Overview with tools, template, software, best practices and alternatives

Why do Management Agencies do Reports?

A management agency is a business department that offers and provides a specific kind of activity service that centers on the management of various products or services in the market.

Management agencies produce management reports so as to present information or updates about their patrons who use the product or service they offer. The management report also includes information on business transactions with their clients and business partners.

Information about planning and collection of service charges and funds are also included in management agency reports. This is to monitor the circulation of finance in the agency. Tracking the in and out of funds in the agency will also help it plan and make decisions for the future.

Management agencies also include assessment data on what must be done, including the timetable when a certain action should be implemented. This is to serve as guide to the members of the management agency, allowing them to accomplish their goals successfully.

Reports by management agencies also help present issues and problems that might lead to intrapersonal and interpersonal conflicts. Identifying the issues of the agency, both existing and potential, will help the team to deal with them, either providing solutions to actual issues or preventing potential issues.

How do Management Agencies usually do Reports?

Management agencies include a number of essential information in the management report.

Management agents ensure that information on how they plan and collect service charges and reserve funds are included in the management report. Also, timetables presenting the agents accomplishments should also be included in the report. This includes information on redecorations, repairs, inspection, and supervision of delegated tasks.

Some reports also have professional indemnity cover and fidelity insurance cover to protect both the agent and the clients from self-regulation of funds by other agents as well as negligent acts.

Management reports also include assessment cues on what they perceive must be done. This directs the team to a successful path. Also, the time of the implementation of the action should also be included in the report so as to give the team as sense of urgency, helping them accomplish their tasks on time. The agent’s assessment should be free of private interests and preferences and should be only associated on maintaining the integrity of their responsibilities.

The report should also include information on the actual and potential issues the management team has. This information helps the whole team identify the problems that they need to resolve or prevent. It helps them to have lighter magnitude of work in the future. Absence of problems will also maintain the integrity of the team itself.

The report of the management agent should be organized and updated, presenting data in a consolidated approach. This makes the report easier to read and understand. Moreover, the report should use a language that is neutral and it should not contain any jargons. A complex language plus the jargons may be hard to understand and may lead to misinterpretation.

Typical questions/metrics/topics that are usually covered in reports Management Agencies are doing

Reporting for management agencies covers the following:

  • What part of the timeline of the agency foundation are you going to focus on the client?
  • What part of the agency’s operating procedures or organic act needs revision? Do you think those affect the policy making of the agency?
  • What do you think is the interest group structure in the agency’s external environment?
  • What is the level of competencies and expertise should you utilize to help the agency in its operation?
  • What are your accomplishments for today?
  • What activities did you do for today?
  • What problems have you encountered for today?
  • Do you see other problems coming in the future? Do you have a plan in mind on how these problems can be prevented?
  • What resource management challenges do you have?
  • What policy and decision making processes do you think the agency have in its operations?
  • How do you think the budgetary resources allocated among the departments of the agency?

Advantages & Best Practices of doing Reporting for Management Agencies

Reports for management agencies present a number of advantages.

Communicating new and updated information is the primary purpose of reports for management agencies. The reports allow the team communicate in paper, informing each other about the accomplishments, plans, and problems of each team member. The management agency report also reveals information, which may not be previously known to the members.

Management agency reports present data, which aid the business teams draw conclusions and make decisions for the future of the team, the project, and the business. By making logical decisions, the team will be likely to meet its goals and be successful in the project.

The reports made by management agents also present their assessment data, which shows the team their strengths and weaknesses. From these data, the team will be able to enhance their strengths, which they can use in decision making and problem solving. The team’s assets can also be their strengths, helping them to be competitive in business. The report can also help eliminate the team’s weaknesses, helping them to be less vulnerable to problems and issues that may arise.

Disadvantages & Pitfalls at doing Reporting for Management Agencies

While reports for management agencies present various benefits, they also present some disadvantages.

A management agent should be prepared to grip the administration part of the report, as the report may be essential for accounting purposes. Thus, it should contain accurate and complete information. Writing highly accurate and complete information is a tedious and time-consuming work, as failure to stick with accuracy and completeness will put the team in trouble. Some team members may be already busy with their regular duties and responsibilities, which may slow them down in writing the report. Writing a detailed report may cut the time, which is intended for their other duties. As a result, the team member may generate a poorly written report, containing inaccurate and incomplete information.

Management agency reports have fidelity insurance cover to safeguard client funds from individual members who take advantage and self-regulate the funds. Other reports have professional indemnity cover that serves as their protection against negligent and incompetent acts by other people. Failure to include these two elements in the report will put both the agents and the client funds into peril, as there will be no protection for them.

Why Teamreporter is great in doing Reporting for Management Agencies?

Teamreporter is an application that utilizes scheduled report mails as replacement to the status meetings. It can be used for free by small management teams with up to four agents. In addition, management agents can sign up for an account in less than a minute.

Teamreporter has a user-friendly and automated interface, allowing the team to send and receive update messages to and from other members of the team. Teamreporter will send an e-mail notification to each team member, asking each member to provide information about accomplishments, plans, and problems. Based on the team members’ responses, Teamreporter will generate a summarized update and it will be sent to all team members.

Team leaders can also benefit from Teamreporter. With Teamreporter’s synthesized updates to the team, team leaders will be able to track each team member’s performance. They will be able to identify team members who perform well and those who need further assistance. This also lets team leaders to give recognition to deserving members of the team while they can provide help to the members who need improvement.

Teamreporter is also highly flexible, allowing members to change the interface, such as the questions and the scheduled mail reports. As a result, the team will be able to do its regular responsibilities and meet its target and objective, without deviating from its normal workflow and internal operating procedures. In addition, the mail reports that Teamreporter generates will reduce the number of status meetings a team has in a specific time frame.

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Teamreporter is free for small teams (up to 4 members)