How to Write a Weekly Report - PowerPoint PPT Presentation

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How to Write a Weekly Report

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  1. In general, the employee’s performancecan be evaluated by the achieved results. But as for an employee’s day-to-day activities, the productivity of his/her efforts during the paid work-time, and…

  2. …finally, theemployee’s own thoughts about the job itself all of that might be known primarily fromhis/herweekly reports. Of course, if these exist at all….

  3. For a junior staff member the weekly reportisthe onlypossibility to demonstrate to his/her managment that he/sheis: • doing the right things, • doing things right, • loyal to the company, • constantly progressing his/her knowledge and skills.

  4. The middle-level management uses the reports of his/her subordinates for the: • evaluation of their performance, • keeping notice on their daily activities and issues they face, • keeping track of the progress on the assigned tasks.

  5. The report should be concise and clear, and shall not generally exceed one page. A longweekly report: • requires longer time for preparing and, consequently, for reading and checking it, • is an indicator ofwriter's inability to analyze information, and to set upthe priorities.

  6. Weekly report must serve like two-way communication tool. Manager shall not just read, but make commentsin theemployee’s report. Feedback is crucially important, even if it will look likea simple “OK“ remarks. Subordinate shall keep asking his/herManager to make comments inhis/herweekly reports.

  7. Weekly report shall besent in-time. It is better to send your report on Friday’s afternoons instead of Monday’s mornings - simply because your Managermay have time for checking them only on weekends.

  8. The time required for writing and checking the weekly reports should be planned in your schedule. Spend 5 minutes daily to summarize your activities, and you will make a remarkable weekly report onFriday eveningin just 10 minutes.

  9. Weekly report shall have a permanent structure. Itshall containpermanent sectionsplaced in a certain order. This will make the report easier to write, and, consequently, easier to read. It is better to assign numbers to the report lines within each section.

  10. Weekly report structure • Urgent! • Reminder • Problems • Daily work • Requests and Proposals • FYI • Plans

  11. Weekly report structure Urgent! Immediate feedback or action is needed

  12. Weekly report structure Reminder Still waiting for… Waiting for… since… Waiting for… untill…

  13. Weekly report structure Problems You shall report here the problems encountered during the reporting period andexpected to be resolved in a regular way, with no need for the additional resources. Suggest an action plan.

  14. Weekly report structure Daily work You shall list here yourown activitiesas well as activities of the unit that reports to you for the reporting period. Support your report with facts and numbershighlighting the achieved results. Group the items by related topics.

  15. Weekly report structure Requests and proposals Ideas, suggestions, enquiries for complementary information or requests for the allocation of additional resources.

  16. Weekly report structure FYI (section for the middle-level management only) Overall work assessment of the managed units in terms of their plans, KPI and progress towards Company’s objectives.

  17. Weekly report structure Plans You shall briefly specify them for the next reporting period. Rank the priorities as: important and urgent,just important, and just urgent.

  18. Weekly reportshall demonstrate primarily the achieved results but not just things in process.

  19. Weekly report shall indicatehow productiveis employee’s worktime, and how well the employeeperformes his/her duties.

  20. And the last important note about weekly reports writing: Clarity of writings indicates the precision of mind.

  21. Presentation by Vladimir Nikolaev My contacts E-mail: inbox@vladnikolaev.com Skype: vladnikolaev MSN: vladnikolaev@hotmail.com ICQ: 21-648-182 My profile on LinkedIn: http://www.linkedin.com/in/vladnikolaev Follow me on Twitter: http://twitter.com/VladNikolaev