Overview with tools, software, best practices and alternatives
What is a Weekly Status Report?
A weekly status report is a kind of report that contains information about the status of a project or a team, which is done on a weekly basis.
Who makes Weekly Status Reports?
Weekly status reports are usually prepared and accomplished by delegated office staffs or secretaries. There are also some cases in which all members of the team are tasked to make a weekly status report.
Why do people do make Weekly Status Reports?
People make weekly status reports so as to maintain the flow of communication within the team. These reports keep everyone in the team informed about what is happening in the team or the project.
How to make a Weekly Status Report
Weekly status reports include elements such as progress, goals, and roadblocks.
Progress data include good points that have transpired within the week, such as the team’s accomplishments. Such information will keep team members boost each other’s momentum while pulling up those members that are feeling down.
Plans constitute another portion of a weekly status report. These are the things that team members intend to do to contribute success to the project. Plans allow the team to develop its course of action accordingly, as they serve as the foundation to the strategies the team will employ to meet the business objectives.
The roadblocks to the team’s success are important additions to a good weekly status report. It is important for a team to determine actual and potential problems, which can hamper the team’s accomplishments. Noting them in the weekly status report allows early identification, allowing the team to prioritize and talk about them. Moreover, the team will be able to give resolution as well as to think of appropriate measure to prevent them.
Advantages of Weekly Status Reports
Weekly status reports serve as a team management and productivity tool, which facilitates effective communication between team leaders and their members.
Team members provide information to the team about areas such as accomplishments, plans, and conflicts, on a weekly basis. This set-up allows team members to have a gist of what is happening within the team as well as to each team member. Each entry from the team members forms a big picture of the puzzle. Weekly status reports also raise the awareness of the team about their team members’ activities, which can help them, devise a plan or strategy on what to do next.
Since information is being disseminated to the members of the team on a weekly basis, the team has the opportunity to identify the team’s areas of strengths and weaknesses at an early point, allowing them to prioritize issues and solve those that require immediate intervention.
Disadvantages of making Weekly Status Reports
Weekly status reports are definitely beneficial to the team as they present information on the team status and progress on a weekly basis. However, such reports also have some cons.
One disadvantage of a weekly report is that some people see it as time-consuming. While report summaries can be presented to the team on a monthly basis, some team chooses to accomplish reports weekly. For some office staffs, writing a weekly report is an additional task, which consumes their time for other office responsibilities.
Another disadvantage of writing a weekly report is the inclusion of the same information on a weekly interval. Some reports may have an issue, which is unresolved; this has to be included in the next report on the following week.
Some office staffs fail to take note of the accomplishments, goals, and issues they had within the week. This leads to the potential of have inaccurate and incomplete report, another negative point in writing a weekly status report.
Best practices for making Weekly Status Reports
Weekly status reports provide information on the project status and progress to the team members.
Good status reports allow team members to save a lot of time if they utilized a standardized system, a template, or a location for team status and objective management.
Transparency is also essential in building high quality weekly status reports. The team can function and strategize better if they can actually perceive and discuss their thoughts on the issues reflected by the report.
Another good practice in making weekly status reports is the integration of information such as the members’ objectives as well as the business goals. These will guide the team of going to the right path in doing the project.
How Teamreporter helps at making Weekly Status Reports
Teamreporter is a software that utilizes reminder e-mails in replacement to live status meetings. It is free to use for a small group with group members and signing up just takes at least a minute.
The application sends notifications to the team members, asking for specific information about their accomplishments, plans, and problems. After it receives answers from the team members, it will generate a summary, which will be disseminated to all members.
Teamreporter can help in accomplishing weekly status reports, since it has a simple and automated interface that allows easy exchange of information among team members. Since it can suit all workflows and work environments, the sender can ask his own queries or adjust the timing of the reminder mails and reports. It can also arrange the slots for team members who will receive the reports and will be reminded to submit the updates. Additionally, Teamreporter can be integrated to existing applications used by the team.
Overall, Teamreporter facilitates communication within the team in an efficient manner as it can help team members track their progress, set their plans, and identify areas of weaknesses.
Alternatives to making Weekly Status Reports
Writing weekly status reports is an efficient way to communicate the project status and progress within the team. By accomplishing such reports, team members will also be able to identify the team’s achievements, plans, and problems.
A change in the frequency of the status reports can be considered by the team as alternatives in preparing project updates. Aside from weekly status reports, the team members can also agree to consider accomplishing daily and monthly status reports.
Writing daily status reports is a consistent way of preserving continuous communication within the team as information is being shared on a day to day basis. This allows the team members to be constantly updated about the team status and progress. Monthly status reports have a wider scope and interval as compared to daily and weekly reports. It contains necessary information about the team and the project, covering a thirty-day period.
Teams can also send status reports via e-mail. As opposed to a handwritten report, e-mailed status reports just require electricity as well as internet connectivity. Sending status reports via e-mail is simpler, faster, and more cost-effective than sending them via courier.
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