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A weekly report is an effective way to track employee progress on long-term projects and short-term deliverables. Some organizations require weekly status updates from each employee, while others choose to have a team leader or manager compile a weekly report for his department. When writing a weekly report, it’s important to show how the many tasks completed over the week align with larger organizational goals and business objectives.
Gather the Week’s Progress
Before you begin writing your weekly report, gather all of the information you need, including the tasks you completed, the results you achieved and any metrics that show progress. Don’t forget about any outstanding tasks from previous weeks that were completed this week. You’ll also need to understand what tasks are coming up in the next week and if they are dependent on anything that was not finished this week. This will mean that the project schedule may need to change.
The weekly report is also a good place to mention any issues you’re having with specific projects so your manager can help you overcome them. For example, if you are waiting on a colleague to complete a task, and she is over two weeks late, it’s best to bring it up to your manager so she can help move things along.
Write Your Weekly Report
A sample status report email or document doesn’t need to be long, but it does need to include specific details on what was accomplished this week. There are key elements that should be included in your weekly report:
- Headline: Title your weekly report in relation to your role. For example, if you’re a customer service representative, your report can be titled “Customer Service Representative Weekly Report.” Also include the week to which your report is in reference, such as May 1-7, 2019.
- Tasks: List the tasks that needed to be completed this week along with their status. You may find it useful to include this information in a chart form with a column for tasks and a column for status. Statuses may include “complete,” “in progress” or “delayed.”
- Results: Offer metrics for any results you have achieved this week in relation to your tasks. For example, if one of your tasks was to ask customers to post a review of the business online, and 95 percent of them have posted reviews, this is a good metric to include to show your manager the value of your tasks. Frame your results in relation to overall business goals. In this case, you can say, “We are building trust online and gaining traction with happy customers posting reviews. So far, 95 percent of customers asked have posted a review.”
- Problems and Issues: Note any issues you have been having that are either preventing you from completing tasks or achieving the desired results. Provide any suggestions that management can take in order to remove barriers for you. For example, you might say, “Please follow up with our vendor contact regarding posters for the conference, as they have not been responding to my emails or phone calls in the last two weeks.”
- Action Items for Next Week: List the important tasks you’re going to be tackling in the next week. Provide your manager with an idea of what you will be accomplishing so he can plan longer-term initiatives based around your deliverables and vice versa. Having a view into what is coming next may mean that your manager reassigns tasks or changes your objectives based on larger business needs.
Follow Up On Outstanding Issues
Don’t forget to use your weekly report to follow up on action items with colleagues and managers. Don’t discard your weekly report once the week is over. Refer to it the following week to see if the issues you brought up have been resolved. If they haven’t, follow up with the necessary people.
- Keep your weekly report brief—no more than a page or two in length.
- Use bulleted lists when you can. This format is easier for your supervisor to read than lengthy paragraphs.
Anam Ahmed is a Toronto-based writer and editor with over a decade of experience helping small businesses and entrepreneurs reach new heights. She has experience ghostwriting and editing business books, especially those in the "For Dummies" series, in addition to writing and editing web content for the brand. Anam works as a marketing strategist and copywriter, collaborating with everyone from Fortune 500 companies to start-ups, lifestyle bloggers to professional athletes. As a small business owner herself, she is well-versed in what it takes to run and market a small business. Anam earned an M.A. from the University of Toronto and a B.A.H. from Queen's University. Learn more at www.anamahmed.ca.