Monitoring the productivity of your workforce is essential to corporate success. This allows business leaders to analyze the performance of their staff members over a specified period of time. In certain organizations, employees are required to submit a daily report to outline what they have accomplished for the day to their superiors. But to do this successfully, the report must be written correctly.
What makes a daily report good? Although the content of this document will likely vary according to its exact type, there are a few components that every daily report should have. These are as follows:
Creating a daily report is pretty easy, especially if you do it correctly. While writing the report may seem like a daunting and sometimes frustrating task to accomplish at the end of a stressful day, it doesn’t have to be with the right approach.
Follow the steps below and you’ll be finished with your report in no time.
1. Basic Info and Time Stamp
While this already states the obvious, it’s worth emphasizing given how it’s the most crucial part of the report. Within an organization, a ton of different daily reports may be submitted by various sectors or departments. It’s easy to get confused when you’re managing more than one team. For this reason, the report must present basic information about the employee or project in question, such as the name of the report, the date of submission, and who prepared the report.
2. Work Logs
If the document is meant to reflect the performance of an entire group, you might want to take note of this step. Some reports, such as a daily construction report, doubles as an attendance and progress sheet for certain companies. Here, you must document the number of people present, who they were, the hours they worked, and what they did during their shift. A daily work log will help you keep track of your employees and the progress made so far.
3. Notes, Issues, and Concerns
Though you could always forward these issues and concerns directly to your manager, recording them on print might come in handy along the way. This ensures that your message is delivered, read, and noted as needed to prevent anything from being overlooked.
Having a detailed and time-stamped daily report offers managers and stakeholders a clear idea of everything that occurred within the day. Since these reports are recorded in real time, it may help solve any possible dispute regarding the project.
Bear in mind that only significant observations must be noted in the report. If it isn’t relevant or directly associated with the project, don’t include it.
5. Daily Survey
Not all reports might have this, but if your organization requires it, be sure to focus on what’s important for you to report on an everyday basis.
Taking the previously mentioned example, a daily report for a construction site may ask workers to complete a short survey. Questions can cover anything from the number of visitors who were onsite to a potential schedule delay caused by a few factors. Each survey questionnaire must be followed by a brief description of your Yes/No answer.
Additionally, questions that aren’t relevant for the day may be skipped and left blank.
People often perceive daily reports as a formal report. While this may be true to some extent, they aren’t exactly as comprehensive as an academic report or a financial report. Nevertheless, there are a few things you need to remember when writing a daily report for it to effectively serve its intended purpose.
Let’s take a look at a few helpful tips to obtain a good daily report:
Daily reports are used to communicate significant information about a particular matter to its readers. The content of the report is usually tailored according to the needs of its intended audience. Say for instance, there’s a daily progress report to record a project’s development, a daily activity report to describe the specific details of an action, and a daily sales report to document the number of transactions made within the day. These documents are usually written separately to serve their exact function.
Other common types of daily reports include a daily status report, a daily accomplishment report, a daily attendance report, and a daily production report, just to name a few.
Before printing your report, be sure to check the required size for the document, as some companies tend to have strict policies regarding the standard printing size for their daily business reports.
The default standard paper size in Word is 8.5 × 11 inches (Letter size), which is compatible to most printers. However, you can opt for a legal size document at 8.5 × 14 inches as well, only if your supervisor allows it. This goes for both written reports and digital reports.
Want to know more about report writing? Here are some commonly asked questions surrounding daily reports:
If you’re new to report writing and have no idea where to start, it’s always a good idea to use a template for your report. Since you are required to prepare one every day, you can simply print out multiple copies of the document and write over it with a pen. You can also open the template in your computer, type in your report, and have it printed right away. Report Templates are usually designed according to a specific purpose, but you also have the option to customize it to fit your company requirements with the help of a few adjustments.
Daily reporting can assist you in managing your work or personal life effectively. Similar to a weekly activity report, a daily report may be used to update project leaders on the latest activities and happenings onsite. The document may also be reviewed later on to locate discrepancies or mistakes that may have been overlooked. There are even instances where the report may be used as evidence in court to settle any legal issues against the company.
A daily report can benefit a company in several ways. For one, managers can refer to the report to find out the latest status of a project and evaluate whether an employee has delivered his or her tasks accordingly. While the report may not depict a dramatic change in productivity from the previous day, it’s still a good practice that will help you keep track of your time and ensure that it is spent wisely. It may be used to verify information written in a monthly report or an annual report as well.
Whether your organization uses digital reporting or handwritten reports to deliver key information to company leaders and stakeholders, understanding how to write a daily report correctly is critical to effective business communication. And with the help of these daily report guidelines, templates, and examples, you’ll have that report ready in no time!