1. Brandon Robinson, Victoria Martinez, Jacob, Laseman, Jordan Richburg,
Grant Goodwin, Cody Kahlig 1 of 5 BA 3305
02-09-14 Ryan
April 27, 2014
To: Michael Ryan
From: Diez Management
RE: Agency Final Report
Scope and Objectives:
We are doing a clothing drive for Maedgen Elementary School through Saint Luke’s United
Methodist church.
 Think of the task at hand and the environmental factors involved.
 Discuss ethics and roles
 Set up goals
 Plan how to approach and how to accomplish goals
 Set up auditing and feedback mechanisms
 Implement plan
 Get feedback
 Arrange, if necessary, plan or goals
Findings and Observations:
Saint Luke’s United Methodist Church had never done a clothing drive before. We decided to
go to this church because one of our group members is related to the churches media coordinator
and the church wanted the clothing drive to happen.
 Church is unfamiliar with the task
 The Church has never had a student body interact with them to do a project
 Church did not make recommendations to help us with the clothing drive
 We were in complete control
 We studied the environment properly enough to get enough information, studying
environment is crucial when dealing with people
 The group was well mannered and roles were adequately discussed and designed but not
fully executed; designating roles is very important when working with teams
 Goals were not explicitly outlined and they are the heart of an assignment
 Planning the initial strategy was successful but lacked a in depth auditing plan in order to
get important feedback; showed us how important planning is
 Auditing plans barely existed and lead to almost no feedback during the process; a well
regulated auditing plan is crucial to adequately meet goals
 Plan was implemented well and was successful over all, but this step should not start
before previous steps are completely finished and done so extensively
 Getting Feedback it crucial to meeting goals
 Arranging plans or goals will be unlikely if auditing is not extensively planned out and
implemented
 Team did not meet enough

2. Brandon Robinson, Victoria Martinez, Jacob, Laseman, Jordan Richburg,
Grant Goodwin, Cody Kahlig 2 of 5 BA 3305
02-09-14 Ryan
Recommendations:
Based on my observations and findings, I would make the following recommendations:
 Study environment better to know the best way to accomplish task
 Spending more time getting to know team members and getting to know each
other, also consequences when team member is not meeting standards of groups
should not be over looked an should be implemented when team member falls
behind
 Explicitly state specific goals and make sure they are obtainable and that they are
obtained
 Create and auditing plan that will show when the team steers in the wrong
direction or is not meeting goals
 Have a written plan that can be checked or referenced when needed
 Implement the plan when all other steps are adequately accomplished
 Get feedback regularly in order to see if goals are being met
 If goals are not being met go back to earlier steps in order to fix and then re-
implement
 Regularly meeting with teammates is crucial in order for these recommendations
to work
Action Items:
The following will help you to implement my recommendations:
 T understand the environment better we could have asked people questions
 To make sure we were meeting enough we could have designated to meet once
every 2 weeks which would have helped us become more familiar with one
another
 We could have defined what actions would suffer consequences in more detail by
having more meeting and to curve undesired actions we could have called a
meeting to deal with it or tell the person that he or she is committing undesired
action
 To get our goals to be better and to make sure they are explicitly stated we could
have made a list of immediate, short-term, and long-term goals that would be
checked off when met
 Auditing plan would work by having due dates on when goals should be met so if
not met we had time to change plan
 Plan would be to reach the public by advertising by passing out fliers to the
churches and to post on social media pages
 Also make an announcement during the church service and advertise in the church
newsletter.
 We drop off boxes at several churches to meet quantity of clothes goal
 When finished collecting clothes we will gather clothes and take them to the
elementary school.
Feedback and Audit:

3. Brandon Robinson, Victoria Martinez, Jacob, Laseman, Jordan Richburg,
Grant Goodwin, Cody Kahlig 3 of 5 BA 3305
02-09-14 Ryan
Successful implementation of the recommendations could be measured by the following:
 If a person is committing an undesired behavior or action, after consequences or
situation has been discussed we will monitor situation to see if actions or behavior
exist, if it does new plan will be implemented
 Goals will have specific deadlines in order to see if we are meeting them and if
we are meeting them efficiently
 To check our goals to see if they are obtainable we will know they are if they are
being met, if they are not we will check for the reason. Goals could not be met
because they or unobtainable or because the plan is not effective
 If the other churches fill up boxes we will know that it did make the clothing drive
more accessible to the public and that our plan is effective. If the boxes are not
filling up as fast as stated in goals we will fix plan in order to meet goals. If goals
cannot be met, then maybe goals are unattainable.
 The boxes at each location will be checked every 2 weeks in order to get
appropriate feedback
 If auditing does not help the process than we will change our audit to insure
specified results.
Scope and Objectives:
We are doing a clothing drive for Maedgen Elementary school through Saint Luke’s United
Methodist church. We will be collecting clothes and giving them to kids who are in need of help
by getting Saint Luke’s and other churches to collect these clothes.
Findings and Observations
One of the first obstacles our group had to deal with was finding a project and setting the
goals to complete it. A group member had family that works as a media coordinator for Saint
Luke's United Methodist Church, and they happened to be putting together a clothing drive this
semester. The church had never done something like this, have never had students volunteer for
contribution, or even know how well the event would turn out. Because of this, our group was
completely in control over what we did and how we got clothes to donate. This was a good and
moral effort to work towards so we decided that dropping off donation boxes to other churches
and posting fliers for the cause would be most efficient in gathering the most people who would
be willing to donate. Each member chose a different church to drop off their box at and in doing
so, spread the information quite well across Lubbock's population. Specific goals were not set in
the sense of a minimum donation requirement or how long the donation box needed to be at a
church to have the greatest effect and this may have hurt us. Setting goals, even logical ones that
are out of reach, help in motivating and working for something to benefit the group and the kids
that are receiving these donations. Also, an initial strategy was set up so that we know how we
can get this task complete but sufficient auditing within the group caused everyone to not be as
close and provided less feedback. Feedback is important because it helps guide any process into
making it the most efficient and also helps direct resources. This is crucial to meeting the goals a

