An executive assistant proposes converting the company basement into an on-site workout facility/gym. Research shows employee health and fitness benefits companies through increased productivity and reduced healthcare costs. Drawbacks include construction noise and liability for injuries. The assistant provides research on costs, design options, and sample gym layouts. Employee surveys found strong interest in an on-site gym over off-site memberships. The proposal recommends next steps for assessing costs and liability and developing a business plan for the new gym.

1. Advanced Business Writing
Gwyn Robson
Researched Proposal
Modupe Sarratt

2. Introduction
EXECUTIVE ASSISTANT
“On the Go” for Office Creation
John E. Davies, President
CC: Dr. Harris
Alicia Blake
Sarah King
Staff
Dr. Alonge
Paul Cahn
FROM: Modupe O. Sarratt, Executive Assistant

3. Creating an On-Site Workout Facility/Gym
We are no longer able to compete in today's job market because of our inability to
increase our productivity to required standard that meet today job market. Many of our
employees are no longer fit to do their current job and as a result, we are no longer a
producing company. Moreover, we are not up to date in our work place as one of the
top-notch corporate executives.
Problem
The employees’ lack of fitness to do their job linked to weight gain/obesity that causes
some health issues and time off from work for doctor appointments.
Suggestion
Besides, helping our employees to be fit to do their job and beyond, we also have the
challenge to meet today work environment. Weight gain/obesity is health issues that
can be minimize with workout or exercising.
Solution
The solution came about to make use of our flat big basement, that is, to convert our
basement into gym following a two week pre-planning hearing and viewing of the
basement for structural design with the information of equipment layout, 90% of the
staff that were present responded yes, while 10% did not respond because of absent.
The infrastructure and development of gym were based on Gym source in the USA and
Motive 8 group in the UK.
The anticipated benefit to this proposal is to get started as quickly as possible, if we
start now, the project would be completed by 2013. The general estimated time for
converting a basement into a gym ranges from six months to a year.

4. Steps to take
•Purchase these two books recommend by HR:
•ACSM’s Health/Fitness Facility Standards & Guidelines, Second Ed., American
College of Sports Medicine, 1992.
•Health Fitness Management, A Comprehensive Resource for Managing and
Operation Programs and Facilities, by William C. Granthan/Robert W. Patton/Tracy
D. York/Mitchel L. Winick, Human Kinetics, 1989.
•Read the books to learn about standards, guidelines, liability, and other issues.
•Create a survey to assess employee interest in an on-site facility.
•Talk with your legal department regarding liability issues.
•Consider hiring a qualified consultant or fitness management company to assist in the
design, start-up, and possible management of your exercise facility.
•Work closely with your company’s facilities department to assess cost and space
issues.
•Write a business plan for your proposed on-site fitness center
HR Guidebook (2012)

5. Preliminary Research
The staff unanimously preferred having an on-site gym versus gym
memberships; memberships can become quite costly, inconvenient, require a
long-term contract, and it is an expense for the company because there is no
tax benefit for having a gym membership.
While the united States Department of Health and Human Services report the
impact of “Obesity-related health problems cost U.S. businesses an estimated
$13 billion including about $8 billion in health insurance costs, $2.4 billion for
sick leave and average health care expenditures for people with diabetes run
about $13,243 per person.” (Prevention)
However, the IRS provides tax benefits to companies who have on-site workout
facilities, according to Hearst Communication Inc Tax Incentive for Workforce
Health Improvement Program Act, “IRS allows businesses to deduct only the
costs of providing on-site gym facilities and employees do not pay taxes on
those benefits.” (Hearst)
The USGS Physical Fitness Program Handbook for funding suggested, “To buy
equipment or establish an on-site fitness center, overall costs may not exceed
$300.00 per employee times 10 years.” (USGS)

6. Information Architecture
It is possible to convert our basement into an on-site workout facility, such as
this online design by "Club Gym Site" Estimated construction cost on average from
$5,000 to $10,000.
Benefits
• Free design and consulting service
• Equipment orientation
• Equipment service and preventative maintenance services
• Extended warranty programs
• Having one source for all our product and service need
• 24-hour response time
Gymsource.com (2011)

7. Why consider On-Site Workout Facility Fitness
•Having on-site gym is an investment to our company and to our employees.
•Employees who have convenient access to an on site fitness facility are much
more likely to use it regularly than those who must travel to an off site location
before or after working hours.
•Increased employee engagement, reduce absenteeism, improve morale, cut
down on stress and stress related concerns such as " preventive sick leave".
•Create a team spirit, foster competitive attitudes, and add a useful employee
benefit which might also aid in recruiting and retention.
•Recent studies have shown that fit workers are safer workers, more productive,
with a better attitude toward their job, their workplace, and their fellow workers
according to "Fitness and Health“ for Human Kinetics
•Appropriate wellness plans in the workplace can return up to $3.00 for every
$1.00 invested by management according to “Health Management Research”
Fitness On The Job (2010)

8. Cost ranges for an On-Site facility
Minimum
Minimal or no staff (not recommended due to liability issues)
No locker rooms
Conference room with TV, VCR, or DVD, mats and exercise balls
COST: up to $500*
Intermediate
Minimal staff
Locker rooms or shower facilities on site
Dedicated exercise space
Universal weight-training machine
2 – 5 pieces of cardiovascular equipment
COST: $5,000 - $20,000*
Advanced
Staffed with qualified personnel
Locker rooms
Fully-equipped gym with strength training and cardiovascular equipment
Fitness and health promotion programs
Annual cost: $50,000 - $500,000*
*Cost averages do not include facility construction costs
HR Guidebook (2012)

