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

Why do Managers do Reports?

A manager is a person responsible for directing and administering all or a portion of a firm or a related organization. He controls the activities, business transactions, as well as the other aspects of a specific group. Moreover, a manager is in charge of the strategic training of a team.

Managers create reports for submission to other superiors such as supervisors or chief operating officers. The report serves as a communication channel between the manager and the other superior, giving the team leader updated information on the status and progress of a task or project. Also, the updated report can reveal information that has not been disclosed in the previous report.

Aside from communication and update, managers generate reports that are complete and accurate, so as to help the superiors draw conclusions, make inferences, and make an important decision.

The manager’s report also presents the team’s achievements and problems, allowing the superiors to give their suggestions and recommendations to the team. As the overseer of the company team, the supervisor or the executive officer can help the team construct an individualized plan, which is centered on the needs of the team.

The report made by the manager can also be discussed within the team. Information, such as the team’s achievements and problems can be tackled in the report so as to balance out the team’s strengths and weaknesses, allowing the group to identify the appropriate management tactics to carry out.

How do Managers usually do Reports?

Managers write reports so as to provide an update to their superiors.

The substance of the report is the primary concern that matters. It is important for the manager to include factual and up to date data, which gives the newest information on the status and progress of the team and the project. The flow of data should be organized and coherent, so as to facilitate easier comprehension of information. To add, the report should not be too short, which may lack data, or too long, which may overwhelm and bore the one who will read it. The manager should just include the important information about the team and the project.

Aside from coherence of information, data completeness and accuracy also matters in the manager’s report. This prevents the superiors from looking or asking for more data. Also, clarifications on the presented data will be minimized if the information inculcated in the initial report is accurate. This also reduces the number of amendments that will be done in the documents made by the team.

The report usually contains information on the team’s achievements and problems. The team’s achievements let the team know their pace in the project, and plotting their position in the project’s timeline. This allows them to determine whether they are already close to their goals or not. The team’s problems, whether actual or potential, are also included in the report to inform the whole team the issues the group is facing or about to face. This will help team members construct a plan and think of strategies to resolve or prevent the existing or foreseen problems.

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

Reporting for managers covers the following:

  • How many articles have you checked today?
  • How many artworks have you monitored today?
  • How many films have you viewed today?
  • How many sales reports have you checked today?
  • What are your achievements for today?
  • What are the team’s strengths and weaknesses that you see?
  • What are your short-term and long-term goals?
  • What are the actual threats that you see? How are you going to solve them?
  • What are the potential problems that you foresee? How are you going to prevent them?
  • Do you have other concerns or issues?

Advantages & Best Practices of doing Reporting for Managers

Reporting for managers is helpful to the team in some reasons.

The manager’s report presents assessment data, which can be both positive and negative. Positive data include the team’s accomplishments, which can highly inspire and motivate the team members. On the other hand, negative assessment data like the team’s problems allow the team to formulate an appropriate plan and a set of strategies and actions to resolve or prevent actual or potential problems.

A report made by the manager helps in the overall decision making of the team. Aside from presenting the team’s overall strengths and weaknesses, the manager’s report also includes information on the opportunities that may help the team attain its goals. The team members and its leaders can weigh both the advantages and disadvantages of the opportunity, letting the team decide if they grab it right away or not. Also, the threats to the team are documented in the manager’s report. Inclusion of this information in the report will help the team identify actual and potential problems that can hamper their growth and success. Moreover, the team will be able to discuss relevant actions to solve or prevent these issues.

Writing a report is communicating with the team members in paper. This facilitates efficient coordination within the team, allowing the team members to develop bond and harmony with one another. With harmony in effect, the team will be able to function more productively and hit their goals with glory.

Disadvantages & Pitfalls at doing Reporting for Managers

Reporting for managers can be helpful in various ways, but there are times that it can be disadvantageous to the team.

Time management is essential to create a balance between a manager’s regular duties and responsibilities, plus the generation of the report. Sometimes, managers are already busy with their task as managers, but they have no choice but to create a report despite of their busy schedule. As a result, they might be able to generate one with lacking details or inaccurate information. Incomplete and inaccurate reports do have negative impact to the team’s performance as the report is the basis of the next action of the team. The new report also stands as the team’s foundation for the formulation of plans, listing of strategies and actions, and performance evaluation.

Virtual teams also have managers and supervisors. Today’s virtual teams have high reliance on internet access to perform their activities, such as conducting researches and sending messages to other team members. This is an issue in report creation and submission as poor or absent internet will disable the virtual managers to send and receive messages or information from their superiors or subordinates. This may leave them out of track on the team’s updates.

Why Teamreporter is great in doing Reporting for Managers?

Teamreporter is a business tool that is designed to reduce the number of status meetings a business team has. It is free to use for teams with up to four team members. Signing up is not a problem as it just takes less than a minute to register an account.

Teamreporter is a helpful tool not only to managers, but also to supervisors and chief executive officers. The application gives them a bird’s eye view of what is happening in the team or the project. Team leaders will get to know who the ace players of the team are and who needs further assistance from them. As leaders, managers can give their recommendation to the team members so that they will improve and perform better.

Communication is the heart of Teamreporter, using its automated and easy to use interface. Teamreporter allows team members to send and receive messages to and from other team members with its system. Teamreporter guides the members in sending reports by sending them scheduled mails, which ask information on the team’s accomplishments, plans, and problems. It will gather the team members’ responses and based from their replies, Teamreporter will generate a summary that will be sent to the team the following day.

Teamreporter’s flexibility is also one of its remarkable features. The users can modify the questions in the application’s system. In addition, the schedule of the report e-mails can also be adjusted to the team’s workflow and work environment. Aside from that, the list of members who will receive e-mails and those who need to submit reports can be manipulated as well. Teamreporter can also be integrated to the team’s existing applications.

Overall, Teamreporter serves as a dynamic communication tool to the managers and their teams.

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