Weekly Report Template
Jan 29, 2021 ● 7 min read
Writing weekly reports may differ from workplace to workplace as some employers take it seriously than the others. Reading this weekly report template article implies that writing weekly reports is crucial in your workplace, or you may know a person who needs information on weekly report writing.
Table of Contents
- How Do You Write a Weekly Report?
- What Should Be Included in a Weekly Status Report?
- Weekly Report Writing Mistakes to Avoid
- How Do I Create a Weekly Report in Excel?
As a new employee, the idea of writing weekly reports may seem uneasy and uncomfortable at first, but the truth is that weekly reports are not as tricky as they seem.
All you need to write a perfect weekly report are the necessary information and an ideal weekly report template.
New employees often can't resist the urge to ask if weekly report writing is essential and why any organization would think of making it a prerequisite. Or isn't the progress of the company prominent enough? Why go through the stress of documenting every weekly activity?
Business owners, employers, and organizations want to measure and evaluate your progress and see how far you are delivering and discharging your primary objectives in the firm.
A weekly report should contain information that can help the organization evaluate the employee and the organization itself.
Organizations can make improvements where needed based on personal thoughts and suggestions about work, productivity, and progress updates. These suggestions can help the organizations understand employees' strength as independent workers and as a team.
Now that you understand that writing a weekly report is as vital as it can get, what then are the steps to writing a perfect weekly report?
How Do You Write a Weekly Report?
Writing a well-detailed business report may not be limited to these points, but they are sure to get you started in the right direction.
1. Identify the Purpose of your Weekly Report
How can you write a perfect weekly status report without identifying the report's purpose in the first place?
Identifying your weekly report's purpose will help you understand the type of information that your report should contain. In the later part of this article, we will get to the basic information that every report should have. But, for now, let's stick to how to write a weekly report first.
You do not want to talk about things that don't concern your weekly status report's role. You should be able to recognize if gathering information from team members or personnel issues, equipment problems, or administrative concerns should pop up in your report.
Once you start writing your weekly status report, try as much as possible not to straggle away from the purpose of writing it.
2. Understand Your Role
You might not expect to find this in this article, but the truth is that knowing your role is equally as important as knowing the purpose of writing a status report.
Ensure that you have your responsibilities spelled out to you and understand them to the letter.
It will help if you are clear about the role you are handling and what the definition of success for that role is. That is the only way you can be sure of measuring your deliverables appropriately.
3. Organize your Information
When writing a business report or weekly status report, it is imperative to note the first rule of thumb, which is "keep your report organized."
You do not want to miss out on important information or have essential points coming off in the last paragraph because you didn't remember it quite early enough while writing your status report.
Your report needs to be as clear, concise, and straight to the point as possible. The purpose of a weekly report is not to stress your manager or employer out but inform him/her as adequately as possible about your weekly progress.
Depending on your role in your organization, you should gather as many points as you would need and put them down on a rough note.
When you are satisfied with every piece of information you have highlighted, you can now arrange them according to their level of urgency using well-structured headings and paragraphs.
4. Determine Who Will Read Your Report
Identifying who will read your report is crucial to writing a satisfactory weekly status report. Knowing who you are addressing your status report to will help you understand what information to include and what not to add in your report.
Are you writing to your team leader, manager, executives, or administrators? Answering this question will help you set the right tone for your report and give you insight into how detailed the report needs to be.
5. Ask for Report Templates
Samples or report templates can only be a problem if you are the first person to take up your position or role in your organization. Nevertheless, you can always count on online resources to help you out.
Having a weekly report template or sample could be all you need to write a perfect weekly report. It would be best if you considered reaching out to your administrative assistant to request a sample.
So, instead of starting from scratch, you can always have a weekly sales report template with the correct settings, including margins, tables, paragraph styles, and fonts. This will make writing your weekly reports easier, mostly if your organization prefers an electronic system of report documentation.
By now, you must have gained some level of confidence about writing your next weekly report. Now, let's go over the information that you should consider including in your project status.
What Should Be Included in a Weekly Status Report?
