The labor process consists of setting tasks by the head and their implementation by an employee of the company. From time to time, each employee draws up a progress report. The frequency depends on the internal rules of the enterprise, as well as the form. Do not underestimate the relevance of this document to management.
In this article we will look at how to properly draw up a report on the work done, a sample of filling out a document and some tips on its preparation.
Why you need to be able to properly report on work
The workflow can be presented in the form of a complex mechanism in which each employee of the company is a gear. In this example, the head of the organization is an engineer who must ensure that all mechanisms work smoothly and as quickly as possible.
In real life, it’s quite difficult for bosses to evaluate how well employees do their job if they don’t 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 bosses can see what the employees were doing, as well as how useful they were to the company.
Wrong Example
The document is in free form. Perhaps that is why there are a large number of reports that do not speak to the management about anything or make you think that the worker is not coping with the functions assigned to him. Moreover, a specific employee can be a real hard worker and overfulfill his plan. The blame for this is an incorrectly prepared report on the work done. A sample of such a document is given below.
“To: the head of the planning department Ivanov P. M.
From: economist of the 1st category of the planning department Petrov Yu. R.
Type of document: progress report for the period from 02.15.16 to 02.19.16
The following has been completed:
- implemented working hours production workshop;
- timekeeping results are included in the work program;
- calculated new time standards;
- Responses to requests from labor inspectorates, as well as several clients, were compiled;
- participated in a conference on improving labor efficiency at the enterprise.
Date of compilation: 02.19.16
Signed: Petrov Yu. R. ”
If the employee draws up a report on the work done in this way, then the management will consider that he is not sufficiently loaded.
What are the mistakes?
The above example clearly shows the standard errors in the preparation of such documents.
The main ones are:
- lack of a list of tasks that were put to execution;
- no plans for the next reporting period;
- lack of specificity;
- there is no analysis;
- the lack of initiative of the employee is emphasized by the lack of offers in his field of work.
The above requirements should be used both in the preparation of weekly forms, and when a report on the work done for the year is generated.
Suitable option
It is likely that the first time to compile a quality report will not work. In order to make it easier for you, we give an example of how to write a report to the manager on the work done, indicated in the first example:
“To: the head of the planning department Ivanov P. M.
From: economist of the 1st category of the planning department Petrov Yu. R.
Report on the results of labor for (02.15.16-19.02.16 gg.)
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, prepare for approval new standards for the work of the relevant structural unit.
- Take part in a conference on improving labor efficiency at the enterprise, scheduled for 02/18/2016, prepare questions and suggestions.
All tasks were completed, namely:
- 5 times were spent and the same number of new standards were compiled for the work of the production workshop;
- took part in the conference, memo with suggestions attached.
Also, work was carried out with incoming documentation, namely:
- Compiled 2 responses to IOT requests.
- Answers to letters of gr. Yurieva A.A., Zhakova S.I., Mileeva K. B.
For the period from 02.22.16 to 02.26.16, a business trip is planned to verify the work of the structural unit of the Pechersk branch.
Date of compilation: 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 is working.
How to write reports for longer periods?
Of course, a period of one week to paint beautifully on paper is not difficult. It is more difficult to draw up a report on the work done for a half year or even a year. However, it 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 sheet A4
At the same time, you should try to slightly enlarge the information so that the result fits on 1-2 pages. In the event that weekly results in the organization are not carried out, but you were obliged to generate a report on the work done for the year, do not panic and fight in hysteria.
All the information is around you: look at the history of messages in the document logs or in e-mail, open the folder with your reports, examine the trip sheets. All this will help to recall the exploits that you accomplished during the working year.
To summarize
Above we gave 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 guide about exactly how much work you were able to complete.
Do not forget to indicate at the beginning of the report a list of specific tasks that you have been given to complete. An important part is the completion of the report. Be sure to write what you want to realize at work in the near future. This way 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 consider the example above.
In order to make it easier to compile such reports, you can record the work done every day in a notebook or electronic document. You will spend only 3-5 minutes a day on this trifle. This is not so much. However, due to such records, you can create a report on your work for any period in the future without any problems.
