Handy Guide to Writing Daily Reports (+ Free Downloads)
Accounting for all progress of a project or a task or for all activities accomplished and done within the day, a daily report is prepared by employees for submission to their supervisors. Usually daily report template contains space for details on how they spent their work day including their achievements and the challenges they encountered. Sometimes it also outlines the plans they have for the following day.
- Best Practices: How to Write a Daily Report Part 1
- Daily Report Template Download Part 2
- How to Make Status Reporting 10x Easier Part 3
- Additional Sources Part 4
Daily report enables the team manager to have an overview how the team’s project is progressing in terms of each team member’s individual tasks without having to talk to each one on a daily basis. Daily reports are much more cost-efficient than to have a daily conversation which may not be consistent. It’s also an effective way of finding which tasks are completed by their staff so they can distribute tasks discerningly.
Daily status reports look into the day-to-day development of a project and to monitor whether is it complete according to plan or there is a delay for some reason. It is a useful tool to monitor if something implements smoothly or if there are certain factors which might affect performance.
Lastly, daily reports may also serve as a basis for the employee’s performance evaluation at the end of each term. Using these reports, managers may be able to see how the employee manages his tasks and his time, his decision-making skills, and his leadership abilities. Aside from that, it may also serve as a reference for the employee’s training and development interventions.
Best Practices: How to Write a Daily Report
Project managers find daily reports useful in monitoring the individual efforts of staff and watch group dynamics. Since this report generates daily, only information related to project metrics which are day-to-day need to report.
These metrics include:
- Task details
- Resources used
- Time spent on the tasks
- Manpower applied to the tasks
It also focuses on three main points which are the following:
1) Achievements or Accomplishments
The daily project status report must be able to present any positive milestones the team reached for that particular day. It is important to include any progress which has been made for the project since this report’s main purpose is to provide updates on the project’s development. In addition, not only does it complete the picture of how the team was doing in terms of the project, it can also serve as a source of motivation for the team members.
2) Plans for the Following Day
As a monitoring tool, a daily project status report must also be able to point out which tasks are scheduled to be executed by the team for the following day so that the project manager will be able to prepare resources needed or to check whether the available manpower is enough to cover all tasks. It is also essential in determining if the project is still on track or if it is lagging behind its schedule.
3) Issues or Challenges
Part of daily project monitoring is keeping track of all issues and problems that the team had in executing tasks and in implementing the project. It is important that these things are reported, along with the ways it was resolved, so other team members will have an idea on what to do, in case they encounter the said problem. It is also useful in determining the course of action the team should take in order to avoid such problems in the future.
It might also be helpful to include what the employee learned during the day. It could be a practical learning—an easier way to do something, a new process that could speed up things, or any innovation to help improve the team or the organization. The learning could also be a conceptual one—a realization, an attitude change, or even a shift in the mindset.
Daily project status reports are also useful for the team and the individual team members, as it allows them to see the daily progress they are making in terms of the project.
It helps them become self-motivated as they are able to see for themselves their areas for improvement. It also helps them become aware of their learnings as they work on the project and be able to share it with other team members.
Check this in-depth Guide to Daily and Weekly Reports to learn best practices how successful teams implement these reports to increase employee satisfaction, productivity, and transparency.
Daily Report Template: Free Download Section
Free online tools for work:
1. Fluxes.com — Free Project and Task Management Software
2. Status.net — Software for Daily and Weekly Status Reports
How to Make Status Reporting 10x Easier
How to configure status reports on status.net:
- Create a “Daily Status Report” applet — customize our preset forms or easily create a new form in minutes.
- Setup reminders if you want your team members to receive automatic reminders when their reports are due.
- Configure who will submit reports by choosing the “Participants” tab.
Step 2: Users will click the “Open Submission Form” button to fill in and submit the report.
Data such as the report type, date and name will be added automatically.
As soon as a new status report is added, participants with “View” rights can view it in real time.
- Set the applet as “Team-wide” if you want all team members to view each other’s status reports.
- Alternatively, you can make every participant to view his/her own reports only. Manager/stakeholders will view all reports.
- Add, remove, and assign new team members at any time.
Step 3 (Optional): Generate a report and export it to PDF.
(Skip this step if you share status reports online and don’t print them.)
Click “Generate Report”.
- Make reporting easier with auto-fill:
Fields such as date, name, report type, and formatting are inserted automatically by software.
- Consolidate reports automatically:
Reports created by your team members can be consolidated easily.
- Save time with auto-layout:
No need to spend hours in Word or Excel perfecting the report’s layout because it exports your updates into a beautifully crafted file with a couple of clicks.
- Peace of mind with auto-reminders:
No one forgets to fill in their status reports because status.net sends timely reminders according to the schedule you chose.
- Decrease time and effort spent on monthly, quarterly, and yearly reporting thanks to powerful filtering and export features.
- Optionally, enrich reports with the latest updates automatically added from web apps your team uses (such as popular free task management software Fluxes.com, and other project management tools, version control systems, support systems, financial applications, etc.) by connecting these apps to your status applet.
- Quick sharing:
Status reports can be either
– exported to files and printed, or sent by email;
– shared with the manager online (in real time);
– shared online (in real-time) as company-wide or team-wide status reports, i.e., all team members share their progress with each other — spend less time on meetings.
Sign up now to make status reporting easier for your team.