How to Write a Professional Report Eric Mercier, February 12, 2024January 27, 2024 Purpose of the progress reportTypes of progress reportsForm and content of reportsReport structureHow to write a high-quality report The essence of any work process lies in the task being set by the manager and its subsequent implementation by the employees. Completed tasks are recorded in a report, which is periodically compiled by the employee. The company’s internal rules determine the frequency of filing this document. The manager needs the report to have a clear picture of employee productivity and to draw up a strategy for the development of the labor process and the success of the company. The need to submit this document disciplines the employee and helps to identify his own weaknesses. Purpose of the progress report The existence of every organization or company always requires the presence of reports. After all, for any organization, it is important to have confirmation of the effectiveness of the work done within a specific time period. This is necessary to build the company’s further development competently. However, some people do not know how to write a progress report. An example of it is very important for the person who is doing it for the first time because it must meet specific requirements of the company. If an employee practices and makes several reports, then in the future, it will be very easy for him to engage in such activities. Specific objectives of the progress report: Justification of financial expenses and salary payments for employees. Confirmation of work performed or provision of various services for employees of the organization. Creation of certain procedures and labor disciplines in the company. Establishing what specific work the employees performed. This helps to avoid controversial issues or poor performance of tasks. Reports are also necessary for employees who are sent on business trips to provide more detail about what work has been completed and how much of the company’s or organization’s finances have been spent. Types of progress reports Daily and weekly report Request a daily report on the work done by the employee if a manager doubts that he really works the entire working day. This option allows to identify those who are not needed by the company quickly. Employees who do nothing will not be able to complete the daily report. As a rule, they decide to leave the company. The structure of the weekly report is the same as that of the daily report. Monthly report Monthly reporting is the most popular form of employee performance monitoring. Especially in those companies where employees are paid monthly bonuses based on their performance. It is optional to write out a monthly report for each day. It often lists all the tasks that the employee has dealt with. If the employee did something beyond the tasks that were assigned to him, this is also worth mentioning in the document. Annual report An annual report on the work done, as a rule, is used not instead of but in addition to the monthly one. It is needed not so much for control as for analyzing the achieved results of the company as a whole in the context of individual employees. Such data is used to develop a company development strategy for the next year. They are considering personnel changes and promotions. Department progress report A collective report of employees on the work done, as a rule, is compiled by the head of the department. He takes the individual reports of his subordinates as a basis and shows only the general report for the department to senior management. In it, he lists both his personal achievements and the achievements of his subordinates. This form of reporting increases work efficiency since management does not have to analyze each employee’s report separately. Form and content of reports The company’s local regulations, job description, or employment contract prescribes who, what, when, and in what form should be reflected in reports. The document is prepared at the request of the manager or regularly. It is usually provided in electronic form – Word or Excel formats. Less often – in the form of an upload from CRM, a text message in a work chat, or on paper. Companies independently set the shelf life, taking into account the specifics of the enterprise’s field of activity and the peculiarities of the work of a particular structural unit. The same applies to design requirements – there are no standardized samples, but there are general recommendations. When creating a report tailored for an internal audience within the organization, like a budget report circulated between departments, the production process differs significantly from that of an external report, such as the official community plan for a local government outlining the community’s long-term trajectory. Internal documents are generally concise and straightforward, while external reports are characterized by their extensive content, polished appearance, and inclusion of detailed formatting, photographs, and numerous charts/graphs. The following table highlights some of the key distinctions between documents intended for internal and external audiences: AspectInternal DocumentExternal DocumentAuthor/-sYes, including their job title(s)May list individual author(s), their job title(s), or only the organization as the authorDateFull date providedMay include entire date, month/year, or just the yearAudienceSpecifies audience, potentially job titlesMay or may not specify audience; omitted for public docsSubject LinePresentServes as document titleLengthTypically shorterGenerally longerPhotographsIncluded if necessaryUtilized for visual enhancementCharts/GraphsIncluded if necessaryUtilized for visual enhancement and data accessibilityDesign FeaturesMinimalisticEmphasizes aesthetic appealTemplate UseMay use internal templates or memo formatsMay feature standard templates or unique designsExecutive SummaryInfrequentCommonly includedTable of ContentsRarely includedOften presentReference ListOccasional inclusion, if neededCommon, particularly for citations and sourcesPrint/DigitalTypically digital-focusedDesigned for both print and digital dissemination Report structure Not all organizations have developed reporting forms, so each employee must do this himself. Moreover, there is no single structure as such. When starting a report, the employee must explain to himself the purpose of the information provided, as well as the logic of the narrative. All explanations should be as brief as possible. The most common structure of progress reports: Introduction. This section contains a short description of the company. Where does it rank among similar organizations in the region or city? Report on the work done. Almost all activities performed by departments must be described. In small companies where there are no departments, this information is filled out by the manager based on the data of each working specialist. Conclusion. This section briefly summarizes information about the work done over a specific period of time. Data on failures, successes, and overdue tasks are emphasized. And also about the company’s plans for the near future. For a better understanding of the information, a specialist must adhere to a single form of presentation. You can use charts, graphs, and images in reports. However, you need to correctly combine the text and visual part so that there is no oversaturation. The report should highlight not only the achievements but also the difficulties faced by the organization. All problem situations must be described as they really are. This will allow management to understand the current difficulties more objectively. How to write a high-quality report Begin with an Outline: Start by sketching out the structure of your report. Keep it concise, aiming for 1-2 pages for shorter periods. Consider creating a template for easy input of current data for regular reporting. Organize Your Tasks: List your tasks, grouping them into logical categories. Note down the tools and resources utilized for each task, such as manpower, finances, travel, and materials. Present Your Results: Describe the outcomes of your work, emphasizing how they align with the set objectives. If any task remains incomplete, provide reasons and offer your assessment of the situation. Conclude with insights and set goals for the next reporting period. Incorporate Visual Aids: Enhance your report with tables, graphs, and charts. Since managers often skim through reports, ensure these visuals aid in quickly evaluating your work. Polish Your Report: Proofread meticulously, focusing on grammar and style to ensure clarity and readability. Use formatting tools like bold or italics to highlight key points. Prepare both electronic and printed versions, and if presenting orally or through a presentation, prepare a concise summary ahead of time, focusing on crucial points. Share this post: Writing Tips how toreporttips