Each of us many times in his life is faced with the writing and execution of various documentation. This documentation also includes a report that may be required both from a student at school and from an employee at his place professional activity. Therefore, it is important for everyone to know how to write a report correctly and format it. Writing reports is a rather broad topic, it includes many nuances, because reports are different in form and content. We will limit ourselves to the most popular cases, tell you how to write a study and work report, and also highlight the basic requirements for any kind of reports.
General rules for writing reports
How to write a report correctly? Any report must meet the following criteria:
- brevity. The report must clearly and concisely state all the necessary information, using simple business language.
- The report must begin with a properly formatted title page (required for large reports).
- If you still need to write a large report, then you also need to draw up a table of contents on one page. additional sheet indicate the main thoughts and ideas of the report.
- Clear structure. The report should be logically structured. At its beginning, it is necessary to bring up to date, indicating all the necessary data, in the middle - the main ideas of the report, at the end - conclusions.
- The sentences in the report should be short and well-formed, there should not be huge paragraphs. The use of headings and subheadings is encouraged. The report must be readable.
- To disclose the topic, if necessary, draw up annexes to the report: diagrams, figures, diagrams, tables.
- The report is best presented in a special folder.
Work report
Often, managers and directors require special reports on the work done from employees. How to write a report in this case? Be guided by the form of writing and formatting reports that is accepted in your company, and all the above tips will suit you. In addition, for the working report, the following recommendations can be distinguished:
The report does not have to be drawn up on a form if it is accompanied by a letter or an explanatory note.
If the work report for certain period handed over to the boss covering letter in this case is not required.
The travel report must be submitted together with the entire package of necessary documents.
The report should be written on standard sheets (A4) and drawn up in accordance with GOST R 6.30-2003.
For a large report, you need to issue title page, for a small report title, you can specify at the top of the first sheet. First you need to indicate the word "Report", then - its subject and the period for which reporting is given.
The working report begins with an introduction, which describes the problem, objectives and goals of the work carried out. If the report is a standard document with a fixed frequency (for example, quarterly or monthly), then an introductory part is not needed.
How to format a report in its main part? Here you need to list and disclose all the types of work that you have completed, while you must specify the deadlines for completing each specific task. If there is, then you should indicate the difficulties in the course of the work or the reasons why the work was not performed properly, explain why this happened.
At the end of the report there is a conclusion in which it is necessary to indicate the conclusions and evaluate the effectiveness of the work done in accordance with the tasks set.
The working report is not just a piece of paper, it is important document, which can seriously affect your career, so take it seriously in writing and formatting.
Study report
Another type of report is student reports, the most popular among them is a practice report, so let's talk about how to write it correctly.
An internship report is an important document confirming the successful completion of an internship by a student.
The final grade for the practice, which will go into the diploma, will depend on this report, so you need to take seriously its writing and design.
How to write a practice report, where to start? In the practice report, it is imperative that the title page be correctly formatted. Surely in your educational institution There are templates for the design of title pages, you can use the most suitable one and design your title page on its example. The title page should contain your last name, first name and patronymic, the enterprise where you had an internship, and the period of internship (from what date to what date).
The practice report begins with a description of the company where you worked. Indicate the basic necessary data - what is the name of the enterprise, what does it do, what are its main characteristics (how long has it existed, how big is the company, etc.).
If the practice was completely introductory and you did not take an active part in the work, then it will be enough to indicate basic information about the enterprise. Otherwise, the matter is field trip– most of the report should contain information about your practical activities and about its results.
Next, you should specify goals and objectives (this will benefit you). The goal is what you want to achieve from the practice, describe the goal specifically and accurately, you can specify different goals. For example, to gain new knowledge related to the profession, to consolidate and learn how to apply theoretical knowledge in practice, etc. Objectives are ways to achieve goals. For example, a systematic visit to the enterprise where the student is doing an internship, and a careful study of his work; conversations on professional topics with employees of the enterprise; performance various kinds work on the instructions of the chief, etc.
The next important and main point that should be described in detail is all the activities that you were engaged in in practice.
Many teachers advise their students to write down all their activities on the report, even if it was a very short call to a client or a very light work assignment. One of the most convenient forms of writing this part of the report is as follows: first - the full date (mark all days of practice in order), then - what the student did on each day of practice, and after - micro-conclusion (what did the student learn, what experience did the student gain). You can not draw a conclusion from each entry, but draw it up at the end by entering all the necessary information there. Your main goal in this part of the work is to fully and competently tell about what you did in practice, what kind of work you had. You can also note the difficulties you encountered and indicate possible reasons their appearance or focus on what you liked most in practice, explain why.
The final part of the report on student practice is a conclusion, a conclusion. It is by the conclusions in the report that the teachers will judge how well you mastered the profession, what you could learn, how much you were able to apply your knowledge in practice. Take Special attention drawing conclusions. Clearly and in order (you can list) state everything new that you have learned and mastered in practice. In any case, write honestly, you don’t need to invent something that doesn’t exist, an experienced teacher will notice artificiality. Let it be a simple and honest story, but detailed and detailed.
