure, blood sugar level, hearing, and vision. This will attract people of both sexes and all ages. Otherwise, people may be too reserved to approach a booth which discusses sexual issues.
2. Hand out information packets on types of birth control. The packet should include information about free or reduced-price contraceptives offered at our clinic.
3. Hand out wallet-sized cards with our phone number, location, and types of services provided.
We plan to host a total of 12 days of health booths over the next year. You will be asked to volunteer for at least two Saturdays. Thank you for your cooperation.