Before writing a work summary report, we must first understand the main content of the work summary report, secondly master the writing process of the work report, and finally pay attention to several key points.
1. The main types and contents of the work summary report
The purpose of the work summary report is to carry out the work of a project, a team, a department or even a company within a period of time. Summarize and analyze the situation. A work report needs to provide definite and specific information. The content of the work summary is mainly divided into: title, abstract, main text (including: recent work progress, main issues, improvement measures), etc.
2. The process of writing a work summary report
(1) Be fully prepared
1. Study the company’s work report system
Some companies have requirements and formats for writing work reports in their internal document systems or mailboxes. Even if they do not, you still need to understand the basic requirements for writing work reports for this department and position in the near future. This is to ensure that the work report has basic specifications and format references.
2. Collect materials and data for writing a work report
A professional and detailed report requires both text and data analysis, so collect materials and data before writing the report Data is necessary. If you are a department general manager, you also need to collect, analyze and summarize the work reports of various teams in the department.
(2) Overview report
1. Pay attention to cost and schedule
No matter what project you are working on, you must know that your supervisor wants to learn from your Project progress, budget and timeliness are known in the report. To outline your report, you can start by collecting information on the current status of the work items. You should also pay attention to whether the projects you are following up are on track. If there are some problems, sort them out.
2. Discover problems and propose solutions
Face the problems that arise at work. If you find that the budget or time progress is too slow in the projects or work items you are following up, Do not avoid issues such as these, but express them clearly in your work report. If avoided, it may cause bigger problems later. The correct approach is that you need to think about improving these problems and what other good ways are there.
For example, if the purpose of your project is to manufacture and ship 1,000 shirts, the cost should be controlled at 1,000 yuan. If only 300 shirts are produced now, but the total cost has exceeded 500 yuan, you need to pay attention to which links have gone wrong. For another example, if your project progress exceeds the schedule schedule by 2 days, you should also mention in the report what caused the advance.
Provide feasible opinions and suggestions for problems that arise. For example, for the shirt production project mentioned above, the project was 2 days ahead of schedule, but over budget. Then you need to find ways to improve productivity and speed up production.
(3) Effectively organize the report content
1. Develop the title of the report and email
Give the report a title, starting with a brief summary title and date Begin your written report by keeping it short so there is no need for a separate title page.
At the same time, set an email title. Generally, after the report is completed, you need to send an email to your boss, so it is best to formulate a clear, concise title in the email, so that the recipient can understand the report at a glance. content.
For example, the email title can be written as "David's Shipment Report in January 2017". At the same time, pay attention to giving a clear time limit for the statistical analysis of data in the report. If your company has specific requirements for the report, Fixed formats or attachments should also be used.
2. Overall summary
Begin with an overall summary of the report, clearly list the key points of the work, and simply explain how the project was carried out according to budget and progress.
Be sure to ensure that your boss grasps the key information of the report within the first minute of reading it.
For example, you can start your report very directly: "Parker's transportation project has clearly exceeded the estimated time schedule." Another example: "We have spent more than 50% of the budget, but the actual production volume has only reached the planned 30%. , so accelerating production efficiency is conducive to reducing overall costs."
3. Describe key information in detail
For key projects or work matters, be sure to provide the most relevant details, list the main achievements so far, and pay attention to milestone events and Key data. Let the results speak, not the process.
For example, avoid describing work situations like this: "The two supervisors of the team, Xiao Zhang and Xiao Wang, work very hard. Xiao Zhang often comes to the office very early, and Xiao Wang is often the last one to leave work. , Their work ensures that the project can keep up with the expected progress."
Instead, emphasize key data: "The project progress followed by the team is 20 ahead of schedule, thanks to the two supervisors (Xiao). Zhang and Xiao Wang) work overtime for 2 hours every day."
4. Organize information and adjust writing style
To organize these detailed information, you can adjust the format of the report according to the writing style that your boss likes. If you are not sure about your boss's style, try to refine the main points and sort out the logical structure of the article.
For example, if your boss likes graphic expression, you can make three charts: current progress, existing problems, and solutions.
And if your boss likes chronological declarative writing, you can organize the content of your article like this:
Work progress achieved this week: 1, 2, 3, ...
Existing problems: 1, 2, 3,...
Solutions: 1, 2, 3,...
Learn to typesetting, you The superior should see the key information or data intuitively. If there are only a few paragraphs, the report will appear lengthy and the key information will be difficult to identify. Using formatting symbols or numerical symbols for clear segmentation will help your superiors read your report quickly and intuitively.
5. Appropriate visual expression
If necessary, learn to use charts for visual expression. Using charts to express project progress and budget execution is very intuitive and effective. For example, if your work is progressing smoothly, you can click a green light symbol at the location of the project plan. If your work is lagging behind, you can click a yellow light symbol at the location of the project plan.
6. Proofreading and checking reports
Be sure to proofread and edit the report before submitting it to your superior. Don't just rely on electronic spelling and grammar checking; you should carefully check for every possible error (such as unnecessary adverbs and adjectives) to ensure that the report is concise and free of simple errors.
For example, avoid stating: "Sales results in August were very strong, our best results 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: "Sales in August are the best, thanks to the hard work of Xiao Zhang and Xiao Wang".
7. Ensure the continuity of reporting reporting
Maintain reporting at least once a month unless otherwise instructed. Generally, companies will set requirements for the frequency of work reports. A more appropriate frequency is to report at least once a month. However, if your boss requires a shorter reporting frequency, such as reporting once a week, then you must strictly abide by it.
3. Three essentials for writing a good work report
1. Standard format, no low-level errors
This is the basic principle of a work report Generally, companies will have standard work report templates, and you should refer to the specific format requirements when writing. Even if there is no template to refer to, you can also look for work summaries written by your superiors or experienced colleagues for reference.
2. Structured expression is very important
The report must be presented in a structured manner. How to structure it?
From a vertical structure, the views of each group are a summary of the views of the next layer. For example, when summarizing the problems that arise in a certain project, you can group them from internal causes and external causes, and focus on internal causes. and external reasons, and then supplement the arguments. For example, the internal reasons are summarized into three points: quotation, due diligence report, loan conditions, etc., and the external reasons are summarized into two points: peer competition and customer's cooperative attitude, etc.
This not only ensures that the vertical structure is exhaustive, but also ensures that from the horizontal structure, each group of viewpoints does not overlap with each other and has a certain logical order, which constitutes a rigorous structure. .
3. Follow-up feedback after completing the report
After completing the report, you should send it to the leader and relevant colleagues. More importantly, you should follow up on the next stage work items mentioned in the report. Progress and feedback.
What other matters do you think need to be paid attention to when writing a good work summary report? Feel free to share your views in the comment box.