How to make a work report

Published on 12/03/2024

How to make a work report

Published on 12/03/2024
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How to make a work report

Do you know the types of reports that exist in the workplace and the key steps to develop them? We explain how creating a work report can help an employee grow professionally and have a general overview of their work responsibilities.

Work reports guide and optimize decision-making regarding company activities or the strategies and activities of a specific project. These documents can serve various purposes based on the company’s needs and industry.

This type of document relies on the analysis of objective data and provides guidance in creating strategies focused on continuous business improvement. Below, we explain in more detail what it involves.

What is a work report?

A work report is a document composed of data resulting from a business or work activity, also known as a labor report or results report. This document is used to evaluate the execution of a task, a set of tasks, or a project in relation to a specific goal.

Reports are always formal and objective; the information presented must be clear and supported by a legitimate source. The type of report varies according to its development objective, and here are some of the most common types of work reports:

Justification report

This report is generally created to propose an idea to executives or decision-makers. The body includes sections such as risks, costs, and benefits. An example of this report would be proposing the purchase of a machine for the workplace. To convince the decision-maker that such a machine is a necessary resource, this report must be created with a compelling argument about the benefits it would bring to the organization.

Research report

This report can present the potential risks of a specific opportunity. It is useful for executives and business leaders to anticipate any problems related to an investment or purchase. A research report can also be created to analyze a merger with another proposal.

Results report

This report is used when the company or department wants to track the results of different executed strategies and verify their compliance. This type of report shows whether guidelines, regulations, and timelines are being followed and whether money is being spent appropriately.

Profitability report

It is conducted when analyzing the results of a proposed idea. This report highlights potential issues, associated costs, and the benefits of the idea. With this report, it can be determined whether the proposal is profitable, if the timeline is feasible, and if there is a possibility of exceeding the budget or not.

Periodic report

This report helps an organization improve its products, services, processes, or policies. The report is done periodically, such as monthly or weekly, and includes information on the losses and gains of business activities. It also provides data on the efficiency of the executed strategies during the specified time period, all based on a set of previously established indicators.

Situation report

This report is created on a specific occasion to discuss a particular topic, such as information from a conference, an event, etc.

Criterion report

It is also a specific report, typically used to present various solutions, such as options for a particular situation or problem.

11 steps on how to write a work report

If you’re wondering how to properly write a work report, below you’ll find all the detailed steps:

Structure before writing

Begin with proper research and outline the sections of the document. Develop its structure and plan exactly what you want to achieve, ensuring the report’s content is clear and concise.

Check for an internal format

Verify if the company has a set format for specific work reports. Consult the company manual or inquire about any specific format that should be used. Using an established format will make your report appear more professional.

Structure the table of contents

The index page is essential for a long and complex formal report. Although this page appears at the beginning, it’s recommended to review it finally when the report is completed. Write section titles exactly as they appear throughout the report and ensure page numbers match.

State the initial objective

Every work report has a predefined objective, regardless of its type. This objective should be described concisely and clearly, showcasing what you aim to achieve with the presented information. Objectives should start with an infinitive verb, propose achievable possibilities, be clear and concrete, and focus on what you want to achieve rather than the processes or activities to achieve them.

Include a summary of the report

The initial summary outlines the main points of the work report. While beneficial for the reader, it’s not mandatory, especially for shorter reports. Although the summary is found at the beginning, it’s recommended to write it at the end, along with the table of contents, to include notes from the conclusions and recommendations section.

Write an introduction

This section details why the report is being written. The introduction should address the purpose of the report and provide background information on the topic to be discussed. Summarize the main argument as well.

Methodology

The methodology section explains the chosen research methods for creating the report, whether qualitative, quantitative, or a combination of both. It should contain a clear justification for why specific methods were chosen.

Activities undertaken

Detail everything done to achieve the obtained results. Provide proper recognition to each involved worker and outline the planned steps.

Presentation of results

In this section, present the final results of your research. Display the results logically and concretely, ensuring enough information is included to demonstrate in-depth investigation. Use titles, subtitles, and numbered sections to organize the information. Results can be presented in bullet points, tables, charts, illustrations, graphs, or infographics, as long as they are appropriate for the report.

Conclusion and recommendations

In this section, evaluate the results obtained and make recommendations for planning and implementing improvement actions. Conclude by reflecting on the topic and, if appropriate, add new objectives with measurable actions and indicators. Each objective, method, or suggestion should explain to the reader how it will impact the organization.

Bibliography and appendices

At the end of the report, list all sources used, if applicable based on the report type. This section may include publications, online articles, or books. It’s advisable to arrange sources alphabetically and label each with a letter for reference during the report reading.

Remember to review the report! After following the steps on how to write a report correctly, it’s crucial to review the result and correct any grammatical, spelling, or data errors. To avoid inaccuracies, use project management tools or measurement software, depending on the report’s context. These tools measure key indicators and provide objective results, often with automated data collection. Additionally, ensure the writing flows from one section to another, especially if multiple authors contributed to the report. We hope this post has helped you understand how to write a report, especially a work report.

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