Guidelines
for Analyzing Cases and Preparing Memos
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| Over the course of the semester we will analyze cases contained
in Part II of Patton and Sawicki’s Basic Methods
of Policy Analysis and Planning.
The objective of these assignments is to let you practice policy
analysis techniques, develop your critical thinking abilities, and improve
your ability to communicate the results of your analysis. Case
analysis also help heighten your awareness of the issues confronting
policy analysts and improves your ability to perform analysis when
information is lacking and there is a great deal of uncertainty. It
also allows you to practice diagnosing policy problems and sensitizes you
to some of the more obvious issues and traps involved in problem-solving. |
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| Since case analysis essentially is
self-learning through simulated experience, its success depends on the
lively interchange of information, ideas, and opinions brought out in
class discussion. Therefore, the case approach places the
responsibility for learning on the student. Accordingly, you must
read each case carefully and come to class prepared to discuss it even if
you are not responsible for submitting a written assignment. You
should also be able to provide your critique of the case. This
involves identifying the key issues or problems, identifying alternative
courses of actions, and providing a recommended course of action for
avoiding the identified problems. You must also be able to describe
how the case relates to the material covered in the readings and class
discussions. |
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Preparing a Memo
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| Memos are a standard form of communication
in many public. private, and nonprofit organizations. Memos are
often used to help decisionmakers: 1)
understand the critical issues requiring their attention; 2) recognize
what information or alternatives are available to address a problem; 3)
what a staff recommendation is; and, 4) what the basis for your
recommendation is. |
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| It helps
if you follow a fairly fixed pattern when preparing memos. For
example, it is often useful to summarize the main issues in the first
paragraph rather than making the reader wait until the end of the memo (it
isn't a mystery novel). A useful structure (subject, of course, to
variation and adaptation when appropriate) for these memo assignments: |
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 | State the issue/problem as clearly as possible:
Trying to state the issue or problem as a one-sentence statement is a
useful habit to get into. When necessary, this can be followed
by a brief explanation or clarification (no more than a paragraph or
two). If more than one issue is presented, use bullets to
summarize and then explain in more detail in subsequent paragraphs.
If extensive background is required, you would use an attachment; |
| Major issues that must be addressed or solved:
Many times significant issues will be implicit rather than explicit
and are linked to larger policy and management issues. Part of
your task is to point out the significance of the larger issues. |
| Identify relevant alternative courses of action:
There are always at least two options (taking no action is always an
alternative). Limit the number of options but be sure to cover
the full range of choices; |
| Evaluate the alternatives:
Be sure to critique the relative strengths and weaknesses of the
options and make a balanced presentation to the decisionmaker
(remember that he/she may prefer an alternative course of action);
and, |
| Recommend a specific course of action:
Be sure to clearly state the recommended course of actions and the
consequences you expect to flow from the selected course of action. |
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| Remember
that the point of analyzing cases is to draw out the pertinent issues,
some of which will be implicit rather than explicit, and link them to
broader management and/or policy issues. It does not mean
that you simply rehash the facts of the case or summarize what has
occurred. That will get you a poor grade on these assignments.
Instead, you are asked to analyze a situation and present your
recommendation for a specific course of action. You should then use
the facts and examples from the case or other readings to support
your analysis and conclusions. It is also important that you are
specific when analyzing issues and presenting your recommendations such
that they are communicated effectively. |
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| Your case memos will be evaluated based on your analysis
of the case, the organization of your ideas, your ability to properly
apply the theories and concepts discussed in class and the quality of your
writing (e.g., spelling, grammar, punctuation, etc.). Your goal is
to write as clearly, concisely, and directly as possible. Elegance
of style, while desirable, is a secondary consideration. Short
declarative sentences convey ideas well; convoluted grammar confuses
things and often leads to misunderstandings. Remember that you are
trying to convey your ideas to people who have infinite demands on their
time. A simple, direct style economizes on time. |
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Format
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| Length is
also a critical matter, particularly if your memos is addressed to top
agency officials. If greater length is required, it should take the
form of an attached analytical paper with a short cover memo summarizing
its contents. For this class, your memos shall not exceed 3 single-spaced typed pages with 1 inch margins and 12 point font.
If it is longer, I will only read the first three pages and it will be
graded accordingly. |
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| Your memos are also expected to be professional in
nature. Thus, they should utilize a standard professional format.
Most word processing programs have templates that can be used.
Any format is acceptable provided that is businesslike and prepared in a
professional manner. |
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Preparing for Class Discussion
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| You should read the case carefully and come
to class prepared to discuss the following types of questions: |
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| Who are the key actors? What are the key
events? Is the sequence or timing of events critical to the
case? |
| What are the main
management problems or issues that are central to the case - Remember
to be specific |
| What solutions or
alternative courses of action were available to the actors? |
| Analyze the
relative strengths and weaknesses of the alternative courses of action |
| Suggest a course of
action to respond to the problem or specify what course of action you
would have followed if placed in a similar situation |
| How do the theories and concepts discussed in the
readings apply to this case? |
| What implications or lessons does the case reveal for
managers of public and nonprofit organizations? |
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| Students are reminded that failure to
actively participate in case discussions will adversely affect your class
participation grade. |