4. Brandon Robinson, Victoria Martinez, Jacob, Laseman, Jordan Richburg,
Grant Goodwin, Cody Kahlig 4 of 5 BA 3305
02-09-14 Ryan
team sets. Another thing that is important for groups to realize is that phone calls or texting is not
sufficient enough to get proper attention and involvement. Meeting in person with the whole
team to set goals and to check off ones that have been completed helps everyone there
understand what needs to happen next. Although some things could have been improved upon,
throughout the semester our group succeeded in donating a good amount of clothes. In doing so,
it was satisfying finishing the project and to be a part of something that helps out the community.
Recommendations:
Based on my observations and findings, I would make the following recommendations:
As a team, we feel that we should have set a concrete goal plan to follow and should have
regularly checked upon on progress to ensure we were headed towards our set goals. To be able
to set a reachable goal, studying the environment of the churches and places where we planned to
receive clothes from is necessary to making our clothing drive successful. Upon realizing the
environment we would work with, short term and semester long goals should be set. These goals
should be attainable and be set to where the ultimate goal could be reached. Our group should
have implemented something similar to a strategic control system (talked about in chapter five of
our book) where we support a leader to constantly monitor the group’s progress and when
discrepancies exist, take corrective action. Changing throughout the project could be done by the
three-stage model explained in the Innovating and Changing chapter. Unfreezing, moving, and
refreezing could be used to make a successful change, needing team cooperation without
resistance. With using a strategic control system, bi-weekly group meetings with the whole team
participating would ensure constant performance checks, as well this is a time for our group to
communicate and get to know each other better and keep the team on track. If a team member
falls behind, help and encouragement should be given by other team members. Or if a member is
reluctant to participate in reaching our teams goals, consequences should be taken to keep the
workload fair and even. Constant checks with the church should be incorporated in our team plan
to make sure the church is doing their part. The church check-ups are a great opportunity to
receive feedback on what is working and what could be changed. In all reality the amount of
clothes our team gathered was a sufficient amount that will help the elementary school we
donated to through Saint Luke’s Methodist Church. However as explained in chapter 15, the
performance may be good, but at that point the performance gap is what we have and what it
could be. Therefore our team will never settle for good enough but strive for being better.
Action:
The foundation on which a professional team is able to proactively act upon a sound and
organized project idea is built from sound concepts of communication, organization and
proactive evaluation.
A key element of success in a team setting is communication and there were several ways
we could have improved communication within our group. One way to do this would have been
to become more familiar with one another; this would have made communication between
individuals of our team easier and more efficient. We should have also outlined the expectations

5. Brandon Robinson, Victoria Martinez, Jacob, Laseman, Jordan Richburg,
Grant Goodwin, Cody Kahlig 5 of 5 BA 3305
02-09-14 Ryan
of our group members and what behavior was and was not acceptable. These clear outlines
would have made assessing and disciplining undesired actions as a group more effective.
Our team lacked organization on several fronts, as we did not have a sound meeting
schedule, a clear outline of our immediate, short term, and long team goals for the project or a
organized plan to audit ourselves and our progress through out the duration of the assignment. If
we had simply began our project emphasizing the importance of our meeting agenda that was
mutually agreeable and convenient for the entirety of the team, the project we would have had a
functional outlet with which to discuss the issues and goals of our organization. A channel like
this would allow us to discuss our plans for the task and we would have been better served to
clearly and efficiently outline our immediate, short term and long-term goals. These structured
meetings would have also allowed us to implement an audit plan, which would allow the team to
know exactly where we are on our agenda and allow us to keep our work on track.
The success of our project would have also have been improved by a more efficient and
proactive evaluation of our environment and of our target audience. To do this we could have
communicated more effectively with the churches and other participants in our project in order to
enhance our marketing techniques. We could have also used several other publicizing methods
such as passing our fliers or posting to social media pages. We could have also used the churches
resources to our benefit by posting to their newsletter, placing donation boxes at several churches
or even making an announcement during one of their services.
A better understanding and practice of the principles of communication, organization and
proactive evaluation would have benefited our team and allowed us to more efficiently and
effectively attain the goals of our project.
Feedback and Audit:
We measured how successful the clothing drive was by monitoring the number of boxes we
collected of clothing and also the number of churches who actually participated. We desired to
collect at least two large boxes of clothing and asked four churches to participate. Securing 50%
of each goal would be considered a success and we ended up achieving our goals in both aspects.
We received about three full boxes of clothing and two of the four churches participated in the
clothing drive. We allowed ample time for the clothing drive to take place in order to collect as
much clothing as possible. We created flyers and had them posted around the churches and
surrounding areas in order to make the clothing drive more accessible to the public. Additionally,
we periodically checked the collection boxes at the church every two weeks to ensure that we
were receiving a positive response to the advertising we had done. If we found the boxes were
not being filled, we adjusted our approach by handing out more flyers and advertising more in
order to achieve success. We found the church and the school were very pleased with the amount
of new and old clothes we collected for the elementary students. Our liaison to Maedgen
Elementary, Sally Bradley, came and examined the clothes to ensure they would be useful at the
school. She approved 100% of the clothing we collected and assured our team the clothes would
be of great use to the students at the elementary. We exceeded our goals of attaining two large
boxes of clothing and having two out of the four churches participate in the clothing drive.
Overall, we found the clothing drive for Maedgen Elementary to be a great success.