As for the design of the report, it must comply with the norms and standards. What exactly, you can ask at your faculty, they will surely tell you. Well, in general, the font should be simple ( Times New Roman), size - 12 points, line spacing - 1.5. A clear division into parts, chapters, paragraphs and lists, if necessary, is welcome. The report should be readable and informative.
Now you know how to write a report on work or study practice. We have outlined all the basic requirements for such reports, we hope that our advice will help you.
How to write a correct report
Every year, employees of firms, enterprises and organizations write thousands of reports on their work - monthly, quarterly, annual. And thousands of times they are rewritten over and over again. It seems that he told about the work, but here he formatted it incorrectly, here he wrote it wrong, and the boss generally tore out the third page and threw it into the trash. The report must be presented in a favorable light.
Instruction
Any report is, first of all, an analysis of your work over the past period, showing whether you have completed your tasks or not. Do not be too lazy to start collecting the indicators you need in advance. Otherwise, one of your colleagues will let you down by forgetting to provide you with statistics. And only when all the documents are collected, start working on the report. Review the documents and come up with a clear plan for working on the report. Determine the importance of each position, how you will characterize it, what new and promising things you have done for the company during this period, whether the profit from your actions has increased (or the company's funds have been saved). If something doesn't work, think about why. Try to reflect the most important indicators in the form of tables and graphs in comparison with the previous year. This will clearly show the growth of indicators in the work, whether the plan for this period was fulfilled, which is important when reporting.
The language of presentation is official, business. There is no need to “spread the thought along the tree”, clearly describe all the achievements during this period, which innovative ideas you contributed and what was the result.
The report is drawn up on A4 sheets, standard margins, Times New Roman font, size 12 or 14. It is better to use one and a half spacing, indent "red line", alignment "in width". This will make your report more readable. And don't forget the pagination.
Helpful advice
The report on the work done is, first of all, summing up the results of your work, the plans and tasks you have completed, so do not treat it as a boring official document, show patience, and somewhere your imagination, and then your report will be put more than once as an example to everyone else.
- how to write reports
How to write a correct report
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How to write a correct report
Usually, the report is accompanied by an explanatory note or a letter, so there is no need to write it on a form. If this is a business trip report, then it is attached to the entire package of documents, and if a work report for a certain period, then it is transferred to the immediate supervisor, and in this case a cover letter is also not required. Write it on a standard sheet of paper and draw it up in accordance with GOST R 6.30-2003.
If this is a serious, multi-page report, for example, about the tests carried out, then it is better to make a title page. For a small report, simply write the title at the top, on the first sheet. After the word "Report" in the title, indicate the topic of the report, the period for which you report.
In the introductory part, describe the problem, goals and objectives of the work that was carried out by you. If this is standard reporting with a set frequency - a monthly, quarterly report on work, then there is no need to write any introductory part - its essence is already set out in the title.
In the main text of the report, list the work that you completed as part of the task and indicate the deadlines for completing each item. After that, give a conclusion on how you managed to complete the tasks that were assigned to you.
Analyze why, if this was the case, you were not able to do everything that was planned. This could have happened due to time constraints, lack of materials, or lack of necessary equipment. List all the reasons that influenced this. In fact, this part of the report is the most important, because here you must list the objective reasons that prevented you from doing the work in good faith. Thus, you shift the responsibility for this to the management, which failed to provide you with everything you need.
Based on your report, the authorities are obliged to draw conclusions and take the necessary measures in order to provide you with all the materials and equipment necessary for work or extend the deadline certain types works.
How to write a progress report
You will need
- computer, internet, A4 paper, printer, pen, enterprise printing, relevant documents
Enter the name of your organization on the form.
Specify the document number and date of compilation.
Enter the company code in accordance with All-Russian classifier enterprises and organizations.
Write the last name, first name and patronymic of the employee sent on a business trip.
Enter the employee's employee number in your organization.
Enter in the corresponding field the structural unit of the enterprise in which the employee works. Fill in the field "Position (profession, specialty)", entering the position of the employee sent on a business trip. Enter the destination of the business trip, country, city, name of the organization where the employee is sent.
Enter the start date of the trip and the end date.
Enter the total calendar days the employee is on a business trip and the number of days, not counting the time spent on the road.
Enter the name of the organization that will pay for all future expenses of the employee who is on a business trip, for example, hotel accommodation, travel, etc. Tickets, hotel receipts, etc. will serve as the basis for paying the expenses of an employee sent on a business trip.
Your signature, transcript, position are written by the head structural unit, in which the employee sent on a business trip and the director of the enterprise work.
Returning from a business trip, the employee makes a brief report on the business trip and enters it in the appropriate field.
The employee puts his signature.
The head of the structural unit writes a conclusion on the completion of the task, puts his signature with a transcript.
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The main purpose of the report on the work done is a written record of the outcome of specific actions. Sample, template, example can be downloaded for free.
A progress report is an abstract concept. This document, which accompanies any act of the subject of legal relations, has a free form of execution. The main purpose of the act in question is the written fixation of specific actions. The page contains an example, a template, and sample progress report. Using a special direct link, you can download the desired text for free.
