Examples of progress reports. How to write a report

2024 Author: Howard Calhoun | [email protected]. Last modified: 2023-12-17 10:16

There is no such leader who at least once a year does not require his subordinates to report on what has been done. And the problem is that with routine employment, developing such a document seems to be a rather difficult task. And for some reason, we are embarrassed to ask for examples of reports on the work done from the authorities. What if he decides that we do not correspond to the position we hold?

Who needs it

This question is asked by the performer who received the task to report. Most often, employees of firms feel almost offended by such requirements. But everything has a meaning.

Firstly, the report on the work done is needed by the performer himself. Not a formal, but an interested attitude to this process will allow you to find bottlenecks and weaknesses in your qualifications. This means that the directions in which it is possible (and necessary) to develop are determined. After all, we all learn from our mistakes.

Secondly, the manager needs it. The report on the work done allows you to objectively assess the quality andspeed of solving tasks. Thanks to this document, many questions will disappear - from the most primitive “what do you do all the time” to the complex “why should I change your computer for a more modern one”. Because the report will indicate that it takes a long time to save changes to the document. And it does not depend on the performer - outdated office equipment cannot work faster. Actually, this is why it seems that the employee is drinking tea all the time - he is just waiting for the operation to be completed.

And the question: "Why do I need to write a report on the work done for the month?" itself is incorrect. Because the accumulation of statistical information and the filling of databases makes sense for strategists, and not for operational employees. It's just easier for them to solve a problem than to talk about methods for solving it.

What to write

Examples of progress reports show that you need to write in great detail. Whatever seems to be a small thing or a small gesture can be a key element in the performance of specific functions. But understanding of this will come only after studying several written reports.

If the work is of a routine nature, for example, reconciliation of documents and identification of inconsistencies, then it makes sense to develop a tabular form. In this case, again, at first the table should be very detailed and contain many columns; over time, the need for some columns will disappear, and the form of the report will take on a normal (read - reasonable) look.

Bin a number of cases, when compiling a report on the work done (teachers, for example), it is impossible to formally approach the issue of introspection. Indeed, in addition to the planned educational and methodological load and the study of the necessary material, the school is also engaged in educational activities. This requires a special approach to the preparation of the document: it is necessary to understand the reasons for the lagging behind a number of students, to find ways to interest children in their subject. And at the same time, we should not forget about successful (and even gifted) schoolchildren.

Report goals

For correct compilation and minimum time costs, it is necessary from the very beginning to decide for what purpose and why a report on the work done for the year is written. Let's name the most popular:

- justification of the real benefit of a particular position in the organization;

- confirmation of the qualifications of an employee;

- demonstration of effective work to management;

- receiving funding for the next reporting period;

- obtaining consent for the development of a direction (idea);

- rationale for spending allocated resources and finances, etc.

The well-known formulation - the correct statement of the problem provides 50% of the solution - works in this case too. The better we understand why a report is needed, the easier it is for us to write it. Up to the fact that the document “for show” does not require a creative approach from us at all. And time consuming.

Document structure

If the company does not havedeveloped reporting form, then you have to develop it yourself. Knowing the purpose of the document, it is necessary to think over its structure. Examples of progress reports suggest that a clear and simple outline is needed.

At the very beginning, the purpose and logic of information presentation should be explained. Explain the order of presentation and make a table of contents. For the table, it is necessary to give brief explanations why such a form was chosen.

Within sections and subsections, one should also adhere to the unity of presentation. So the document will be more understandable, as a result, it is easier to perceive. In a report for a long period of time, illustrations in the form of diagrams and graphs are quite appropriate, which will facilitate perception. But here you need to adhere to the “golden mean” rule: solid text, as well as exclusively visual materials, tire very quickly.

Style

For an ordinary employee, perhaps the most difficult thing to write is terminology and wording. A bombastic report will look unnatural and will cause a negative reaction from management. Too simple wording (25 documents xeroxed, for example) will also repel the reader.

But templates should be avoided. The only exception is the document that no one will ever read. We sometimes encounter such problems, but in this article we are interested in real (not pro forma) reports.

In any case, you should not talk only about achievements. To highlight themIt is necessary to talk about the difficulties that had to be encountered in the course of work. Among other things, complexity analysis is food for thought about work optimization for executives. Examples of progress reports indicate that you should not use vague phrases like “unsatisfactory condition”, “difficulties encountered”, etc. It is better to call everything by its proper name: “broken photocopier”, “lack of access to the Internet”, “lack of or untimely receipt of information from the associated department. All this allows us to adequately and objectively assess the current situation in the company.

Evaluation of results

Each result must be backed up with numbers. Such concretization provides an understanding of the dynamics of development.

In addition, it is necessary to set the criteria for evaluating the results. It will be the previous reporting period (if it is a report for the quarter, for example) or, conversely, the percentage of the achievement of the goals set, it is up to the author of the document.

In general, indirect indicators can tell a lot about the process of solving the tasks. There is also a we alth of information here for further analysis. From determining labor costs to understanding the correctness of setting goals.

From problem to solution

Most reports are written on a progress-by-progress basis. A document that clearly shows the problem-solution relationship is more advantageous. The reader immediately understands what methods and techniques (if necessary)the performer took advantage of the timely and high-quality completion of the task.

The even more detailed chain "a specific problem - its causes - setting goals - a solution" immediately suggests the need to present a daily report in tabular form. Moreover, the names of the graphs are already known. Information presented in this way is easy to read and analyze.

Presentation of quantitative indicators

In cases where the report consists mainly of numerical data, the tabular form can just be very difficult to understand. A continuous stream of numbers literally tires the reader after a few minutes. Another thing - colorful charts and graphs. They are clear, understandable, easy to read.

Each diagram must be commented on. In addition, it is necessary to indicate how the various graphs are interconnected; explaining the cause-and-effect relationships will further facilitate the analysis of the report.

If material resources were spent during the work, you should not just list them all. Instead, the benefits acquired should be listed. A dry phrase: “Office equipment purchased” will sound completely different if you write: “2 jobs were created, which made it possible to increase the output of the department.”

How to issue a document

Despite the fact that there is no single form of compilation, a report on the work done can be drawn up in accordance with GOST, which defines the mainscientific criteria. It spells out the requirements for formatting, font type and size, etc.

As for the readability of the document, here are some tips:

- try to have no more than 5 sentences in one paragraph;

- key indicators can be highlighted in font or color;

- break the text so that the table or graph does not occupy the entire page; be sure to leave space for comments on them;

- write a clear and concise summary of the report.

These tips will help ease the perception of your report, which means that they will initially set up the reader for a loyal attitude towards the author of the document. Imagine that you are the boss. And make the report in a way that would be useful and interesting for you to read.