© TREC

Work Plan Template by Job Function

Quarterly Work Plan
Are you setting
realistic expctations
Organization's Logo Here Quarter/Year: 2nd Q 2020 for yourself?

Name: Your Name

Manage Your Energy, Not Just Your Time Focus on Priorities

My BIG PRIORITY:
What can I do this quarter that will have a big impact for the organiztion? It may not be urgent, but it is important

This quarter I will MAKE SURE that I accomplish these THREE Things:Anything languishing from last quarter? What is time-sensitive?
TREC Human Resources & Management Resource

To Support our Organization's Values and DEI, I will… For My Professional Development, I will…

Overall my Capacity is (check one): Fully Booked Available for a Small Project Available for a Large Project
no availability 10 - 20 hours available this Q 20 plus hours available this Q

Be sure to check against your staff development plan. Are you working towards improving your effectiveness?

Job Functions in Job Description Job Functions This Quarter

1. Issue Advocacy 20% 1. Issue Advocacy 29%

2. Research Report 5% 2. Research Report 21%
3. Community Engage 30% 3. Community Engage 16%
4. Prog Admin 15% 4. Prog Admin 3%
5. Prog Development 20% 5. Prog Development 8%
6. Prof Development 5% 6. Prof Development 13%
7. Staff Mtgs 5% 7. Staff Mtgs 9%
100% 100%
Be sure to check against the AOP. Are you working towards your annual objectives?

Job Functions Key Objectives -- This Quarter Questions/Needs?

1. Issue Advocacy
Job Description This Quarter

2. Research Report

1 2 3 4
1 2 3 4
3. Community Engage 5 6 7
5 6 7

4. Prog Admin
5. Prog Development
6. Prof Development

7. Staff Mtgs

Here is a place to map out your workplan

Job Functions Work Planned -- This Quarter

Month 1 Hours Month 2 Hours Month 3 Hours Total Hrs
1. Issue Advocacy Leg meetings 8 lobby day-outreach 16 leg meetings 8 32
56 Total Hours lobby day event 24 24
29.5% Perecentage 0
0
2. Research Report draft outline-plan 4 background 12 initial draft 24 40
40 Total Hours 0
21.1% Perecentage 0
0
3. Community Engage hold meeting 6 partner outreach 8 community day 16 30
30 Total Hours 0
15.8% Perecentage 0
0
4. Prog Admin improve files 4 share with team 2 6
6 Total Hours 0
3.2% Perecentage 0
0
5. Prog Development write 2020 plan 8 revise plan 8 16
16 Total Hours 0
8.4% Perecentage 0
0
6. Prof Development conference 24 24
24 Total Hours 0
12.6% Perecentage 0
0
7. Staff Mtgs full staff 2 full staff 2 full staff 2 6
18 Total Hours team meetings 4 team meetings 4 team meetings 4 12
9.5% Percentage 0
0
TOTAL WORK HOURS 36 92 62 190
VACATION AND HOLIDAY HOURS 0 0 0 0
TOTAL HOURS PLANNED 36 92 62 190
Over-Under Target Hours -137 -81 -111

My FTE %: 100
Min Hrs: 173

Enter your minimum monthly hours above:

Full time = 173 - 200 hours per month
80% time = 138 - 160
75% time = 130 - 150
50% time = 87 - 100

Remember to save some capacity

for unplanned, emerging projects
© TREC

Work Plan Template by Job Fun

TREC Human Resources & Management Resource

The goal of the this workplan format is threefold:

• It prompts staff think about their biggest priorities and commitments so they don’t just have
their own Development Plan, and the organization’s values and commitments. In this way, the
and plan. The workplan also asks for the staffer to think about their objectives–what they wou
list of tasks to be accomplished.

• The workplan helps the staffer and their supervisor see if they are doing the work that was an
customized for each staffer based on their job description so that the staffer is comparing their
workplan has room for 7 job functions and a pie chart that shows the allocation from their job
current quarter. This second pie chart is created by the data that is entered into the detail plan
helps to bring that into focus. Is the variance an anomaly based on the schedule? Or are they c
for general staff work/meetings/etc., as well as time for opportunistic campaigning or outreach

• The workplan asks that staff project hours they plan to spend on projects. It can be tough to
staffer expects so they can give feedback on the level of the work required and expected on sp

First step: customizing the workplan template for your organization

1. Add your organization’s name or logo in the upper left

2. Change any of the wording of the categories or notes to match your organization’s vernacula
3. Create a sample workplan for a generic staffer at your organization. This will help staffers se

Second step: customizing the workplan for individual staffer

1. If your staff have job descriptions with functions and time splits, they can enter job functions
2. If they don’t have them, or they are out-of-date, supervisors and staffers should come to agr
description” is used to populate the subsequent sections, so this step should be done first. Tha
functions.

Important instructions to pass on to staff:

1. This template has formulas embedded. As you go to enter data, hover to make sure you are
“this quarter pie” and the same job functions are also listed in the next two sections, “objective
the “work planned” section, those will be compiled into the “This Quarter Pie”.  Do not enter e
hour detail entered into the detailed plan section.  
2. The hours that a staffer plans out can and should be less than their overall hours. That way t
spot to enter those projected hours. 
 by Job Function | Instructions
old:
mitments so they don’t just have a “laundry-list” workplan. It includes prompts for folks to think about the organization’s Annua
d commitments. In this way, the staffer keeps an eye on the “big picture” and ties their workplan to the organization’s overall v
their objectives–what they would like to get accomplished, where they’d like to be at the end of the quarter. Again, so that the

y are doing the work that was anticipated in their job description, or if they have gotten off track. Each workplan template is m
hat the staffer is comparing their planned work to the organization/supervisor’s expectation of how they should be spending th
ws the allocation from their job description. There is a second pie chart that shows how they plan to spend time on those functi
at is entered into the detail plan (it is not general estimates). There may be many good reasons why their work has shifted, but
d on the schedule? Or are they consistently working more or less in the various areas than we planned?  We recommend that st
tunistic campaigning or outreach, if that is part of the expectations of them exceling at their job.

d on projects. It can be tough to do estimates at the start, but it get easier with practice. It is super helpful for the supervisor to
ork required and expected on specific projects.  

zation

ch your organization’s vernacular

ization. This will help staffers see how it works.

lits, they can enter job functions in E34-30, and time splits into F34-30.
and staffers should come to agreement on these before staffers start filling out the workplan. What is entered as “job function
is step should be done first. That way, staffers filling out their objectives and their planned hours will be doing it into the agree

ata, hover to make sure you are not over-writing a formula. For example, there are formulas so that the customized job functio
the next two sections, “objectives” and “work planned”. No additional data entry needed. And, very importantly, as the staffer
his Quarter Pie”.  Do not enter estimates for work allocation for this quarter to get the second pie chart – let it be populated by
n their overall hours. That way they are leaving some capacity for unplanned work. Plus they will have vacation and holiday tim
out the organization’s Annual Operating Plan,
o the organization’s overall vision, mission
he quarter. Again, so that they think beyond a

Each workplan template is modestly

w they should be spending their time. The
to spend time on those functions in the
hy their work has shifted, but this workplan
nned?  We recommend that staff include time

helpful for the supervisor to see what the

hat is entered as “job functions in job

will be doing it into the agreed-upon

at the customized job functions populate the

ry importantly, as the staffer fills out hours in
chart – let it be populated by the hour-by-
have vacation and holiday time, and there is a