Whether your boss has asked you for a status report or not, writing one is a great opportunity to communicate your results effectively. A good report will not only keep your manager up to date, but will also help you track your homework. Here are the basic steps to write a reader-friendly one.
Steps
Method 1 of 1: Write a Status Report
Step 1. Enter the name and date
A name containing the date (for example, "December 1st Week Summary") is an easy and efficient option.
- If you email the report, use this phrase in the subject.
- If the report will be a single document, enter a header with this information at the top.
Step 2. Provide all the details to identify the project:
title, start and / or end date, the names of the people who worked on it.
Step 3. Explain what the result was
Go for a title like "Results", "Tasks Completed" or, simply, "Done".
- Be sure to specify what period the report is about.
- Use active verbs at the beginning of sentences. They include: completed, defined, solved, designed, organized, improved, fixed and archived. However, these are just examples.
- For a short weekly report, just write a list of 3-5 sentences.
Step 4. Write a list of what will be done in the future
A good title for this section would be "Planned Tasks", "Next Steps" or "To Do".
- If you can, estimate the time it will take to complete a task. Example: "Document the design change (estimated time: two days)".
- Refer to any programs that have been given to you.
- Again, 3/6 sentences should be enough for a short report.
Step 5. Discuss about the problems or potential difficulties
At this time, you will need to clarify if you need support. "Open Issues" or "Problems and Comments" are good titles for this section, which should be written in a paragraph or two.
- Maybe you are having a hard time finding a supplier because there is no one in the office this week. Maybe you have some suggestions on how to improve business management. These are the details you can enter in the section.
- If you are just reporting the problem and no longer need help, please specify. Comments such as "We plan to resolve this in the next couple of days" will let supervisors know that their intervention is not necessary but that they should, however, monitor the situation.
- If a solution to the problem is not found, your supervisor will not be able to complain that he was not informed in time.
Step 6. Proofread the text and submit it
Sample
Here is an example of a status report written by a WikiHow writer. Adapt the style, format and result list to your work. Note the use of active and positive verbs.
Status Report of September 26, 2011
Done
- The writing of three articles has begun: "How to reuse packs of mints" (my idea), "How to become a bag designer" (required) and "How to become self-taught" (required).
- The articles "How to find your car in a crowded parking lot" and "How to sell cakes" have been extended and improved.
- "How to help a person who has broken a bone" has been rewritten.
- Over 400 changes and new requests were checked for spelling and duplicates.
To do
- Add pictures to "How to become a bag designer".
- Review and correct "How to become self-taught".
- Ask an editor with a medical background to review "How to help someone who has broken a bone." I did some careful research before writing it, but I have no medical studies behind me.
- Review "How to Read Food Labels". This article has good potential, but it needs a clearer and more uniform style and also a few more mentions on how to read an ingredient list.
Problems / Comments
- Thanks to our programmers for smoothly completing this week's software updates. I will pay attention if any unsolved problem should arise.
- One of our volunteer's cats died this week and as she seemed quite shaken by it, I advised her to take a few days off if she needed it.
Advice
- Make the report positive if possible. This is not the place to complain, express your views or make excuses. You can suggest a solution or, at least, a direction to follow in case there are any problems. Thus, you will show that you have initiative.
- Sentences should be short and simple. Managers are always busy and don't have much time to read. If they want more detailed information, they will ask for it later.
- If you intend to write status reports, do it regularly or, at least, update the list of results achieved; that way, you won't waste time reviewing everything you've done. Every day, when working hours are over, write down a few notes.
- Appreciate the work of others. Thank your colleague for helping you with a difficult task. If it was you who supported someone, say so.
- Be specific.
- Be honest. Don't report more work than you actually did.
- In the report you can write if you have started a project, read something interesting or conducted a market research. Not everything happens in a single week, and the preparatory activities take time and effort.
- If you write the report on Friday afternoon, it will be useful on Monday morning to remind you where you are.
- If you have to keep track of the same things (purchase orders, change orders, work orders, invoices), an Excel spreadsheet or database will help you do the job more easily.
- Keep a copy of the status. It will come in handy when you need to write a resume or a list of achievements to show when you ask for a raise.
- You can also use this approach for face-to-face status reports during meetings.
Warnings
- Your status report (especially if sent by email) can be read by third parties, so write it professionally.
- If you send your boss a status report that they didn't ask for, they'll probably want it again next week!
- In general, try to avoid promising more than you can actually do.
