MEMO

To:
From:

Subject:
Date:

Dr. Mary French

Director, Scriptorium
Alberto Sandoval, Team Manager
Thanh Nguyen, Head Innovator
David Ortiz, Chief of Visual Computer Design
Hazel Hernandez, Head Organizer
Proposal for Visual Documents
November 3, 2015

Introduction
On October 27, 2015, the President of the organization Manos Y Manas,
Bryan Ponce, proposed a different series of flyers, brochures, and other
visual documents to be created to promote and inform other students of the
organizations ambitions and goals, along with information about upcoming
events.
The current student organization, Manos Y Manas, is in need of more
advertisement for their organization to reach out to more students in hopes
of becoming more ethnically diverse and not only focus on Latino ethnicities
but others as well. To assist in solving this problem, we will create visual
documents such as business cards, flyers, event programs, as well as
informational brochures.
Our team member, Alberto Sandoval, who is a member of Manos Y Manas,
attended a meeting with the student organization and noticed that their
primary way of communicating and spreading information about events was
by emailing students who were signed up with the organization. The issue
with this is that events are spread by word of mouth, which sometimes is not
sufficient enough to achieve the desired number of participants to join Manos
Y Manas or have volunteers at special events. The creation of the visual
documents is an excellent opportunity for the Manos Y Manas organization to
expand and reach out to other students as well as gain volunteers for events
at Tarrant County College.
In the following sections, we have constructed additional details about the
ten tasks to satisfy the President of Manos Y Manos, Bryan Ponce. Along with
our schedule of action and team management.

Proposed Tasks

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December 10, 2015

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With Bryan Ponces approval, we would perform the following ten tasks to
help the Manos Y Manas organization by creating an event flyer and a
business card.
Task 1. Research the organization to acquire a basic understanding of Manos
Y Manas
We began our research by writing down all of the organizations that we were
interested in for our project. We narrowed down our options by discussing
which organization would be the most convenient since we knew this project
would consist of a lot of meetings with the person in charge of the
organization. We wanted to make sure that we would have the resources we
needed for the organization we chose and also be able to meet with them in
case we needed any help or had any questions.
After a lot of reviewing, we decided that the organization, Manos y Manas,
would be the best organization for us. We knew that this was our best option
because we are all students at the Tarrant County College Trinity campus,
and that is where the organization is located.
Task 2. Approach Bryan Ponce, President of Manos Y Manas
We continued our research by having one of our group members, Alberto
Sandoval, interview the President of Manos Y Manas, Bryan Ponce. Mr. Ponce
showed an interest in us by letting us know that he could use our skills to
create a flyer for events along with a business card to get more people
involved. After meeting with Mr. Ponce, Alberto went ahead and emailed him
information that was going to be required from him for us to be able to work
with him on this project and meet his requests.
Task 3. Develop a plan for the organizations needs
Throughout the week, we were having some trouble communicating with Mr.
Ponce. Due to these last minute complications we decided to take action and
come up with some ideas that we think Mr. Ponce would need for the
organization. We did this to stay on schedule with our strict deadlines that
we need to meet. This was the best solution for this small complication in our
project; luckily we were all able to adjust pretty quickly.
We all put our heads together and came up with some great ideas to present
to Mr. Ponce. We figured since a lot of people do not usually hear about this
organization we could make a flyer for any upcoming event that they have.
According to one of our team members, Mr. Ponce often sends out emails for
events and the only way other people would find out about anything going
on is through word of mouth. Creating a flyer will attract more people to the
organization and to get involved with school-related activities. Our second
idea was to create a business card for Mr. Ponce himself, this way he could

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hand out his card to students that want more information about the
organization and can contact him if needed.
Task 4. Organize a schedule for our team
After deciding which two ideas we would present to Mr. Ponce, we knew it
was time to sit down and compose a precise schedule with deadlines. Since
we already knew what ideas we had for this organization, it was much easier
to go ahead and start creating a schedule of what we needed in order to
create flyers and business cards on time. The plan we came up with will give
us plenty of time to work on this project because it is spread out throughout
a span of a couple of weeks to give us some leniency in case there are any
complications along the way.

Task 5. Create a flyer for Manos Y Manas

Next week, we propose to start working on the flyer that we will create for
Mr. Ponce. We, as a team, are planning to meet so that we can come up with
some ideas for the flyer. We will look into which events are coming up in the
month of November and start creating a design template to work off of and
create our flyer for Manos Y Manas.
Task 6. Create Business Card
We would first look for examples and different template ideas on the
Internet. After brainstorming and constructive criticizing, we will create a
business card that will not only be appealing to the eye but also contains all
the necessary information. After finalizing the business cards rough draft, we
will send it to Mr. Ponce for his approval and any suggestion for
improvement, if needed. After incorporating suggestions from the
organization, we will then present the final draft of the business card to Mr.
Ponce.
Task 7. Usability Test
To determine the responses from students toward the flyer and business
card, we will approach fellow technical communication classmates by giving
them a sample of each document and have them fill out a survey. The survey
will explain that we were seeking opinions on the flyer and the business card
to determine if it was descriptive enough and also appealing. The study will
clearly state that it will take less than two minutes to complete to make it
convenient for the classmates that interested in helping us revise it.
Task 8. Evaluate Test Results

