Many companies ask their employees to make a work achievement report by evaluating themselves so they can report what they have done over a certain period. If you work as a meeting note taker, you may also be asked to make the report. This article explains how to prepare a good performance report because it plays an important role in determining the success or failure of your career.
Step
Part 1 of 3: Understanding Work Achievement Report Format
Step 1. Begin preparing the report by writing a brief summary of your accomplishments
At the top of the report, present a summary of the information you submitted to give an overall picture of your work performance.
- For example: You work for a non-profit organization and your boss asks you to make a performance report. Briefly report in one paragraph all the completed tasks, for example: you have organized activities that are beneficial to the owner of the organization, succeeded in gaining recognition in the industry, and built relationships with business partners.
- Do not include specific things in the summary because you only need to present important information to give a general overview of work achievements. As a guide, reports should only be presented in 2 pages, unless the employer specifies a different format. Make sure first whether you have to make a report according to a certain format.
Step 2. Provide detailed supporting facts
To support each information in the summary presented at the beginning of the report, write down the details according to the following instructions:
- Use a list format. Prepare reports for each activity separately. Include the activity as the title of the report followed by a description of the activity under the title. For example: the activity you do is “Event Preparation and Execution”.
- Under the title, make a list using numbers or letters to briefly and specifically describe the event you are organizing including its purpose and benefits in supporting the achievement of the organization's mission.
Step 3. Create a report in a standard format to make it look professional
Don't present random reports. Instead, prepare a neatly typed report in professional font using standard-sized paper.
- Put the title of the report in the middle of the paper in bold letters so that the information is neatly organized.
- At the top of the report, write the date the report was completed. Also include the name, title, and title of the person who prepared the report.
Step 4. Journalize during the reporting period
It will be easier for you to compile reports if you immediately take notes when activities are running.
- Prepare a notebook or folder to record work achievements over a certain period. This will make it easier for you to prepare a report if your boss asks for it.
- If this is not done, important achievements at the beginning of the reporting period may be forgotten.
Part 2 of 3: Delivering Quality Content
Step 1. Describe the target you want to achieve and the job expectations you need to meet
Remind readers that at the beginning of the reporting period, there is a target you want to achieve. Make sure that you know the goals of the organization and the work contribution that is expected of you. If you don't know yet, ask the employer about these things.
- Then, explain that you have achieved your target by providing actual data. Make a report that presents a comparison of the data between the target and its realization.
- For example: You managed to raise more funds than targeted and this achievement is a positive thing for investors and employers. However, the results of this work cannot be considered as success and it is difficult to determine how high your success is if there is no comparison data.
Step 2. Include visual information in the report
Attach some tables or graphs that make it easier for readers to visualize the data you are presenting.
- Keep in mind that busy readers usually only skim reports. Sometimes, visual means are able to convey information more effectively.
- However, don't present too many graphics. Choose 1-2 charts that can explain important information.
Step 3. Focus on “CAR”
CAR stands for: Challenge (challenge), Action (action), Results (results). You can make a systematic work achievement report by discussing these three things.
- Determine the challenges you face. Describe the actions you took to overcome the challenges and what the results were. For example: as a restaurant manager, write in a report: “Challenge: queues are getting longer during rush hour at dinner and complaining customers are up 10%. Action: ask 1 waiter to start work 1 hour earlier to improve service quality during peak hours. Result: customers who complained decreased to 2 people or decreased by 80%”.
- Make a report by providing specific information. Achievements that are not measurable, for example: “I am able to work well in a team” are useless because everyone can say the same thing. So, you must be able to show the relationship between the results and the problem to be solved and report the performance by providing specific data and information.
Step 4. Describe the methodology you used
If you need to collect data as the basis for writing a report, briefly describe the data collection methodology you are implementing.
- Inform the reader of the reasons for choosing the survey method, its benefits and results. Also explain why the method is considered credible. Continuing the restaurant scenario in the example above, explain why you are using customer complaint data as a survey method.
