Overview with tools, software, best practices and alternatives
What are Multi-Location Reports?
Multi-location reports are reports from or between a number of office or business locations. Teams make such reports to provide information and updates to the members and leaders of the team, enabling them to be aware of what is happening in the team and the project regardless of time and location.
Who does Multi-Location Reports?
Any team can use multi-location reports. Such reports allow team members to inform their teammates about their activities, performance, achievement, and issues. While business teams do multi-location reports, teams from the fields of science, research, education, economics, engineering, and arts can also make multi-location reports.
Why do Teams do Multi-Location Reports?
Teams do multi-location reports for the following reasons.
Communication is the primary reason behind the utilization of multi-location reports in any organization. While some members may be in various locations, they are still able to send and receive information and updates to and from other members of the team. This way, team members will be able to maintain a strong channel of communication with their teammates.
With strong means of communication, team members will be able to identify the strengths and weaknesses of the group and each team member. As a result, they will be able to edify their strengths and eliminate their weaknesses. In addition, the team will also be able to manage their tasks while making inferences, conclusions, and logical decisions.
How to do Multi-Location Reports / Ways to do Multi-Location Reports
Multi-location reports provide important and reliable information about the performance, activities, standing, and development of the team, the project, and the team’s affiliates.
Reports should be complete, accurate, fresh, and organized. These elements allow readers to fully comprehend the contents of the report. In addition, a well-structure report allows a team to adjust its plans, strategies, and actions, allowing the team members to become more productive.
Team members can also include achievements and issues. The team’s accomplishments serve as inspiration to team members, allowing them to be more productive in doing their tasks. Meanwhile, the team’s problems, when identified early, can help team members prioritize and give solution to them.
Advantages of doing Multi-Location Reports
Doing multi-location reports demonstrates efficiency to the team and the business for the following reasons.
Communication is one advantage of multi-location reports. The reports allow teams to be informed and updated on the current standing and progress of the team, which allows them to adjust their goals, strategies, and actions accordingly.
Data integrity is another advantage of doing multi-location reports. With members able to send and receive information and updates to and from other members of the team, there will be continuity of information, which can also help the team make inferences and conclusion, as well as logical decisions.
Disadvantages of doing Multi-Location Reports
Multi-location reports certainly help the team in a number of ways; however, there are also some instances in which it can put negative impact to the business team.
One disadvantage of multi-location reports is proximity issue. Working in different locations and time zones may affect data updates, since team members do not send information at the same time. This implies that urgent information may be read by other team members at a point in time, which is quite far from the time the information was sent.
Another disadvantage of a multi-location report is its online nature, which means it requires a stable internet access. While team members are able to send information and updates to and from other members of the team, poor or absent internet connection disables teams to send information to their colleagues.
Best Practices for doing Multi-Location Reports
Multi-location reports in business help team members and leaders to be fully informed, updated, and aware of the status and progress of the team and the project itself.
To maintain the completeness and accuracy of data in the multi-location report, teams can utilize a small notepad or notebook, where they can write important details on a daily basis. This will be helpful to them when they make the report, since all information is there and they will not miss any pertinent information.
Organization of the report is important, so team members can make use of headings, sub-headings, and bullets when they make the report. Headings and sub-headings guide readers and give initial information on what a certain text is all about, allowing them to read the report more easily and conveniently. Meanwhile, bullets can also be used to list down items with similar levels of significance.
The language used in writing multi-location reports should be a kind of language that is understood by all members of the team. Jargons and acronyms should be limited, since readers might have different interpretations on them.
Just like other kinds of reports, multi-location reports also contain qualitative and quantitative data. Qualitative information can be presented in bullets, sentences, and paragraphs while quantitative information can be presented using tables, charts, graphs, and diagrams.
How Teamreporter helps Teams at doing Multi-Location Reports
Teamreporter is a business tool that uses scheduled mail reports to reduce the number of meetings of the team. Teams of four members can use the application for free and signing up for an account just takes up to less than a minute.
Teamreporter’s interface is automated and user-friendly, allowing team members to easily send and receive information to and from other members of the team. Teamreporter will send them e-mail notifications, which asks them to send pertinent information, such as their accomplishments, problems, plans, and performance. Based on their replies, Teamreporter will generate data summary, which will be sent another day.
The leaders of the group can also benefit with Teamreporter, as they can have a clear grasp of the team’s activities, performance, status, and progress. With Teamreporter’s data summary, team leaders will be able to identify members who perform well as well as those who need further help. In addition, team leaders will be able to use the information from the application when they make reports or training notes.
Teamreporter is flexible, as team members can utilize it with other existing applications in web browsers and e-mails. Team members can also change the structure of the questions, as well as the schedule of the report mails, in the application’s interface. These features help the users of the application to use it without affecting their work flow and environment.
Alternatives to Multi-Location Reports
Multi-location reports are effective in information dissemination in teams; however, business teams can also take into account some alternatives that the team can use or do when doing reports.
Multi-location reports can be done using e-mail reports. With a laptop or smart device, along with a stable internet connection, team members and leaders will be able to send and receive information to and from other members of the team easily and quickly.
Another alternative to multi-location reports is the use of reporting software and applications. These are available online and application stores in mobile devices and they can be easily downloaded by users. Unlike paper based reports, reporting application users can effortlessly enter their goals and activities in the application’s interface.
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