Once you know what aspects to consider when writing a report it is also important to have a certain reporting style and reporting techniques. To ease the comparison between reports the structure should not differ between every single weekly report. You can start with a short introduction or a summary to give a quick overview and make the report easier to understand. Irrespective of how you decide to do this, it is important to keep the same structure over the week to ease the reading process.
It is important to find a name of the report – if it is a weekly report you are considering you can also name it “Weekly Report”. It is important to include the date of completion to make it easier for your management to review each week’s process in order.
Each project should have a title that identifies what it is about and should also include who has been working on this project and when it is expected to be finished and when it started respectively. You should also write notes to each project title to let your top management be able to read more about a project if they wish to. This way your management gets a quick overview about what has been going on in your department and can query more information if necessary.
Moreover, every good report should include a section to discuss problems that have already occurred or might occur in the future. It is important to point that out to let the management or your team knows what points they should pay special attention to. It also helps when you plan on taking a holiday to let your team know that there are some points that has to be considered while you are out of office. It is advisable to include this section at the top of your report and list further activities below.
To track the process you should also point out the state that each project has: e.g. is it still in progress, have sub-goals already been met or has it been completed during the week. Include deadlines to let everyone in your team see when the task is supposed to be completed. It is also important to detect any bottlenecks regarding timings.
A good report should also point out “Next Steps” that you or your team will focus on. It is advisable to either create a category/headline on its own or to include a short notice beyond each project headline to directly refer to the project.
In the end, when you finished writing your weekly report, you also might want to proofread it to check whether all important aspects has been considered or if you missed anything important. It might also be helpful to check older reports to compare yours to. If you have a project that has been in the run for several weeks now you can also refer to older reports to show how it has been progressed over the weeks or month.
When you consider this input you will be able to deliver a reader-friendly report to your top management – all you have to do is to fill it with your content.