How to Write a Department Status Report (With Free Templates)
A department status report provides an account of the accomplishments of the unit or department in a given reporting period. It presents an overview of the financial details, production status, and other matters, as well as challenges, successes, and best practices.
Furthermore, it has no particular format as different organizations may prescribe a customized form depending on their reporting requirement.
- Making Effective Reports Part 1
- Department Status Report: Free Downloads Part 2
- How to Make Status Reporting 10x Easier Part 3
- Additional Sources Part 4
Keys to an Effective Department Status Report
- There should always be an Executive Summary of the entire report, as top officials may not have the time to read all the details of the report. It should contain all the main points gathered from all sections of the department.
Use as little technical jargon, as possible, when coming up with an Executive Summary.
- Focus on the department’s significant accomplishments, developments, milestones, and also forecasts. Furthermore, do not forget the challenges, weaknesses, and limitations of the unit.
- Provide an overview of the reporting period’s objectives. Under each one, state the problems encountered and also how the team to address and resolve it.
If the problems were not fixed, give recommendations on what can be done to treat or to prevent such matter from coming up.
- Give a summary of the status of production or output for the current period, and then compare the results with the previous reporting period. Do not forget to make a forecast on how production will speed up.
- Support your report with tables, graphs, and other visual representations to make it fun, engaging, and also encourage active participation.
There should be a separate section for the updates on the following:
1) Ongoing Projects of the Department.
Give details on its milestones and progress within the period of time, as well as the difficulties and challenges involved in the projects.
2) New Activities and Projects Which the Department Started Working on During the Reporting Period.
It should also contain the same type of information included in the section for the ongoing project.
3) Personnel or Human Resource Matters.
This section will include data on new hires and their responsibilities and any resignation, retirement, or transfers of employees if there are any.
4) Training and Personnel Development.
Learning and development opportunities for the employees within the department are included in this section. Mention how these learning interventions will benefit, not only the department but the organization, as a whole.
Provide an account of how the department’s funds were utilized and how they were used.
6) Future Projects.
State the department’s upcoming projects and any anticipated developments on it. The goals and objectives of these future projects must also be discussed in this portion.
This is the section where suggestions on how the programs, policies, and also services of the organization may be enhanced. Be sure also to give time to discuss its financial components, resources needed, and manpower requirements for these recommendations.
- Use appendix to include other pertinent documents needed to support the report such as sub-reports, tables, graphs, or charts, and letters of interest.
Department Status Report: Free Download
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 “Department 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.