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How to Write a Weekly Report

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All you should know about effective weekly report writing - step-by-step instructions how to write a remarkable weekly reports.

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How to Write a Weekly Report

  1. 2. <ul><li>In general, the employee’s performance c an be evaluated </li></ul><ul><li>by the achieved results . </li></ul><ul><li>But as for an employee’s day-to-day activities , the productivity of his/her efforts during the paid work-time, and … </li></ul>
  2. 3. <ul><li>… finally, the employee’s own thoughts about the job itself all of that might be known primarily from his/her weekly reports . </li></ul><ul><li>O f course, if these exist at all…. </li></ul>
  3. 5. <ul><li>For a junior staff member the weekly report is the only possibility to demonstrate to his/her managment that h e /she is: </li></ul><ul><li>doing the right things , </li></ul><ul><li>doing things right, </li></ul><ul><li>loyal to the c ompany , </li></ul><ul><li>constantly progressing his/her knowledge and skills. </li></ul>
  4. 6. <ul><li>evaluation of their performance, </li></ul><ul><li>keeping notice on their daily activities and issues they face, </li></ul><ul><li>keeping track of the progress on the assigned tasks. </li></ul>The middle-level management uses the reports of his/her subordinates for the:
  5. 8. <ul><li>The report should be concise and clear, and shall not generally exceed one page . </li></ul><ul><li>A l ong weekly report : </li></ul><ul><li>requires longer time for preparing and , consequently, for reading and checking it , </li></ul><ul><li>is an indicator of writer 's in ability to analyze information , and to s et up the priorities. </li></ul>
  6. 9. <ul><li>Weekly report must serve like two-way communication tool . </li></ul><ul><li>Manager shall not just read, but make c omment s in the e mplo y ee ’ s report . Feedback is crucially important, even if it will look like a simple “ OK “ remarks . Subordinate shall keep asking his/her M anage r to make comments in his/her weekly reports . </li></ul>
  7. 10. <ul><li>Weekly report shall be sen t in-time . </li></ul><ul><li>It is better to send your report on Friday ’s afternoons instead of Monday ’s morning s - simply because y our Manager may have time for checking them only on weekends . </li></ul>
  8. 11. <ul><li>The time required for writ ing and checking the weekly reports should be planned in your s chedule. </li></ul><ul><li>Spend 5 minutes d a ily to summarize your activities, and you will make a remarkable weekly report on Friday evening in just 10 minutes. </li></ul>
  9. 12. <ul><li>Weekly report shall have a permanent structure . </li></ul><ul><li>It shall contain permanent sections placed in a certain order . This will make the report easier to write, and, consequently, easier to read . </li></ul><ul><li>It is better to assign n umber s to the report lines within each section . </li></ul>
  10. 14. <ul><li>Weekly report structure </li></ul><ul><li>Urgent! </li></ul><ul><li>Reminder </li></ul><ul><li>Problems </li></ul><ul><li>Daily work </li></ul><ul><li>Requests and Proposals </li></ul><ul><li>FYI </li></ul><ul><li>Plans </li></ul>
  11. 15. Weekly report structure Urgent! Immediate feedback or action is needed
  12. 16. Weekly report structure Reminder Still waiting for… Waiting for… since… Waiting for… untill…
  13. 17. Weekly report structure Problems You shall r eport here the problems encountered during the reporting period and expected to be resolved in a regular way, wit h no need for the additional resources. Suggest a n action plan.
  14. 18. Weekly report structure Daily work You shall list here your own activities as well as activities of the unit that reports to you for the reporting period . Support your report with f acts and numbers highlighting the achieved results . Group the items by related topics.
  15. 19. Weekly report structure Requests and proposals I deas , suggestions, enquiries for complementary information or requests for the allocation of additional resources.
  16. 20. Weekly report structure FYI (section for the m id dle -level m anage ment onl y) O verall work assessment of the managed units in terms of their plans, KPI and progress towards C ompany ’s objectives.
  17. 21. Weekly report structure Plans You shall b riefly specify them for the next reporting period. R ank the priorities as : important and urgent, just important , and just urgent .
  18. 22. <ul><li>Weekly report shall demonstrate primarily the achieved results but not just things in process. </li></ul>
  19. 23. <ul><li>Weekly report shall indicate how productiv e is employee’s worktime, and how well t he employee performes his/her duties . </li></ul>
  20. 24. And the last important note about weekly reports writing: Clarity of writings indicates the precision of mind .
  21. 25. <ul><li>Presentation by </li></ul><ul><li>Vladimir Nikolaev </li></ul><ul><li>My contacts </li></ul><ul><li>E-mail: [email_address] </li></ul><ul><li>Skype: vladnikolaev </li></ul><ul><li>MSN: [email_address] </li></ul><ul><li>ICQ: 21-648-182 </li></ul><ul><li>My profile on LinkedIn: </li></ul><ul><li>http://www.linkedin.com/in/vladnikolaev </li></ul><ul><li>Follow me on Twitter: </li></ul><ul><li>http://twitter.com/VladNikolaev </li></ul>
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All you should know about effective weekly report writing - step-by-step instructions how to write a remarkable weekly reports.

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