Overview with tools, software, best practices and alternatives

What is Scheduled Reporting?

Scheduled reporting is a systematic way of reporting data. It involves a specific timeframe such as daily, weekly, monthly, quarterly, and annually.

Like most reports that are done, a typical report contains information on assessment data, short and long term goals or plans, activities and strategies implemented and to be executed, as well as evaluation of outcome. It also integrates the current strong and weak points, opportunities that are open or available, and also the actual and potential conflicts.

Who does Scheduled Reporting?

People who commonly do scheduled reporting are office workers. They prepare their reports in a timely basis.

Most employees in the workplace are tasked to prepare and submit reports. The frequency of preparation and submission depends on the company’s protocol or internal operating procedures. Regardless of timing or frequency, the content of the report usually remains the same to all organizations, unless there are modifications in the workflow.

Why do people do Scheduled Reporting?

Scheduled reporting is done in order to update the team as well as the company about the status and progress of a certain project. In terms of scheduling, reports are being prepared and done in a specific interval or frequency so as to identify trends and patterns of information.

Sales, for instance, utilize strict implementation in scheduling reports since trends in sales of products should be monitored closely. Any decline in sales prompt the company to analyze and check for the reasons why it declined. This way, the firm will be able to executive an action accordingly.

Scheduled reporting also helps identify the team’s strengths and weaknesses from time to time. Being able to determine such strong and weak points enables the company to develop strategies that boost or maintain its strong areas while improving its weak areas. Application of schedules in reports will also point out recent, current, and projected conflicts in the team or in the company. By identifying existing and potential issues, the team can devise a strategic plan to resolve the issue.

How to do Scheduled Reporting

To do a scheduled reporting successfully, one should mark the timing or the schedule on a calendar. This way, missing a report will be prevented. When a particular report is not done, it might affect the trend of the team’s or company’s progress.

Most companies utilize a memo that is being posted in the office bulletin board or sent to the team members via e-mail. Providing a memo reminds team members of the report to be prepared and submitted with a specific timeframe. This way, it will be unlikely for team members to forget doing the report. Usually, there is uniformity in the interval of report generation as well as submission.

Advantages of Scheduled Reporting

Scheduled reporting facilitates strategic and systematic creation and submission of reports. Setting deadlines promote team members’ sense of urgency and more importantly, their sense of responsibility.

By having a fixed timing of submitting reports, team members will be able to yield reports consistently. In addition, reminders will be helpful for them to submit the reports on time. Reminders may involve using a calendar, a planner, or an organizer.

Applying a schedule on report submission will enable team leaders or superiors to review data on time and at once, since there will be no delay in submission. Timely reviewing of data will also allow the team to compare the reports prepared by team members. Since data are available from each report, the delegated member will be able to collect them more easily. If the reports submitted are all able trends in sales for the week, then the date from the reports will be easily collated; thus, facilitating easier and faster interpretation and analysis of data.

Disadvantages of Scheduled Reporting

Scheduled reporting is a strategy of a team or a company to solicit or collect data within a specific timeframe. However, there are some conditions that reduce it benefits.

Since reports are scheduled, team members have to follow it. They have to create and submit it within the timeframe. Health issues, such as illness, decrease a person’s function. Sickness leads to reduced up to no capacity to work for the report. If the illness becomes prolonged or long-term, then the same goes for the report.

Best practices for Scheduled Reporting

For scheduled reporting, it is best that the whole team is informed on the deadline of the report submission. Failure to inform everyone will result to some reports missing in the long run as they were unaware of the procedure.

To prevent this, reminders can be implemented. Team members may agree to devise strategies to keep themselves reminded of the report schedule. They may plot the schedule on a calendar, in a planner, or in an organizer. Also, team leaders can also post memos that their teammates can see. Reminder e-mails can be also sent so as to ensure that everyone is reminded.

How Teamreporter helps at Scheduled Reporting

Teamreporter is a web based e-mail application that utilizes structured and scheduled report mails to obtain reports from the team. It primarily solicits information on the things that have been achieved or accomplished within the day, the plans and goals for the next day, as well as actual or potential issues that may hamper the work progress.

In relation to scheduled reporting, Teamreporter notifies team members by e-mail and sends them forms asking them for their status, including their work progress, events, and conflicts. Replies from team members will be sent back to the user, informing the team’s status the following day. Moreover, team members also receive information about the team’s progress while problems will be determined early. This system will control the number of meetings the team will have.

For teams, the app enables them to monitor their progress while sharing their knowledge, problems, and challenges. Teamreporter also assists project managers get updates on the project’s status with no need to hunt down their team members for status updates. This makes it easy for them to track the project’s progress as well. Furthermore, entrepreneurs will be able to have a good grasp on their company status by collecting the most vital data easily while actual and foreseeable crises are detected early.

What are alternatives to Scheduled Reporting?

While scheduled reporting allows timely submission of reports for data collation and review, it can be said that there is no direct alternative to it. However, the possibility of missing or delayed reports can be prevented. Aside from planning and provision of reminders, team members should be diligent enough to complete their tasks. Being responsible not only makes them assets of the team and the company, but it also makes them better people.

Learn more about Teamreporter

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