“Completed Staff Work” Policy: Principles and Practices
This policy covers staff work that assists leaders to make decisions, be fully informed, and communicate.
The following principles of completed staff work ensure that leaders are provided with the best thinking
of the staff in a form ready for implementation.
1. Every staff action has an SPA who owns the entire staffing process through to execution.
2. The SPA should identify other staff members affected by the staff action and ensure that they
have the opportunity to provide input and review the final product.
3. While a leader may be consulted for guidance during preparation, completed staff work is only
presented to the leader after being fully coordinated with relevant staff and in final form.
4. The final deliverable is a concise written document or presentation. If it is a recommendation, it
must also include the plan or communication to execute the recommendation.
The following practices ensure that staff work is efficient and effective:
1. Calendar notifications should state the meeting purpose and preliminary agenda.
2. Transmittal of completed staff work should list reviewers and describe any non-concurrences.
3. Presentations should have a minimum of 5 minutes per slide, with supporting slides in backup.
4. The heading of a slide should state the key message or takeaway of the slide’s content.
5. Written staff work should be on one page with supporting information in Tabs.
6. Friday letters should only the 2 or 3 most important activities of the week.
Types of Staff Work:
Recommending decisions requires the staff to develop a document or presentation that analyzes factors
affecting the pending decision, identifies options, recommends a preferred option and provides a plan or
communication to execute the decision. (See Tab A for a Decision memo)
Directing action requires a note or briefing for the leader that gives the reason for the action, assigns
accountability and states the expected outcome and deadline for the action. (See Tab A for an Action
memo)
Providing Information requires the staff to research and analyze a topic, and then provide an
information briefing or report that presents the most relevant facts and interpretation on the topic.
A briefing paper prepares a leader for a meeting with customers or other audiences. In addition to
background on the meeting topics and attendees, the briefing paper should contain talking points and
Q&A. The talking points are proposed messages to make in the meeting and the Q&A provides
recommended responses to possible questions that may arise.
SPA: Jack Bergen/212-836-2615
July 24, 2011
Tab A Sample Decision Memo
TO: EC
SUB: E-Mail Guidelines -- DECISION
Since our principal means of communicating with each other is by e-mail, setting e-mail guidelines would
likely support our “Completed Staff Work” efforts.
I have attached a note proposing some basic e-mail practices that we follow at Alcoa. I have
coordinated them with the Group HR and Communications Directors who agree with the guidelines and
communication.
Now that we’re ready to put them into effect, I’d like to know which of the flowing options you prefer:
1. Global Directive. Klaus send the note to the LDO community.
2. Cascade. EC members send the note to their Lead Teams; then cascade when ready
3. Do nothing.
I recommend Option 2 because it allows each of you to gradually phase in the guidelines. Let me know
your choice below.
Jack
_____OK, I’ll send out the proposed note to my Lead Team
_____I think it should go to the LDO; let’s discuss at the next EC meeting
_____We shouldn’t be making e-mails so restrictive; let’s discuss at the next EC meeting
Proposed Note:
TO: Lead Team
SUB: E-Mail Guidelines – ACTION
We have developed guidelines to help deal with the dramatic increase in e-mails at Alcoa. I expect all
members of the Lead Team to begin using them in their communications with me and any other EC
member. Once you feel comfortable with them, you should cascade them through your organization.
1. The first guideline is the subject of the e-mail. In addition to the topic, you should show the
purpose of the e-mail in capital letters – ACTION, INFORMATION, DECISION, REVIEW
2. The opening paragraph should summarize the reason for the e-mail and the expected outcome.
3. Succeeding paragraphs cover key points or, in the case of a decision email, discuss options.
4. Content should be concise; supporting background should be covered in attachments.
5. The entire e-mail should fit on one screen without scrolling. Highlight by underlining or bold.
6. The final paragraph should state the required action or the decision recommendation.
Finally, we need to ensure that our e-mails support our goal of “Completed Staff Work”. So if there is a
recommendation, attach a proposed communication to implement it.
XXXXX