The simplest format will allow you to change some paper abstracts in a word text editor, and apply the form in your own practice.
A report on the work done will be necessary for different professions and specialties: kindergarten, the chairman of the HOA, a nurse and other professions. Since the pact under discussion has the goal of summing up some results, its writing requires special attention from the author. When compiling a report on the work done, it is necessary to exclude grammatical and punctuation errors in the text as much as possible. The content must be checked several times and only then made public and publicized.
Mandatory items of the progress report
- Director's approval, top right;
- Name of the final regulation;
- The period for which information is provided, full name of the accountable person;
- Then performance indicators are entered in the form of a table or points;
- At the end, the results are summed up, the person's signature and transcript are put.
The final regulation on the work done has unique properties and values. The information received by the reader in the process of studying the materials should be assimilated and understood. The process will not receive due attention and development if the results of the work done are not compiled with high quality and by an incompetent specialist. Do not include unnecessary facts in the content. However, the presentation of the whole picture of the procedures performed is also important. It is necessary to maintain brevity and at the same time the sufficiency of the presentation of the material for the convenience of the reader.
Date: 2016-03-29
Progress report sample
ANSWER:
(the material was prepared by I. Kurolesov, Leading Legal Counsel of SPAR RETAIL CJSC)
Increasingly, employers require their employees to report on the work performed, and it does not matter what kind of work they do, what positions they hold, how long they have been working in the company. And, as a rule, such a right of the employer is not prescribed in any internal documents of the company. Despite this, employees unconditionally draw up reports for the month, for the quarter, for the year - depending on the purpose of their preparation (after all, it is extremely difficult to object to the employer). In the article we will talk about why a progress report is needed, who and under what conditions can require it to be submitted, what it should contain, whether it is necessary to approve
its form and store it according to all the rules.
What is the report for?
It is known that the need to attract personnel should be economically justified, because remuneration employees for the organization is a cost item, and quite significant. Almost every head of the structural unit of the organization, selecting through personnel service employees, must justify the following important points to the management:
- staffing of the unit;
— subdivision wage fund;
— organizational structure divisions;
- Functionality of employees of the department;
— requirements for candidates (education, qualifications, work experience, professional skills, etc.).
Only after the motivated proposal of the head of the structural unit to hire employees is approved by the management, it will be possible to open vacancies and look for candidates. However, the rationale for the need to "maintenance" a particular employee is not
ends after he is hired. On the contrary, it is just beginning. So, he will need to perform the amount of work determined by his immediate supervisor. I must say that in a rare organization, production rates are calculated (this is usually done by economists and financiers, who, even if they work in a company, always have more important work). In practice, the task of distributing the amount of work between employees of a structural unit, as a rule, lies on the shoulders of the head of the unit, who must act according to the principle "every employee should be in business." At the same time, the head of the department must plan the work of his wards. In turn, the employee, in order to work more efficiently, must plan his own work time. After the plan is drawn up and approved by the head of the structural unit in the manner established in the organization, it must be adhered to by the head
structural unit, and subordinate employees. Of course, in order to take into account the work done both by the unit as a whole and by its individual employees, when comparing it with the approved plan, there is a need for a report.
Thus, the employee's report is necessary for:
- substantiation of expenses for the remuneration of employees of the structural unit;
— using it as a basis for reporting to counterparties on civil law contracts on the provision of services / performance of work by the forces of its personnel (including outsourcing and outstaffing agreements);
- creating a kind of order and discipline in the unit;
- quick communication: which of the employees, when and what kind of work performed (for example, in the event of conflict situations related to non-fulfillment or improper fulfillment by the employee of his job duties).
When is a report required?
It is important to note that the issue of providing employees with reports on the work performed is regulated by law only if the employee is sent on a business trip.
As for the remaining cases, it is obvious that reports on the work done should be submitted to without fail only to those employees whose job duties include this, i.e.
who has it written in employment contract and/or job description. Here are excerpts from these documents as an example.
Who can request a report?
The question arises: to whom exactly should the employee report? To answer it, it is important to understand to whom the employee directly reports. As a rule, in the employment contract, as well as the job description (if any), this information is indicated. Consequently, this immediate supervisor of the employee has the right to demand a report from him. Moreover, he has the right to demand a report not only on the implementation of the planned work, but also on any other.
Please note: an employee's report on the work performed can be used as the basis for a bonus system, i.e. incentives for employees of the organization. Then its content may indicate the following indicators for the appointment and payment of bonuses:
- compliance with the standard;
— performance of additional scope of work within the framework of official duties employee;
- high-quality and prompt execution of especially important tasks and especially urgent works, one-time tasks of management within the framework of the employee's job duties, etc. And vice versa: if the employee was assigned to perform certain work, but for some reason he did not complete it, the report will help the immediate supervisor identify the reasons (more precisely, you yourself must demonstrate them to him in the report).