9. Gym Design - Health & Fitness Facilities
These following slide were the envision for functioning corporate on-site workout
facility designed by motive8.
Motive8 is a health & fitness consultancy specializing in gym design, personal training
and schools sports provision, have been established for over 11 years and are based in
Hampton Hill, Middlesex
According Richard Klein, an associated from Linklaters law firm, “Motive 8 has the
expertise to help create the fitness facility that ensure fit-for-purpose equipment
specification regardless of project size or budget, offer professional, expert guidance
and advice on all manner of gym facility issues including layout, health & safety,
flooring, lighting, and maintenance.
Motive8 is commissioned by Linklaters prominent global law firm to design and
manage the installation of their corporate staff fitness and wellbeing facility at UK
Headquarters London. An emerging trend among large corporate firms is to provide
on-site fitness facilities to develop and support employee wellbeing whilst also
attracting more high quality staff
Motive8 is able to offer guidance from pre-planning to completion and beyond.”
Motive8 corporate gym (2012)

10. Project Case Study
MOTIVE8 (2012)
Corporate Gym Design
Equipment Facility

11. Corporate Gym Design
Convenient Facility
MOTIVE8 (2012)

12. FITNESS FACILITIES
MOTIVE8 (2012)
Corporate Gym Design

13. MOTIVE8 (2012)
Corporate Gym Design
Dressing Facility

14. Drawbacks
The reconstruction of our basement into a gym could be long and noisy.
According to Shelley Frost there are some others draw backs such as, “A gym in the workplace
presents some disadvantages for employees and the company. The employer takes responsibility
for creating and maintaining a safe gym for the employees. Misuse of equipment or improperly
maintained equipment leaves employees open to injury. Free weights are particularly dangerous. A
gym accumulates a variety of germs on the equipment that could spread illnesses through the
staff. Exercising next to your boss or a coworker with a higher fitness level leads to feelings of
insecurity or competition in some cases. These negative feelings can spill over into the workplace
and create tension between colleagues.” (Frost)
Advantages
An on-site gym would eliminate the need to reimburse employees for gym memberships and travel
expenses. An on-site gym is a benefit to our company and to our employees.
In pursuit of new employees, we will be able to offer the on-site benefit versus a reimbursement
for gym membership fees. Our staff has indicated that they would prefer having their gym tax
benefits donated for creating on-site workout facility.
There is a greater benefit to having onsite facility, our employee can come in earlier to exercise
and be able to be at their desk on time. Moreover, they can choose to exercise during their
lunchtime, or later in the evening before going home.
The gym would be available to all employees from Monday to Friday between 6am-8am, Noon-
2pm, and 5pm-8pm
Frost, Shelley (2011)

15. www.livestrong.com
Employees and corporations stand to benefit from
corporate wellness initiatives. An on-site gym
promotes fitness for all employees in a convenient
location. While the benefits are numerous, the
drawbacks are also worth considering before
establishing a workout facility in the office. Address
any potential issues or dangers to keep the
employees safe.
Employee Benefits
A gym in the workplace saves employees money on a
gym membership at another facility. The affordable
access to workout equipment encourages employees
who might not otherwise exercise to participate in
physical activity. Regular use of the on-site gym
facilitates weight loss and increased fitness.
Exercising at the office boosts mood and focus,
allowing the employees to better concentrate on their
work when they return to their desks. The convenient
location makes it easier for staff members to squeeze
in a workout by cutting out the commute to the gym.
Company Benefits
A corporate gym appeals to potential employees as
an extra benefit. Employees who are fit and healthy
because of regular exercise are generally more
productive. Higher productivity saves the company
money. The employees are also more likely to stay
healthy if they exercise regularly, which means fewer
absences. Healthier employees can also help reduce
the cost of group health insurance for the company.
Frost, Shelley (2011)
Photo Credit Jupiterimages/Goodshoot/Getty Images
According to Shelley Frost On-Site
Gyms workplace offered many
benefits. The benefits are endless.
Conclusion

16. Reference
Fitness On The Job (2010) http://www.fitnessonthejob.com/why.html
Frost, Shelley (2011) About On-Site Gyms in the Work Place
http://www.livestrong.com/article/389718-about-on-site-gyms-in-the-work-place/
Gym Source (2011) http://www.gymsource.com/media/wysiwyg/test-3.jpg
Hearst Communication Inc. Tax Incentive for Company who offer gyms incentive (2012
http://smallbusiness.chron.com/tax-incentives-companies-offer-gym-memberships-
18505.html
HR Guidebook, Establish on site fitness rooms or exercise facilities (2012)
http://www.elinfonet.com/human-resources/Establish-on-site-fitness-rooms-or- exercise-
facilities/-us
Motive8 Group 2012 Corporate Gym Design - Health & Fitness Facilities
Reg No: 04013702 Vat No: 805694414. http://www.m8group.co.uk/gym-design/
Prevention Makes Common “Cent” U.S. Department of Health and Human Services (2003)
http://aspe.hhs.gov/health/prevention/prevention.pdf
USGS Gov Human Capital Services and Support Physical Fitness Program Handbook-Funding
(2011) http://www.usgs.gov/humancapital/pb/physicalfitnesshandbook.html
Blip Networks (2012) ThinQ Fitness 10 Minute Dynaband Stretch
http://blip.tv/thinqfitness/thinq-fitness-10-minute-dynaband-stretch-5918765