I. Main types and contents of work summary report
The purpose of the work summary report is to summarize and analyze the work of a project, a team, a department or even a company for a period of time. A work report needs to provide clear and specific information, and the contents of the work summary are mainly divided into: title, abstract, text (including: recent work development, main problems, improvement measures) and so on.
Second, the process of writing work summary report
(1) Make full preparations.
1, investigate the company's work reporting system.
Some companies have requirements and formats for writing work reports in internal official document systems or mailboxes. Even if you don't, you need to know the basic requirements for writing work reports in your department and position in the near future. This is to ensure that the work report has basic specifications and format reference.
2. Collect materials and data for writing work reports.
A professional and detailed report needs both words and data analysis, so it is necessary to collect materials and data before writing the report. If you are the general manager of the department, you need to collect the work reports of each team in the department, analyze and summarize them.
(ii) Overview report
1. Pay attention to the cost and schedule.
No matter what project you are working on, you should know that your supervisor wants to know the progress, budget and timeliness of the project from your report. To summarize your report, you can start by collecting the current information of the work items, and also pay attention to whether the projects you follow up are on the right track. If there are some problems, you should sort them out.
2. Find problems and propose solutions.
Face up to the problems in work. If you find that there are problems such as slow budget and slow progress in the projects or work items you follow up, you must not avoid them and clearly express them in the work report. If we avoid it, it may bring bigger problems in the future. The correct way is that you need to think about how to improve these problems and what other good methods are available.
For example, if the purpose of your project is to manufacture transportation 1000 shirts, then the cost should be controlled at 1000 yuan. If only 300 shirts are produced now, but the total cost has surpassed that of 500 yuan, you need to pay attention to what links have gone wrong. For example, if your project is two days behind schedule, you should also mention in the report what caused the progress to be ahead of schedule.
Put forward feasible opinions and suggestions on the problems that arise. For example, the shirt production project mentioned above is two days ahead of schedule, but it is over budget. Then you need to find ways to improve production efficiency and speed up production.
Effectively organize the contents of the report
1. Draft the title of the report and email.
Give the report a title, write your written report, and start with a short summary title and date. The content of the report should be as short as possible, so there is no need to write a separate title page.
At the same time, set the message title. After the general report is completed, you need to send an email to your boss, so it is best to draw up a clear and concise title in the email so that the recipient can know the content of the report at a glance.
For example, the email title can be written as "David 20 17+0 June delivery report", and at the same time pay attention to the statistical analysis of the data in the report and give a clear time limit. If your company has a fixed report format or attachment, you should also use it.
2. Overall summary
At the beginning, there should be an overall summary of the report, which clearly lists the main points of the work and briefly explains how the project is carried out according to the budget and schedule.
Make sure your boss can grasp the key information of the report within the first minute of reading it. For example, you can start your report directly like this: "Parker's transportation project has obviously exceeded the expected time schedule", and for another example: "We spent more than 50% of the budget, but the actual output only reached 30% of the plan, so speeding up production efficiency is conducive to reducing the overall cost".
3. Describe the key information in detail
For key projects or work items, be sure to provide the most relevant details, list the main achievements so far, and pay attention to milestones and key data. Speak with the results, not the process.
For example, avoid describing the work situation like this: "The two supervisors of the team, Xiao Zhang and Xiao Wang, work very hard. Xiao Zhang often comes to the office early, and Xiao Wang is often the last one to get off work. Their work ensures that the project can keep up with the expected progress. "
On the contrary, we should emphasize the key data: "The progress of the project followed by the team is 20% ahead of schedule, thanks to the hard work of two supervisors (Xiao Zhang and Xiao Wang) who work overtime for 2 hours every day".
4. Organize information and adjust the style of writing
By organizing these details, you can adjust the format of the report according to the writing style your boss likes. If you are not sure about the boss's style, try to extract the main points and sort out the logical structure of the article.
For example, your boss likes graphic expression. You can make three charts, namely: current progress, existing problems and solutions.
And if your boss likes narrative expression in chronological order, you can organize your article like this:
Work progress this week: 1, 2, 3, ...
Existing problems: 1, 2, 3, ...
Solution: 1, 2, 3, ...
Learn typesetting, and your superiors should visually see key information or data. If there are some paragraphs, the report will be very lengthy and the key information will be difficult to identify. Clear segmentation with format symbols or numerical symbols will help your superiors read your report quickly and intuitively.
5. Appropriate visual expression.
If necessary, learn to express it intuitively with charts. It is intuitive and effective to express the progress and budget implementation of the project with charts. For example, if the work is progressing smoothly, you can display the green light symbol at the location of the project plan, and if the work is lagging behind, you can click the yellow light symbol at the location of the project plan.
6, proofreading and inspection report
Before submitting the report to the superior, you must proofread and edit it. Don't just rely on electronic spelling and grammar checking. You should carefully check every possible mistake (such as unnecessary adverbs and adjectives) to ensure that the report is concise and there are no low-level mistakes.
For example, avoid stating: "The sales result in August was very strong, which is our best result so far this year, thanks to the extraordinary efforts of Xiao Zhang and Xiao Wang". The same message can be expressed in a more concise way: "August is the best, thanks to the hard work of Xiao Zhang and Xiao Wang."
7. Ensure the continuity of reporting.
Report at least once a month unless otherwise instructed. Generally, companies require the frequency of work report, and the appropriate frequency is at least once a month, but if your boss requires a shorter frequency, such as once a week, you should strictly abide by it.
Three principles of writing a good work report
1, format specification, standard, no low-level errors.
This is the basic requirement of a work report. General companies will have a standard work report template, and the specific format requires you to refer to it when writing. Even if there is no template to refer to, you can refer to the work summary written by your superiors or experienced colleagues.
2. Structured expression is very important
Reports must be presented in a structured way. How to construct?
From the vertical structure, each group's point of view is a summary of the next point of view. For example, when summing up the problems of a project, we can group them from internal reasons and external reasons, and add the following arguments for internal reasons and external reasons. For example, the internal reasons can be summarized into three points: quotation, due diligence report and loan conditions. The external reasons are summarized as two points: peer competition and customer cooperation attitude.
This can not only ensure the exhaustiveness of the vertical structure, but also ensure that each viewpoint in each group does not overlap, and there is a certain logical order in the horizontal structure, which constitutes a rigorous structure.
3. Follow-up feedback after completing the report
After the report is completed, it should be sent to leaders and related colleagues, and more importantly, it is necessary to follow up and give feedback on the next stage of work mentioned in the report.
What do you think should be paid attention to when writing a work summary report? Welcome to share your opinions in the comments section.
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