If the report is missing
“But what if an employee refuses to submit a report on the work performed,” managers sometimes ask, “is it possible to punish him for this?” Theoretically possible. Article 192 Labor Code The Russian Federation provides for disciplinary liability for non-performance or improper performance by an employee of the labor duties assigned to him. Accordingly, if the submission of a report on the work performed is the duty of the employee (i.e., it is enshrined in the employment contract and / or job description), then the employer has the right to apply the following disciplinary sanctions for failure to perform or improper performance of this duty: a remark or a reprimand (depending on on the seriousness of the disciplinary offence).
Of course, it is unlikely that any employer in practice will punish an employee in this way for not submitting a work report by the right time.
Moreover, the employer, rather, needs not the report itself, but the performance of the work. And usually an employee who has not submitted a report at the request of the employer has problems not with the report itself, but with
performance of assigned work. Therefore, it is more correct for the employer to apply disciplinary action specifically for non-fulfillment or improper fulfillment by the employee of his direct labor duties, rather than for failure to submit a report.
What is included in the content of the report?
The employee's report may contain:
- work performed (can be listed in quantitative or percentage terms, indicating the time of work and without it, etc.):
- planned work;
- unscheduled work;
- FULL NAME. and the position of the person who is the customer of the work (or the name of the customer organization);
- the status of the work (completed in full or only some part);
- the result of the work (a document was prepared, a meeting was held, etc.);
- to whom the result of the work was transferred;
- with whom the employee interacted in the performance of work;
- whether the work performed corresponds to the approved plan;
- the date of the report, as well as the period on the basis of which the report was compiled.
Of course, these are only approximate components of the report. It may not be as detailed.
A simplified version of the report is appropriate in cases where an organization or a specific structural unit has a system for submitting daily reports by employees. In a simplified version, the report mainly contains the following elements:
- FULL NAME. and position of the employee;
- the structural unit where the employee works;
— work performed (scheduled and unscheduled);
- the date of the report, as well as the period on the basis of which the report was compiled.
Please note: the report must be signed by the employee and handed over to the immediate supervisor.
Do I need to approve the report form?
As you know, there is no unified form for reporting an employee on the work performed.
Firstly, because the legislation does not oblige employees to make such reports.
Secondly, each organization has its own specific activities and leadership style. This means that in principle it is not possible to approve a single report form for all.
However, if the organization has established a workflow, properly recorded and stored documents, then it will be quite adequate to approve the form of employee reports on the work performed. You can approve it in one of the following ways:
- as part of a local regulatory act, for example, instructions for office work or staff regulations (if employees centrally report on the work done);
- by order (if employees of only certain structural divisions are engaged in this).
Should a report be kept?
Regardless of whether the form of the employee's report on the work performed in the organization is approved or not, such reports are subject to storage. The question is, how long should they be stored? Regulatory legal acts there are no rules for storing reports on
work performed, the compilation of which is not mandatory. Nevertheless, here are some excerpts from the List of typical managerial archival documents of 2010.
We recommend, based on the above items of the List, to adhere to the following storage periods for reports:
- report of the employee on the work performed by him (except for "travel") - within 1 year;
— a summary report on the work of the structural unit — within 5 years.
You will find this and other consultations on topical issues in the information bank "Accounting Press and Books" of the "ConsultantPlus" system.
The labor process consists of setting tasks by the manager and their implementation by the employee of the company. From time to time, each employee makes a report on the work done. The frequency depends on internal rules enterprises, as well as form. The importance of this document to management should not be underestimated.
Why you need to be able to properly report on work
The workflow can be represented as a complex mechanism in which each employee of the company is a gear. In this example, the head of the organization acts as an engineer who is obliged to ensure that all mechanisms work smoothly and as quickly as possible.
Healthy! In real life, it is quite difficult for bosses to assess how well employees are doing their job if they do not see the results of their work. Therefore, in almost all enterprises, management obliges each employee to regularly draw up a report on the work done. Often this document is created with a frequency of 1 week. Thus, the authorities can see what the employees were doing, as well as how useful they were to the enterprise.
Wrong example
The document is in free form. Perhaps that is why it occurs a large number of reports that say nothing to management or make them think that the worker is not coping with the functions assigned to him. At the same time, a particular employee can be a real hard worker and overfulfill his plan. The reason for this is an incorrectly drawn up report on the work done. Below is an example of such a document.
Type of document: report on the work done for the period from February 15, 2016 to February 19, 2016.
The following has been done:
- timekeeping done production shop;
- included in work program timing results;
- new norms of time are calculated;
- responses to requests from labor inspectorates, as well as several clients;
- took part in a conference on improving the efficiency of labor at the enterprise.
Compilation date: 02/19/16
Signature: Yu. R. Petrov.”
If an employee writes a report on the work done in this way, then the management will consider that he is underloaded.
What are the mistakes?
The above example clearly shows the standard errors in the preparation of such documents.
The main ones are:
- lack of specifics;
- there is no analysis;
- the lack of initiative of the employee is emphasized by the lack of proposals in his area of work.
The above requirements should be used both when compiling weekly forms, and when a report is generated on the work done for the year.
Suitable option
It is likely that the first time to make a quality report will not work.
