How to make a productivity report, with examples

Published on 06/03/2024

How to make a productivity report, with examples

Published on 06/03/2024
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How to make a productivity report, with examples

Currently, we find ourselves in a scenario that highlights the challenges of business management and team performance, underscoring the need for tools that measure their productive activities and performance, translating data into results reports. Here, we’ll explain how to create a productivity report, along with examples of different types.

A productivity report is a fundamental tool for optimizing decision-making by HR managers and company executives. It facilitates the identification of improvement points and employees needing more attention, thus offering effective strategies.

To leverage the benefits of a productivity report and obtain objective data, it’s recommended that the company invest in solutions dedicated to measuring productivity that are adaptable to all existing work models. This approach helps avoid errors and subjective data.

What is a productivity report 

Essentially, it’s an informative document that measures how productive employees are within a company, based on a specific work time and clear objectives.

This report serves to communicate relevant information about employee performance. The data is guided by a series of predefined key indicators. This document can be created by the organization or by an individual worker.

It’s important to understand productivity as the efficiency indicator that relates the amount of resources used to the quantity of products, projects, or services obtained. It can also be defined as the relationship between results and the time used to achieve them.

A productivity report allows for the evaluation of different factors impacting the outcome, such as absences, overtime, team conflicts, management changes, etc.

It’s also used as a goal accompaniment and measures the performance of all workers, thereby identifying the scope of set goals, future projections, or improvement strategies, promoting optimal decision-making and ensuring more positive outcomes.

Creating a productivity report allows the company to reflect the reality experienced during the production process: how much is being produced, in how much time, and how many resources are invested. This promotes communication, competitiveness, financial precision, and consequently, increased productivity.

How to Create a Productivity Report

A productivity report can reflect both the quantity of products generated based on worker performance and the completion of projects or daily work activity.

To begin a productivity report, consider its basic elements, which will depend on the product, project, activity, or employee being analyzed. Like any report, it requires a structure composed of different stages or fundamental steps:

Initial Information for the Productivity Report:

  • Company Name
  • Name of the employee or team being analyzed
  • Report Date
  • Period: The time period being measured, from start to finish, or the current period of production, project, or work activity. Productivity can be measured weekly, monthly, bimonthly, or as preferred.
  • Introduction: The purpose of the report.
  • Initial Objectives: What is sought to be achieved, activities, productivity levels, etc.

Planning and Data Collection:

  • Product, activity, or project: What is being produced or where productive time is invested.
  • Quantities: Quantity of units produced, if it’s a product. In the case of a project, the number of measurable objectives achieved, and in the case of evaluating employee productivity, the number of hours and days of activity.
  • Time: Time invested in product production or an activity or project focused on a service.
  • Results and Observations: Once all the data is related, it’s time to identify if production was good or bad, or if the project or activity was satisfactorily completed. If measuring employee productivity, determine whether they meet the proposed activity average.

Conclusion of the Productivity Report:

  • Analysis and conclusion: Indicate the product, project, or employee, as appropriate, along with the data obtained and conclusions based on the reflected information, compared to the initially set objectives.
  • Recommendations or improvement strategies: Considering the information reflected in the previous analysis, it’s ideal to make a series of recommendations that can be strategies to improve identified weaknesses, as well as suggesting taking advantage of high productivity moments, etc.

The Best Solution for Creating a Productivity Report, with examples

To obtain a productivity report with objective data, especially in the planning and data collection stage, it’s important to have a productivity measurement system that automatically records data and reflects productive time, expected activity, and indicators that promote the achievement of a business product or project.

These types of tools even provide the possibility of downloading an organized productivity report with all the data obtained, in PDF, Excel, or other formats, to complement the final report.

WorkMeter’s productivity software, allows for exporting different types of reports focused on measuring the productivity of each employee and reports focused on measuring the time invested in projects, thanks to its project management module.

This is what a productivity report looks like, for example, for daily employee activities over a 30-day period downloaded in PDF from the WorkMeter’s performance management:

How to make a productivity report, with examples

Productivity report, for example, by project over a 30-day period, downloaded in PDF from the WorkMeter’s performance management:

How to make a productivity report, with examples

Productivity report, for example, by project and employees over a 30-day period:

How to make a productivity report, with examples

A solution that measures productivity automatically, in addition to allowing objective data, facilitates the calculation of set indicators, providing the final performance information. Process automation provides accurate data and streamlines the execution of the productivity report.

Regardless of the chosen solution, having a productivity report is fundamental to supporting the work development of a company’s employees. It’s a tool that guarantees a high level of productivity and allows for the creation of improvement strategies to offer optimal customer service.

Benefits of a Productivity Report and a Dedicated Solution

To better understand the importance of having a productivity report in a company, we present the benefits it brings:

Prevents problems and expedites solutions

The productivity report, in any area (products, projects, or employees), facilitates performance monitoring, allowing for the identification and early correction of problems impacting execution time, goal achievement, and customer satisfaction.

Facilitates goal setting

This tool simplifies team goal setting. By opting for an automated tool, managers have access to the history of each professional and each team, all in real-time. This makes defining realistic goals simpler.

Increases productivity and performance 

As mentioned previously, the productivity report is used to monitor the performance of each professional, making it possible to identify when they need help or a change in strategy. 

With a dedicated solution, the company can maintain team and employee motivation, driving increased productivity and work performance.

Provides a comprehensive view of the business

A productivity report provides a complete view of the work development of the professionals within the company, allowing for the evaluation and monitoring of activities related to the execution of products and services or a specific project. 

With a productivity measurement system, it’s possible to visualize all the information about employee and teamwork performance in real-time and automatically.

Offers a competitive advantage

The productivity report, together with other management tools, allows companies to maintain a more productive and committed environment. Streamlining work and service delivery, meeting customer needs, and driving competitiveness in the market.

In conclusion, the productivity report is a fundamental and useful tool for any company, as long as it has objective data, as it allows for detailed monitoring of activities, projects, and production within a company, boosting its performance and high level of competitiveness.

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