Weekly status report is a summary of all work done during a week and how these activities contributed to the completion of a task or a project, or how each one brings the team closer to the achievement of their targets.
It is also a helpful tool for the manager to monitor the performance and progress of his team. The report enables managers to provide feedback better.
- How to Write a Weekly Status Report: Best Practices Part 1
- Weekly Status Report: 6 Awesome Free Templates Part 2
- How to Make Status Reporting 10x Easier Part 3
- Additional Sources Part 4
How to Write a Weekly Status Report: Best Practices
Some companies or organizations require a weekly activity report on a project or from its staff. It usually summarizes what has been done by the team during the week in terms of project implementation or development, and what individual contributors were able to achieve or accomplish during the week.
This weekly activity report helps the management understand how each employee performs and how they well they are doing their jobs. It is helpful in identifying the strengths and weaknesses of an employee. Through the weekly activity report, the management is able to assess and make informed decisions in terms of the needed training and development interventions for each staff and in assigning responsibilities to each one.
With a day-by-day account of the week’s activities, an actual weekly activity report primarily provides accurate information on the number of clients’ visit made by the employee, including sales calls, follow ups, and other tasks, depending on his role in the team or in the organization. It does not have to contain too many details, just enough to make it informative to allow the management to have an overall picture of how the employee is performing.
Sometimes, the weekly activity report may also include a summary of the planned activities of the team and its individual members for the following week.
A weekly activity report allows employees to think about how their work will contribute to the overall progress of the project or to the achievement of the team and the organization. Instead of just reacting to an event. They will be able to establish a long-term perspective on their duties and become more eager in the realization of their goals.
Here are the best practices to make weekly report informative:
Plan What to Include in Weekly Report
Take the time to consider what the reader of your report might want to know. This is easier if the company provided a format or template for the weekly activity report. If there is none, defining the purpose and the readers of the report other than the management will help in determining what the report should contain.
Be Straightforward in Reporting
Use plain and simple language in reporting. Make the report brief and concise as most readers may not have enough time to read a lengthy report. Spend some time to review the report for typographical, grammatical, and spelling errors before submitting it to its recipients. Keep in mind that submissions such as reports reflect the attitude and the values of the person or the employee who made it.
Consider to keep a Journal of Daily Activities
It may not be possible to keep a mental note of everything which has been done throughout the week, so it will be helpful for an employee to maintain a log of his daily activities in the workplace. Though it may be time-consuming to do, creating one will ensure that all work of the employee has been accounted for, and acknowledged by the management through the weekly activity report.
A weekly report offers a number of benefits not only for the employee, but for the organization, as a whole, as it helps address expectations in the workplace and provides a comprehensive record of all efforts and contributions.
- Always provide a brief summary of what the project or the team’s objectives in every weekly progress report, as top management may not be able to remember everything at all times. However, do remember to make it brief but concise, as the readers of the report might not have much time to ponder over a five- or ten-page report.
- Management, project owner, or the stakeholders, primarily, have interest in knowing if the project will finish on time and is still operating within the set budget. One of the best ways to make a weekly status report effective is to provide information on these things immediately. In addition, if things are going well according to plan, it will put them at ease.If the news is not good, it will get their attention and put their minds into discussing what is causing the delays and its possible solutions.
- Aside from the previously mentioned matters, the chunk of the weekly status report should present the team’s significant accomplishments during the week, the issues and challenges encountered and the project variances, if there are any, and the objectives or planned activities for the next week.
- It may also include updates in terms of schedule and timelines, deliverables, resources, scope, and risks involved.
Weekly Status Report: Free Download
How to Make Status Reporting 10x Easier
How to use status.net for status reports:
- Make reporting easier: Most fields (such as date, name, report type, and formatting) are inserted automatically by software.
- Save time: 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: No one forgets to fill in their status reports because status.net sends timely reminders according to the recurrence schedule you chose.
- Eliminate data silos: All data is accurately collected and easily accessible.
- 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 project management tools, version control systems, support systems, financial applications, CRM, etc.) by connecting these apps to your status feed.
- Sharing: Status reports can be either— exported to files and printed, or sent by email;
— shared with the manager online (in this case, an email with the full text of the status report will be sent automatically); or
— shared online 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 to make status reporting easier for yourself and your team.
How to configure status reporting:
- Create a “Weekly Status Report” feed and set up a recurrence.
- Configure who will write and read reports by choosing the “Participants” tab and then clicking the “Cog” button near “Feed Participants” title.
- Set the status feed as “Team-wide” if you want all team members to view each other’s status reports.
- Alternatively, you can allow access to status reports for certain participants only (such as yourself if you’re a team lead). In this case, turn “Team-wide” mode OFF and restrict viewing by unchecking “View” properties for other participants. Team members with the “View” checkbox unchecked will only be able to view their own status reports.
- If you’re a manager and you don’t plan to share your status reports with your team, uncheck “Update” for yourself – in this case, you won’t receive reminders to fill in this status report.
- The Recurrence setting configures how often participants receive email reminders to fill in their status reports. This feature is optional and can be turned off.
- You can add, remove, and assign new team members at any time.
Step 2: The text of the status update should be added to the “Update” field of status feed.
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 when they log in to their accounts. They will also automatically receive emails with the full text of status reports.
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.)
- Choose dates
- Choose people
- Click “File” button
- Choose type of report and click “Generate Report”