To make it easier for you to do this, here is an example of how it was necessary to write a report to the manager on the work done, indicated in the first example:
The labor process consists of setting tasks by the manager and their implementation by the employee of the company. From time to time, each employee makes a report on the work done. The frequency depends on the internal rules of the enterprise, as well as the form. The importance of this document to management should not be underestimated. progress report
In this article, we will look at how to properly format a report on the work done, a sample of filling out a document and some tips for compiling it.
The main ones are:
- lack of a list of tasks that were set for execution;
- no plans for the next reporting period;
- lack of specifics;
- there is no analysis;
- the lack of initiative of the employee is emphasized by the lack of offers in their area of work.
- work done per year
Healthy! The above requirements should be used both when compiling weekly forms, and when a report is generated on the work done for the year.
Suitable option
It is likely that the first time to make a quality report will not work. To make it easier for you to do this, here is an example of how it was necessary to write a report to the manager on the work done, indicated in the first example:
To: chief planning department Ivanov P. M.
From whom: 1st category economist of the planning department Petrov Yu.R.
Report on the results of labor for (15.02.16-19.02.16)
For the reporting week, the following tasks were set for me:
- To carry out the timing of the work of the production workshop, for which the current time standards are absent or outdated.
- Based on the measurements taken, prepare for approval new standards for the work of the relevant structural unit.
- To take part in the conference on improving labor efficiency at the enterprise, scheduled for February 18, 2016, to prepare questions and proposals.
All tasks were completed, namely:
- 5 timings were carried out and the same number of new norms for the work of the production workshop was drawn up;
- took part in the conference memo with suggestions attached.
Work was also carried out with the incoming documentation, namely:
Compiled 2 responses to IOT requests.
Responses to letters from Mr. Yurieva A. A., Zhakova S. I., Mileeva K. B.
A business trip is planned for the period from February 22, 2016 to February 26, 2016 in order to check the work of the structural subdivision of the Pechersk branch.
Compilation date: 02/19/16
Signature: Petrov Yu.R.”
Agree that this version of the report reads better, and the management can see how well one of the employees works.
How to write reports for longer periods?
Of course, a period of one week is not difficult to beautifully paint on paper. It is more difficult to make a report on the work done for half a year or even a year. However, this is easier to do than it might seem at first glance. For example, if you have weekly reports for the required period, then you can safely use them.
Maximum volume - 1 A4 sheet
At the same time, it is worth trying to enlarge the information somewhat so that the result fits on 1-2 pages. In the event that weekly results are not held in the organization, but you are obliged to generate a report on the work done for the year, you should not panic and fight in hysterics.
Summing up
Above we have given some examples of how to write a progress report. The main thing is to state the operations performed, indicating quantitative characteristics (so many times or such and such a number of pieces, etc.). Thus, you will inform the management about how much work you managed to accomplish.
We must not forget to indicate at the beginning of the report a list of specific tasks that you were brought to complete.
An important part is the completion of the report. Be sure to write what you want to implement at work in the near future. By this you will show that you look wider than just the area of your immediate duties and functions that must be performed according to the job description.
You can also look at the example above
In order to make it easier to compile such reports, you can in a notebook either electronic document Record daily work done. You will spend only 3-5 minutes a day on this trifle. It's not that much. However, due to such records, you can easily create a report on your work for any period in the future without any problems.
The progress report will allow the manager to assess the quality and speed of the secretary's work. The article contains samples of reports on the work done. use step by step instructions in order to write a good report.
From the article you will learn:
Why do you need a progress report?
The manager sets the task, the employee fulfills it - this is the essence labor process. The fact that the task was completed is recorded in the form of a report on the work done. Each employee periodically draws up such a document. The frequency of reports and their form depend on the internal rules of the company.
Who needs a progress report and why?
He needs a leader. This document allows you to evaluate the quality and speed of the task by an employee. Reporting documents of all employees make it possible to draw up big picture company operations and facilitate tactical and strategic planning.
The employee needs the report. Firstly, a well-written final document helps to present the results of your work to management in a profitable way. Secondly, the report useful tool self-control. At the end of the reporting period, you see your successes and failures. This will show you the directions in which you need to develop.
Financial Cost Statement (detail)
What to write in a progress report
There is no single standard template for a progress report. The document is drawn up in free form. It depends on the nature of the tasks performed.
The downside of freeform is that many workers don't know how to write a progress report. This is not taught in school and rarely taught in high school. An employee will not receive an adequate assessment of his work if he does not have the skills to write a competent report.
You cannot force employees to write truthful reports, but you can teach them to correctly present their successes and achievements. There are no difficulties in compiling the reporting document. You need to avoid the mistakes that many people make.
Consider a sample of an incorrectly written weekly progress report and analyze typical errors.
Unsuccessful option
The following has been done:
- written letters to the tax and labor inspection;
- preparations were made for the meeting with representatives of HR-consulting LLC (invitations were sent out, necessary materials prepared a draft agenda for the meeting);
- responses to requests from the labor inspectorate and a number of clients;
- took part in the conference on the problems of optimizing the use of working time.
Compilation date 04/27/218.
Signature: Petrova A.S.
After getting acquainted with such a document, the manager will get the impression that the secretary is not very busy with work. Also, the text is hard to read.