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After analyzing the response from classmates, we will then make any
changes needed according to the survey results to improve further the
product for our client. To get even better feedback, we would interview fellow
technical communication students for their opinions on how on we can
improve the designs and layout of the documents. We will then incorporate
all data gathered from the survey and create the final draft of both
documents.
Task 9. Finalize Design
The second to last task will be to finalize a draft and upload it to Blackboard
to make it convenient for team members to revise and edit. After carefully
reexamining, we will incorporate any last-minute changes to the final version
of the documents.
Task 10. Presentation
Our final task will be to send the final sample of the flyer and business card
to Mr. Ponce.

Table 1. Team Responsibilities

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Tasks

Responsible Member

Due Date

Task 1:
Research organization
and its purpose

Alberto and David

Oct. 20,2015

Task 2:
Approach Bryan Ponce,
President of Manos Y
Manas
Task 3:
Develop a plan for
organizations needs

Alberto

Oct. 22,2015

Alberto, David, Hazel,

Thanh

Oct. 27,2015

Task 4:
Organize schedule

Hazel and Thanh

Oct. 29,2015

Task 5:
Create a flyer

Alberto and David

Nov.
12,2015

Task 6:
Create a business card

Hazel and Thanh

Nov 19,2015

Task 7:
Usability test

Alberto and David

Nov.
24,2015

Task 8:
Evaluate usability test
results
Task 9:
Finalize design

Hazel and Thanh

Nov.
25,2015

Hazel and Thanh

Dec. 1,2015

Task 10:
Present to organization

Alberto, David, Hazel,

Thanh

Dec. 3,2015

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December 10, 2015

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Team Management
Member Experiences

Alberto Sandoval, Team Manager, has well-carved leadership skills and

exceptional interpersonal communication skills. Before arriving at
Tarrant Country College, he was a former captain of his Cross-Country
high school and College Team. Additionally he is very open-minded
about things, enjoys working with other people and loves hearing
suggestions or advice about projects and ideas. He is also very well
organized and self-motivated to achieve goals that come forth his way.
Hazel Hernandez, Head Organizer, has excellent organization skills and
teamwork abilities. Her primary goal is to keep everyone well organized
to be successful and meet strict deadlines. Her job is to be able to
adjust to any given circumstance and keep things running smoothly for
her team. She is currently working as a billing specialist at an
ambulance billing company, so meeting deadlines and working
efficiently is one of her top priorities. She also has experience in
creating strict schedules and working great with others to comply with
everyones demands.
David Ortiz, Chief of Visual Computer Design, has exceptional
experience and practice in many photo and graphic design software. In
his final year of high school, he was a major contributor to the 2013
yearbooks photos, editing, and design. Since then he has completed
personal projects from time to time for friends, family, and schoolwork.
He began self-taught throughout early high school and proceeded to
expand with, now, over a years worth of additional course experience
in Adobe products and other graphic, photo, and video editing software.
Thanh Nguyen, Head Innovator, is an exceptional team player, she can
cooperate and communicate well with others as well as encourage

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imagination and contribute new and alternative perspectives and ideas.

She is very meticulous and pays attention to details or missing
information. Which will help a great detail when revising and editing
information. She also has years of experience as an inventory specialist
at her job that requires very close examination of certain detailed
requirements.

Schedule
Figure 1 is a collaborative schedule of tasks we would complete for this
project
Figure 1. Schedule of Project Tasks
Task
Task 1: Research
Task
Task
Task
Task
Task
Task
Task
Task
Task

Date of Tasks

2: Consult
3: Develop Plan
4: Organize Schedule
5: Create Flyer
6: Create business Card
7: Usability Test
8:Evaluate test results
9: Finalize Design
10: Presentation
1
5

2
0

2
2

Oct.

2
7

2
9

1
2

1
9

2
4

Nov.

2
5

Dec.

Procedures and Policies

Participation & Meetings
Each of the members of our group has agreed to contribute an equal amount
of work necessary to complete our project. Which includes showing up to
class and meetings regularly and on time with notification beforehand if a
member cannot attend.
Communication
Each member is accountable for communicating with other members via text
message, email, or discussion board. Communication in the group includes,
but is not limited to, notifications of deadlines, if a member is unable to
complete task(s) to ask for help, and notifications of updated, edited, and
revised work.

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Conflict
If a conflict between members arises, the group members have agreed to;
a Be willing to hear each other out
b Be open to ideas and suggestions
c Negotiate a compromise
Conduct & Consequences
Members of the group have consented to respect and work well with each
other, along with our ideas, and have agreed always to stay on task.
Consequences if a member is lacking in work ethic or failing to complete
tasks, include point deductions from group evaluations and mandatory
discussion with the professor if actions continue.
Deadlines
As a group, we have agreed to meet all scheduled deadlines as well as
individual deadlines on specific tasks. If possible, we also agreed to attempt
to complete all work before the final deadline.