The report can be active or passive. Passive reporting is often not very effective, because it is already late, and passive reporting is often not very comprehensive. When you report your work, either show your ability or your stupidity, or win the boss's appreciation or get the boss's contempt. So how to report the work correctly?
The first step of learning to report is to establish a perfect work reporting mechanism. Why do you need a reporting mechanism? Because it is an enterprise management mechanism. There are two types of enterprise management mechanism in form and function. Formally, it can be divided into: planning (unifying goals from top to bottom), service (formulating organizational framework and coordinating production relations of various departments), and supervision (ensuring that goals are achieved without violating regulations). Functionally, it is divided into: incentive mechanism (making reward and punishment rules), constraint mechanism (making delivery standards to improve overall efficiency) and guarantee mechanism (ensuring the normal operation of various functions through resource allocation). The reporting mechanism is a formal plan and a functional limitation.
The role of managers is to make the enterprise run effectively, so it is necessary to align the goals up and down to ensure the effective transmission of information, avoid disorderly movement and ensure that the work can be controlled at any time. "Entropy" is mentioned in Huawei's management rules. "Entropy increase" means that organizations always tend to move in disorder and gradually move towards chaos and destruction, and the role of management is to avoid "entropy increase". An important reason why management is an anti-scale effect is that the larger the organization scale, the greater the "entropy increase" and the higher the management cost.
1. 1 report content
There are mainly five kinds of reports in daily work: progress, demand, performance, accidents and difficulties, suggestions and plans. Each reporting scenario requires a different reporting method.
Report the progress: the daily progress is normal, and regular report is enough, but there are new progress that need to be reported in time. If the progress is abnormal, it should be reported in advance to inform the time and difficulties after the delay, so as to facilitate the decision-making of the superior.
Reporting requirements: Reporting needs to seek support from superior resources.
Reporting performance: good performance, focusing on reporting results and summary. If the performance is not good, focus on reporting the reasons for the resumption and the next step plan.
Report accidents and difficulties: be sure to report accidents and difficulties in time, and don't wait until the results get out of control, so you and your superiors will suffer.
Report proposal and planning: Report proposal and planning should focus on the size of the problem to be solved and the expected benefits.
1.2 reporting principles
The principle of work reporting mechanism is simple, complete and positive.
Simple: focused, simple and clear. Usually, describe the background according to SCQ method, put forward the problem (your purpose) to report to the leader, and let the superior make decisions.
Honesty: Start and finish. Reporting the plan and reporting the progress, which are two contents that echo each other, need to start and finish.
Positive: initiative. Make positive reporting your habit, so that you can turn passivity into initiative and make use of your superiors' time and resources.
Many people report bad results, often because there is no clear thinking and skills. There are nine steps to help you clear your mind about the report.
1. Confirm the whistleblower. Who to report to, what expectations they have for the report and how much they know about the background of the report.
2. Confirm the contents of the report. What framework should the report be based on? There are three reporting frameworks: why-what-how, 5W 1H and STAR. Among them, the star rule is the most common model and basically adapts.
3. Confirm the main points of the report. What is the key to this report? A report usually has only one key point and needs to be summarized in concise language.
4. Confirm the logic. Confirm the expansion sequence of the report. The basic sequence is: time sequence, event sequence and spatial order. You can also do the second step to think.
5. Confirmation method. How should I use it? Oral, telephone, email, or write word or ppt. The content of the report is different, the person who reports it is different, and the form of the report is different. Need to think about which way is the most effective.
6. Confirm the occasion. On what occasion? Is it face-to-face chat in the conference room or PPT?
7. Confirm the time. When to report, how long to report (need to rehearse in advance), and whether the time of reporting is appropriate.
8. Confirm the status. Confirm whether the leader is in good condition. If the superior is in good condition, you can report it immediately. If the superior is in a bad state, it can be delayed. But if you are in a hurry, you need to cut to the chase and tell the leader directly not to drag your feet.
9. Confirm the possibility of being admitted. Will your boss accept your report, what questions you might ask, and what if you don't accept your plan? You need to plan ahead.
The priority of the report needs to be clear, because the superior has limited time. You need to understand the purpose of the report first, and confirm the key points in the report content according to the purpose of the report, and have a key report. There are several principles when reporting:
1. Don't let your subconscious dominate your language.
2. Confirm the order and logic of expression.
3. The contents of the report should be:
Because superiors are very busy and often impatient, the longer they lead, the more concise the report needs to be. Therefore, learning to report concisely is to help superiors save time and create benefits.
Concise and to the point, abstract the contents of the report and concentrate the essence.
Methods 1: three-three classification. Learn to classify and layer the contents of the report. For example, three methods, three times, three aspects, three directions and three jobs. This is the favorite practice of consulting companies such as McKinsey. Why is it 3? Because this is the largest number that people can easily remember. But if your content really can't be condensed to 3 points, then don't exceed 7 points in the end. This is the limit of human memory.
Method 2: Income logic: value description. Report the benefits first, then report the benefits. This is what the superiors are most concerned about. Only when the benefits and benefits are large enough can we attract superiors to continue listening.
Method 3: report the results and weaken the reporting process. Any job is difficult. Although you really want to talk about it, it is not what your superiors want to hear, because it is your value.
Be sure to quantify the content accurately, so numbers are very important. Try not to use descriptive words when describing, because it is easy to judge the problem subjectively, and the numbers are the result of quantification.
After we report it, our superiors usually give feedback and ask some questions. At this time, you need to listen carefully to each other's opinions and ideas, and keep smiling and polite. Whether you agree or disagree, you should control your emotions and calmly respond to the feedback from your superiors.
After the boss puts forward questions, suggestions and opinions, you need to check the information with the other party, say the other party's views or questions in your own words and repeat them. The main purposes are:
1. Check: Align the context information and purpose of both parties to avoid irrelevant answers or misunderstood suggestions.
2. Catch-up: Because people's memory is limited, especially in stressful situations, they need to be repeated to enhance their memory. If there is any omission, it shall be supplemented by the other party.
3. Contingency: If you don't agree with what the boss said, retelling can clarify your point of view.
4. Establish a good atmosphere: the interaction between the retelling process and the other party will make the overall atmosphere better.
When retelling, try to refine each other's questions through the three-three rule to make their expression more logical.