Report structure
The main mistake of the reviewed document is the lack of a clear structure. What elements are missing?
- The list of tasks that were put to execution.
- Specification of completed tasks.
- Analysis of the work done.
- Plans for the next reporting period.
- Offers.
The set of structure elements depends on the length of the reporting period. A daily or weekly progress report does not have to contain analysis and suggestions, but a monthly progress report or an annual reporting document should have these elements.
Suitable option
Consider an example of how it was necessary to draw up a report on the work done.
Weekly progress report sample
To: the head of LLC "Communicative Technologies" Smirnov Yu.P.
From the secretary of Communication Technologies LLC Petrova A.S.
Type of document: report on the work done for the period from 04/23/2018 to 04/27/2018For the reporting week, I had the following tasks:
- prepare letters: tax office on the clarification of the tax payment and to the labor inspectorate on the complaint of Smirnov P.P.;
- prepare Information Support meetings with HR-consulting LLC, send out invitations to participants, prepare a draft meeting program;
- take part in a conference on the problems of optimizing the use of working time, prepare questions and suggestions.
All tasks were completed, namely:
- letters to the tax and labor inspectorate prepared and sent;
- information materials for the meeting with HR-consulting LLC have been prepared, invitations have been sent out, a draft program of the meeting has been drawn up.
- participated in the conference, a memo with proposals is attached to the report.
In addition, work was carried out with the incoming documentation, namely:
- prepared and sent two responses to requests from the labor inspectorate;
- responses to written appeals were given. Semenova A.A., Kuznetsova V.N. and Moskalenko R.A.
For the period from 04/30/2018 to 05/05/2018 it is planned to participate in the training for secretaries "Fundamentals of time management and self-organization", dedicated to the basics scheduling in the work of the secretary.
Compilation date 04/27/218.
Signature: Petrova A.S.
Report design
If there are no other requirements, a report on the work done is drawn up in accordance with GOST 7.32-2001. GOST regulates the basic requirements for the design of a reporting document. It contains standards that define the formatting method, font type and size, spacing, margin size, etc. The expert of the "Secretary's Handbook" will tell how to create a report using the Sway service
What are the requirements for writing?
Since there are no unified requirements for compiling a reporting document, all writing requirements are related to improving the perception of the text and increasing its readability. For this:
- use no more than 5 sentences in one paragraph;
- alternate long and short sentences;
- break the text so that the table or graph does not take up the entire page;
- leave space for comments on tables and graphs;
- if the report is voluminous, then draw a conclusion at the end.
A report on the work done is sometimes compiled in the form of a table:
Rice. 1. Progress Report Table: Sample
How to write a report: step by step instructions
- Make a draft outline of the document. A report for a short period should not take more than 1-2 pages. If you report regularly, prepare an electronic document template for each case:
- sample daily progress report;
- sample weekly progress report;
- sample monthly progress report, etc.
You will simply enter the actual data into the template and print it out.
- Make a list of assigned tasks. If there are many tasks, group them into semantic blocks.
- List the tools and resources that were used during the assignments (optional work force, financial costs, travel, materials, etc.)
- Present the results of your work. Describe how they meet the objectives. If the task is not completed, explain the reason. Give your assessment of the situation. Draw your own conclusions.
- Formulate goals and objectives for the next reporting period.
- Insert tables, graphs and charts into the text. Often the manager skimming through the reporting document. Try to make sure that the table or graph makes it possible to evaluate your work.
- Carefully reread the text, follow the literacy and style. Highlight key facts in bold or italics. Prepare an electronic version of the document and a printable version. If you need to report orally or in the form of a presentation, prepare a short version of the text in advance, including the most important points in it.
The progress report helps the manager evaluate the quality and speed of the employee's tasks, and the employee himself - to see his successes and failures. The document is drawn up in free form, but there is a basic structure of the report that we recommend following: a list of tasks, results of work, analysis, suggestions and conclusion.
The first report that needs to be filled out is the "payment plan for the week." Since the week is a really critical period in the monthly forecast for closing deals, you must immediately learn how to control the work in this particular context.
1. Form into such a shape
2. Ensure a regular process in which managers fill out this CRM report on a weekly basis. It is best if they do this at the end of the weekly cycle, when there are already certain developments and “promises” from clients.
3. Download the above form from the system and discuss it at a weekly meeting, for example, on a Monday morning. So you "publicly" confirm the plans of each manager, which greatly increases the chances of their implementation.
The most important item in the above table "When will pay" is the key in the form. Filling it out encourages sellers to be responsible and do everything in order to meet the deadline.
It is important to understand that one "bad" week of work - and now the business is faced with lost profits, cash gaps and problems with creditors. The Weekly Payment Plan, among other things, indirectly affects the prevention of such situations.
Sales manager report: fact of payments for today
The report "the fact of payments for the past day" for the most part performs an informational function. Thanks to him, the manager monitors the situation on a daily basis.
Please note that you can enter the following in the Payment Status column:
- paid;
- partially paid;
- payment account.