Regardless of the organization you are currently working in - or the role or position you are occupying, here are essential report template subjects that must be included in your weekly sales report;
Whatever document that involves reporting should always have an appropriate date. The aim of writing a status report is record keeping. Should any issue poke its head, it will be a hassle-free experience for your manager or team leader to go through the files chronologically.
2. Daily Achievements
Weekly status reporting requires that you give detailed and accurate information on each of your weekly activities. Although, while doing this, you should be concise, straight to the point, and brief. You don't have to include activities that do not concern the purpose of your weekly status report.
Including headlines in your weekly report goes a long way in helping whoever it is directed to know where the report Is coming from, and this helps them evaluate and understand your report better.
Be sure to title your report with your [role] + [the report's status]. Let's say you're a General Supervisor, so you'd title your report as General Supervisor Status Report.
Including your weekly report tasks will help your management understand how much work you had on your hands for the week and how far you were able to get them done.
An effective way to include this in your report is to categorize tasks under 'in progress, 'done, and 'pending.
When writing a weekly report, you should always have it in mind that your superior expects you to come across a few quagmires and do not expect you to hold back on them in your report.
Report challenges encountered during the week, and if possible, comment your honest opinions, and suggest steps you think the management can take to ensure smooth workflow.
6. Action for Next Week
This involves hinting your manager about your plans for the coming week, so he/she can consider this when assigning new tasks.
This also will show your preparedness towards carrying out your responsibilities as at when due.
When writing a weekly status report, always close your report with a summary that highlights all your major points.
It will help if you remember that you would be doing your status reporting every week. Therefore, always leave a summary so that your top management doesn't have to go over the whole report before understanding your purpose of writing that particular report.
With these outlines, your next status report should be a lot easier. You may need to add more than this, but that depends on what additional information your superior expect or suggest you add.
Weekly Report Writing Mistakes to Avoid
1. Disregarding the structure
You do not want to disregard the structure of your organization's report writing template/style. After writing a successful report for the week, save the template and reuse it the following week. You are going to write weekly reports every week, doing this will make your life a lot easier.
2. Failing to account for readability
You must pay attention to the three key writing characteristics for weekly status reports.
Be straight to the point and concise when giving your weekly reports
- Use simple language
You do not want your superior going through hard times to understand your report. Keep your report as simple as possible.
- Write with the reader in mind
Use short paragraphs, headings and subheadings, and bullet points to make your work easy to read. Use readable text sizes and write small to average length sentences with simple words.
- Typographical/Grammatical errors
Bad grammar, poor punctuation, and typographical errors will ruin your weekly status report in seconds.
In other to avoid these errors:
- Exchange your report with your colleagues to check for errors before submitting it to your management.
- By reading your report out loud.
- This can help you pick redundancies and flawed construct in your report.
- Take your time to proofread as much as you can before putting it up for submission.
3. Lack of Attention to Design
To make your report as detailed as possible, you need to pay attention to its design. Make proper use of colors to distinguish between tasks, e.g., having completed tasks in blue, pending tasks in green, and tasks that are yet to start in red. It doesn't have to be these colors, but colors sure help.
White lines between paragraphs, line spacing, and cell merging also play important roles in creating a perfect weekly report.
How Do I Create a Weekly Report in Excel?
Creating a weekly report in excel is pretty simple and straightforward, but it all depends on the role you are reporting for and the data you are looking forward to working with.
Also, at some point, you may need to enter some excel formulas if your report has any need for calculations.
Whatever the case may be, here is a simple step to follow to create a weekly report sheet right away.
- Firstly, you need to create rows and columns of table cells that match the amount of data you may need to enter in your report.
- Name the headings appropriately, with the first heading being Weeks. Depending on the style approved by your management, you can always have Week 1 – Week 4 in the first column on the left.
- You can use the adjustment bars to extend any column or row size to fit your data length. All you need to do is hover your mouse to the end of the columns and drag while holding the left button on the mouse.
- Add a title to your report in excel by moving your cursor to the topmost part of the row, highlight all the rows and merge them to create enough space.
- Add colors to your status project to make it visually pleasing and easy to read. To add colors, select the row or column you want to add color to, click on the color palette at the top of the table to choose your preferred color, and select.
- To enter reports with longer sentences, merge multiple cells to create just the required space you need to enter your detailed report.