- Include the date or period of the survey and what you would like to gain from the survey.
Step 5. Focus on reporting work achievements
To keep the information in the report focused on work accomplishments, think about what you were most proud of during the reporting period, for example: you being able to calm an anxious guest or providing training to a subordinate. Do not give too detailed information to the reader.
- Another way is to use the “STAR” method, which stands for: Situation (problem), Task (task), Action (action), Results (result). Briefly describe the situation you were in, the task you had to do, the actions you took to complete the task, and the results you achieved. Just like the “CAR” method, the goal is to show the relationship between “problem” and “outcome” and explain how to achieve it.
- Focus on creating reports that are able to show the following: difficulty, privilege, priority, high visibility, deadlines, innovation, job description, and the impact your work has on the organization.
- For example: state in the report that the annual turnover of employees was 35% when you were promoted to branch manager. After you conduct employee satisfaction surveys, mentor employees, and hold weekly meetings with the entire staff, employee turnover drops to 15%. This example shows that the achievement report does not need to use long sentences as long as the reader can understand the relationship correctly.
Step 6. Explain the merits of your action
Don't just deliver the results. You also need to explain why the achievement is beneficial to the organization.
- For example: You have a meeting with the staff. Explain what follow-up is and its benefits to the organization? Think carefully about what you want to report. If it's not useful, you should report other work.
- If the meeting with the staff is able to increase work motivation so that employee absenteeism improves and saves company owners money. This is the result of work that is considered useful.
Step 7. Check the report before submitting it
Report writing goals have not been achieved if you submit a report that has many errors and unprofessional writing formats.
- Check the grammar, punctuation, and spelling of words. Save your report for 1 night and then read it again in the morning. Don't make last-minute reports.
- Print the report on paper and check to see if there is anything else that needs to be corrected. Sometimes, our eyes are so tired from staring at a computer screen for too long that mistakes are overlooked.
Part 3 of 3: Using the Right Words
Step 1. Say negative things in a positive way
If there are targets that are not achieved, it is better not to report them. Instead of keeping the reader focused on this, try to inform it in another way.
- Describe unsatisfactory work results using positive sentences, for example by focusing the explanation on concrete steps you will take to solve the problem, instead of blaming other people or making excuses.
- Don't blame other people. Focus on explaining the actions you have taken and showing that you are a positive person. Share things that you or your team have done well. Focus the report on work to be proud of.
Step 2. Present numbers and use metrics in reports
If you are able to present very specific data, your work achievements will be more credible. Complete the information you convey with something measurable as supporting evidence.
- Superlative words that are used a lot, for example: “best” or “reliable” are less useful. Everyone can say “My work performance was very good this year”.
- Remember this phrase: “Prove it, don't just talk!” Instead of telling other people that this year you were able to do a good job, show what you did well in detail with data and metrics. Don't just say that you can build good relationships with customers. Instead, quote the results of a customer satisfaction survey, attach a letter you received from a customer, and provide data on the reduction in the number of complaining customers.
- Present numbers. Saying that you are capable of leading multiple staff is pointless if readers don't know how many people you have on staff. Present the data in numerical form so that readers know how many people you call “many” and explain a description of the work you have done.
Step 3. Tell the truth in any case
Don't exaggerate or lie. You will be in big trouble if you get caught.
- Even if it's totally unintentional, you'll be in big trouble if you lie. You will feel insecure and your career path will be blocked.
- Do an honest self-evaluation to report your strengths and weaknesses as they are. Try to overcome shortcomings in a positive way.
Step 4. Acknowledge the work of others
Business and technical report writing courses suggest that you don't use the word "I," but it can be used in performance reports in certain cases.
- For example: if you report: “I've hired 100 employees”, don't forget to explain that your success is supported by contributions from other people or by the team.
- You'll get extra value if you're not arrogant. Arrange sentences that vary so that they don't always start with the word "I".
Tips
- Never use words that show anger in a performance report. You will make a good impression if you are always positive.
- Use professional words. Do not use informal language style.