The main feature of this manager report is that it is filled out several times a day. The head assigns reference points for intraday control of the execution of the plan. You can track payments based on filling in the "fact of payments for today" 2-3 times a day. For example, at 12:00, 16:00 and 18:00. Such hourly monitoring not only gives an understanding of the situation, but also stimulates sellers.
Sales manager report: payment plan for tomorrow
The report of the manager "payment plan for tomorrow" is a detailed forecast for the week, but only with the possibility of daily control.
This form is filled out once at the end of the working day that precedes the planned one. At the end of the past day, it is examined with the manager and correlated with the “weekly payment plan”.
Such an analysis makes it possible to achieve the necessary efficiency in the actions of the head of the department, who, on its basis, can adjust the seller's strategy in time.
Sales manager report: summary table of indicators by department
There is another basic form of report - a summary report of the "board" type, which dynamically changes and displays the indicators of the plan for each employee of the department. Its main purpose is information and demonstration.
In this form, it can be presented on a large monitor, or drawn by hand on a regular board. "Board" should be automatically filled in CRM, which reflects all the necessary indicators for each seller.
Pay special attention to the second column from the left "% of the plan for the current day." It requires further clarification. This is not an actual percentage, reflecting how well the monthly plan is completed. In fact, this indicator indicates the "speed" of its implementation. That is, to what extent the plan would be fulfilled by each of the employees if he continues to make the same efforts as on this moment.
The "% of the plan for the current day" is calculated using the formula:
Fact at the moment: (Plan for the month: total number of working days in the month x number of days worked per month) x 100
Thus, if the result on this report of the sales manager is less than 100%, then this means that he does not have time to fulfill the plan with the amount of effort made and the strategies he uses.
The "board" is mainly aimed at providing psychological impact on sellers in order to push them to take more active, but at the same time reasonable steps to correct the situation.
Sales manager report: pipeline
Pipeline is a term that came to us from Western sales practice. It characterizes and details the status of all transactions that are at different stages in the employee's "portfolio". Working with a pipeline is ongoing process the interaction of the manager with each of the employees about decisions that will eventually lead to payment.
For effective interaction 2 conditions are necessary for this:
- All work and reports of sales managers are carried out through CRM
- The manager ranks deals in CRM using filters and uploads the following form.
The key metrics for closing a deal in this table are “deal stage” and “probability”. And they correlate with each other.
Initially, the probability scale is adjusted depending on the stage at which this moment there is a deal. The degrees of this probability are selected based on the established individual business practice. They also depend on the industry and the level of the person with whom the seller interacts: middle manager, department head or director. Let's bring real example such a scale.
- A commercial offer has been sent - the probability of payment is up to 50%
- Sent the contract - 50−70%
- The contract is signed - 70−90%
- Invoiced - 90−100%
The pipeline and the results in the reports of each manager are quite manageable things. You just need to be guided by 4 principles.
1. The overall health of each seller's portfolio is monitored on a regular, sometimes daily basis. It is especially important to do this with newcomers and employees who are in a professional "depression". In order to change the state of the pipeline of a particular seller, control it by the mentioned reference points within a day.
2. We must not allow the pipeline to be "clogged" or, on the contrary, to be too "empty". Control the process of closing deals on time according to the reports of managers. And timely replenish the employee’s personal funnel with tasks for new deals. Ideally, “filling” should occur automatically as old tasks are worked out, taking into account the indicator of the average deal length. In this way, the necessary balance can be achieved.
3. Work with the pipeline must be configured with the ability to control the average check. If this indicator does not reach the required level, which is set in the business process regulations, then it is necessary to schedule additional meetings with staff and conduct trainings on problematic stages.
4. We should not forget that the amount of revenue depends not only on the efforts of sellers, but also on marketing support. Each stage of the transaction should include an element that will literally push the buyer to pay. So, along with a commercial offer, a gift in the form of a training e-book with useful information. To make payment faster, you can provide a time-limited opportunity for additional bonuses under the contract.
We looked at 5 elements effective work with management reports. It includes setting whole system, which will timely signal the status of each transaction separately.
Have there been cases in your practice when you tirelessly plowed your arms, legs and other parts of your body 24 hours a day. Perfectly prepared object for sale. Already rocked the market with their commercial offers, have outlined a plan for further actions and, in complete harmony with yourself, are waiting for a natural result in the form of a deal and the subsequent receipt of honestly earned commissions.
But at some point, your client’s number is displayed on the phone screen and you, without suspecting anything, calmly pick up the phone. But instead of gratitude, you hear a lot of complaints, starting with the fact that you do nothing at all and ending with the requirement to terminate the contract and threats. Familiar?
Before you resent, put yourself in his place ...
The person has entered into an exclusive contract with you. He has entrusted you with perhaps the most valuable possession he possesses. He believed you, he decided that you were almost a magician only and capable of helping him. But then, all the time that you work tirelessly, he DOES NOT HEAR AND KNOW nothing about you and your work! Accordingly, the suspicion grows that nothing is happening. Moreover, there will always be “good advisers” from among relatives, friends and acquaintances who will drip him on the brains and intimidate with horror stories about "deceivers", about "black realtors" and about "how expensive it is, but for such a job." Therefore, after 7-10 days, a completely logical and natural explosion occurs.
