Chair's Report Police Station

I am the Chief Executive Sheriff of a mid sized town police station. I have recently received vital output statistics which show that the station is performing poorly in terms of service quality (not enough routine patrol, delay in answers to calls and complaints) and productivity (low turnover in investigation of crimes, searches for evidence, questions of suspects and witnesses). Below are the main points of my presentation to the stations’ “board of directors”.

“Chair’s Report”:
 Present the history of the police station emphasizing on the brilliant results we have come up with so far. Talk about how we have all worked hard in our station and have contributed to its growth and transformation throughout the years from a small 5 employee station to a 100
skilled-men-well respected station.
 Set our goal from now on: to transform this great station to an outstanding station. Set a dream - In 2 years from now I see our station being the number one station in the country by achieving great results in all areas from investigation of crimes to traffic control.
 Analyze charts showing the poor performance in terms of quality and productivity in comparison to previous years and other police stations. Stress that there are some other areas where our station has excelled but we need to work together to “fix” the “aching” areas. Show that I am inspired and driven to develop a more effective and productive station altering the procedures and staffing in a number of ways.
 Tell the story of the station’s downfall 10 years ago and how I led it from zero to top by forming productive projects. Tell them I was not believed at first, I was a newcomer, but I won them over when they started seeing the positive results on our city. Stress that I have done it before and I will do it again now with their help and devotion. I have identified the obstacles and have scheduled some tasks that can help us overcome them and become outstanding.
 Divide the tasks and explain the link between each task and the organization’s goal. Reassure them that if they follow these tasks we will rise up and they should not worry, they should leave worrying to me.
 Start a brainstorming session in which each member of the board writes on their laptop his/ her ideas concerning suggestions for quality and productivity improvement. All the ideas are presented on a big screen. Listen to everyone’s ideas and encourage everyone to feel free to add to any idea that represents his/her beliefs.
 Through the brainstorming session I will present my suggestions-ideas, encourage them to add their views, according to their aspirations and interests so they will feel like they have thought of them and accept them more easily as if they were their own.
 Tell a story about a young athlete who worked hard all year long to prepare for the 3000 meters but saw no improvement. All of his efforts did not pay off though he had great potential as an athlete. When a coach watched him training day after day, he advised him to try the 100 meters as he spotted out that he was fast but his stamina was not that good. The young athlete took the coach’s advice and he saw tremendous improvement in his results. He won the 100 meters in the state games. He only needed someone to guide him towards the right direction.
 Parallelize the story with the Project X (which was the assignment of a research to a large number of the station‘s staff, for the serial murder cases which occurred the past 3 years) and the fact that the station has been spending extensive resources on it without seeing any results on its investment on staff and time. State that I know they have worked hard on this Project and I respect
that.
 Let them know that this project has come up to a point where it can not be continued. Ask the Director of Project X what he thinks went wrong these three years. Show that I am accessible, they can talk to me about their worries anytime-my door is open.
 Show that I am on top of this matter, there is some scope for re-deployment of staff from Project X to other departments that are lacking in terms of quality and productivity (routine patrol, answers to calls and complaints involving fire, automobile accidents, robberies and other misdemeanors and felonies, investigation of crimes, searches for evidence, questions of suspects and witnesses, checks pawn shops). Some staff unfortunately has to be laid off and I will arrange face to face meetings with them.
 Ask for the Project X Director’s opinion on the topic of the qualities of the staff assigned on the project X and in which department they would perform better. Show a list of training sessions that I strongly believe that will make our men excel in their work.
 I have made some research and came up with a new project-plan which will flourish, presenting the idea of outsourcing the project X to FBI.
 Summarize my-our ideas for: the new production and quality improvement procedures and present the picture of the future as a colossal station with a man power of a dinosaur, promising and rewarding towards hard working staff.
 Stress that I will bring my best talents and skills to the task of assessing managing and containing the total risks the station faces.