Requested or not, writing a status report can be a great way to communicate accomplishments. A good status report will help the boss, as well as you, to track tasks and work results. The following is a guide to writing easy-to-read status reports.
Step
Method 1 of 1: Writing a Status Report
Step 1. Give the report a title and date
A title containing a date (for example, "December First Week Results") is an efficient title option. Make sure you write the date on the report.
- If the report will be emailed, you can use the name and date as the header.
- If the report is a document, put the title and date as the head of the document.
Step 2. Write down detailed information about the project, such as project name, start/finish date, and personnel names
Step 3. Describe achievements with the headings "Achievements", "Task Completed", and the like
- Make sure you mention the reporting period, e.g. week, month, quarter, etc.
- Use active verbs to start the report, such as "finish", "explain", "design", "improve", "refine", etc.
- For weekly reports, you can simply include 3-6 points, each one sentence long.
Step 4. Write down what needs to be accomplished in the next reporting period, heading "Next Plan", "Next Task", "PR", etc
- Calculate the time it takes to complete a task if possible, for example "Document a design change (Estimated Time: 2 Days)."
- Match the next task to your project schedule.
- For weekly reports, you can simply include 3-6 points, each one sentence long.
Step 5. Also write down the problems you are currently experiencing or will experience with the headings "Problems" or "Problems and Comments"
For this section, you can write 1-2 short paragraphs.
- For example, if you're having trouble contacting your supplier because there's no one in the office this week, or have suggestions for improving the way your company works, write them down in the "Issues and Comments" section.
- If you're just reporting a problem, but don't need help when it's written, don't forget to mention it. Comments like "Problem resolved within 2 days" will tell your supervisor not to interfere, but keep an eye on the issue you're having.
- If your work problem isn't resolved, the supervisor can't say you didn't tell him.
Step 6. Read the report again, then send it to the relevant parties
Example
Here is a sample status report from the wikiHow editor. Match the style, format, and list of accomplishments in this example with data from your work, but be aware that each step begins with an active verb.
Status Report September 26, 2011.
Finished
- Started 3 articles: 1 article from your own idea, 2 articles to fulfill requests.
- Develop 2 articles
- Rewrite 1 article
- Patrols nearly 400 changes, and checks edit requests for misspellings/duplications.
The next plan
- Adding an image to 1 article.
- Reread and edit 1 article.
- Ask an editor with a medical background or first aid to review articles about fractures. The author does not have a medical background, so he doubts the results of his research.
- Reviewing 1 article that is already good, but requires stylistic improvement and additional information.
Problems/Comments
- Thanks to the programmers, because they made sure this week's software update went smoothly. Problems that occur will be reported later.
- A volunteer is sad because his cat died. The volunteers were asked to rest first.
Tips
- If possible, write a positive report. Reports are not the place to complain, get angry, or make excuses. One way to write a positive report is to give suggestions, or at least directions for solving a problem, if you report a problem. Your suggestion is proof that you took the initiative to solve the problem.
- Say thank you in the right place, for example to a coworker who has helped you. If you help another coworker, mention that in the report as well.
- Be honest in reporting. Don't report things you don't do.
- Write a brief report. Your manager is a busy person, he doesn't have much time to read your report. If the manager needs more information, he will ask.
- If you write a report on Friday afternoon, you'll know how far your work is progressing when you return to work Monday morning.
- If you have a lot of things to monitor (purchase requests, change requests, work requests, notes, etc.), creating a table or database can be a good way to keep track of them.
- Write specific reports.
- Make a copy of the report for yourself. The copy can help you when writing a resume, or writing achievements when it's time for a raise.
- If you want to write a status report, write a report regularly, or at least write an achievement, so you don't spend hours tracking what you've done. Every day, write down the achievements when filling out the attendance card.
- This method of writing a status report can also be used when you report the status of a project in a meeting.
- Reporting on something you've just started, a book you've just read, or something you're researching is fine. Not everything can be done in a week, and the preparation you do may be time consuming and add value to the project.
Warning
- Write reports professionally. Your report may be read by more people than you think, especially if it's emailed.
- If you send an unsolicited report to your boss, be prepared to write the same report next week!
- Generally, don't make too many promises. Just tell me what you can do.