In fact, there is a very simple way to prevent such a development of events. It is enough to send the client a weekly report on the work done.
Regularly, according to a pre-formed template, draw up a report that will list all the actions and activities performed in the past. And send it to the seller by mail. And the client is satisfied - he understands what is happening, that they have not forgotten about him, they work on his topic, and you will always be protected from unreasonable claims.
Now we will form the requirements for the document "Report on the work done":
What must be in the report
- Contract number
- Agent contacts
- List of actions performed and activities carried out
- Report creation date and signature
Transfer Methods
- print and hand over
Report transmission time
- Friday evening is optimal (when you have the results of the week's work)
- Or after the last inspections on the weekend
IMPORTANT!
- If your report contains a list of Internet resources on which you placed ads, be sure to indicate links to these ads
- If you have published in the media, attach photo or screenshot ads
- If you have created a separate presentation don't forget to attach it to the report
By following these simple steps, you will quickly reduce the number of such calls to a minimum. And, by the way, it will become much easier for you to control the situation. Well, in order to simplify this already dustless job of creating reports as much as possible, we suggest you download an example of a ready-made template.
about the author
Tatiana Porubaimikh. Organizer and head of the consulting center Arsenal consult. Concurrently, the ideological inspirer of the project and the generator of ideas. Also a consultant. Main direction: marketing and copywriting. Tatyana is a marketer whose portfolio includes successful completed projects in a wide variety of directions.
Progress Report
representative of interests Russian Federation in the governing bodies of the open joint-stock company"NAIFI"
Open Joint Stock Company "Research Institute of the Order of the Red Banner of Labor Photo Institute" (abbreviated name - OJSC "NAIFI") was formed by reorganization in the form of transformation of the Federal State unitary enterprise"Research Institute of the Order of the Red Banner of Labor". JSC "NAIFI" was registered on March 29, 2009 by the Interdistrict Inspectorate of the Federal tax service No. 46 in Moscow, under the main state registration number - 109774263985367. Certificate of state registration legal entity series 77 No. 04919010504, issued on March 29, 2009 by the Interdistrict Inspectorate of the Federal Tax Service No. 46 for Moscow. JSC "NAIFI" has the following legal and mailing address: 195161, Moscow, Ashinsky prospect, house No. 237, contact telephones: ____________, fax __________, e-mail address: ____________. The main activity is research. Since the moment of state registration of OJSC NAIFI, the types of activities have not changed, the authorized capital has not changed.
The activities of the Company in 2010 were carried out in accordance with federal law RF dated December 26, 1995 No. 208-FZ “On Joint Stock Companies”, Federal Law No. 129-FZ dated November 21, 1996 “On Accounting”, other legal documents, Order federal agency on State Property Management dated June 30, 2010 No. 1918-r “On decisions of the annual general meeting shareholders of the open joint-stock company "Research Photo Institute of the Order of the Red Banner of Labor", other orders of the Federal Property Management Agency. Mandatory annual audit of JSC "NAIFI" based on the results of 2010 was carried out by OOO Firma "TIGA".
The authorized capital of the Company is 28,976,000 (twenty-eight million nine hundred seventy-six thousand) rubles and consists of 289,760 (two hundred and eighty-nine thousand, seven hundred and sixty) registered ordinary uncertificated shares face value 100 (one hundred) rubles each. The owner of 100% of the ordinary non-documentary shares of the Company is the Russian Federation represented by the Federal Agency for State Property Management, in connection with which the Russian Federation has a special right to participate in the management of the Company, the right - the "golden share". Size authorized capital Society complies with the requirements of Art. 26 of the Federal Law "On Joint Stock Companies" and exceeds a thousand times the amount minimum size remuneration established by the Federal Law as of the date of registration of the Company.
The issue of shares was not registered due to the fact that during registration in statutory documents JSC "NAIFI" identified technical errors that served as the basis for the refusal of state registration of the issue of shares. To correct these technical errors, an application is currently submitted to Arbitration court Moscow. The Company has no preference shares.
In the reporting period, JSC "NAIFI" did not make investments, including those aimed at the construction of social, cultural and household facilities.
Structural changes in the range of services rendered by the Company, as well as in the shares of service markets that the joint-stock company has in 2010, did not occur.
In 2010, the annual general meeting of shareholders was held on June 30, 2010. Agenda: - approval annual report, annual financial statements, including the profit and loss statement of JSC NAIFI for 2009; approval of the distribution of net profit; - election of the Board of Directors of the Company; - election audit commission Society; - Approval of the auditor of JSC NAIFI was not carried out. The decision of the annual general meeting of shareholders of the open joint-stock company "Research Institute of the Order of the Red Banner of Labor Photo Institute" for 2009 was formalized by the Order of the Federal Agency for Federal Property Management dated June 23, 2010 No. 1918-r "On decisions of the annual general meeting of shareholders of the open joint-stock company "Scientific -Research Institute of the Order of the Red Banner of Labor "". In accordance with the decision of the annual general meeting of shareholders, net profit in the amount of 321,200 rubles, which remained at the disposal of the Company, was used as follows:
