Writing Daily Reports as the First Step to Strong Team Building
Daily reports are vital for successful business management. A good team leader should understand how their team members work and how to encourage the team to reach better results. Of course, they need to know how to communicate with the team effectively, how to set proper goals, and how to create and implement plans. However, additionally, they also need to track the achieved results, as this is the only way to understand how the team copes with the tasks. For many leaders and managers, this is the tricky point of managing the team as sometimes it is hard to estimate the work, especially if several individuals are responsible for the accomplishment of the task. Here, daily reports come in handy.
Daily report: what it is and why you should write it
When it comes to daily reports, not everyone understands what it is and why it is so important for running a business. So we will start with the basic explanation and then move on to some details.
The first thing that we need to mention is that a report is a written document where all details of the tasks are noted. These details include the problem that should be solved, the people who are responsible for solving this problem, the resources required for a better solution, and the estimated time of deadlines. Additionally, a team leader must include the actual results of the work here.
A daily report is slightly different and a little bit deeper. The matter is that it includes all these details for each single day which means that a leader should note all of them every day. From one point of view, it seems a little bit annoying and way too time-consuming. The first couple of weeks, it will be difficult to understand how to write these reports regularly without missing some important information but over time, you will do it automatically.
The reasons to start writing daily reports are various. In this paragraph, we will cover only some basics, and then move to the core of the problem. So the most important reason to write daily reports is that you can estimate the results of the day. If you notice that the day passed and you’ve done nothing, you need to change something in your management. Thus, you will better understand how to set proper goals so that the team can really meet them, or maybe even how to hire some extra people and stop cooperating with those who do not share your desire to develop the business or the company.
More reasons to write reports
If this is not enough for you, we are happy to present you with some more ideas that will encourage you to write daily reports.
- Management of productivity rates
No one will deny the fact that the productivity of the employees is the most important factor that attracts the employers and the business owners. They are ready to forgive them some mistakes, lack of knowledge, and lack of experience if they see that a person is highly productive and continues to work on the tasks no matter what happens. Thus, you need to be able to estimate and manage the productivity of your team members. If you have noticed that someone from your team handles all tasks quickly and they are always one of the best in your daily reports, consider broadening their responsibilities and adding some more tasks that they will perform. On the contrary, if you see that someone never deals with the tasks and they are the problem why you cannot reach the goals of the day, perhaps, you need to revise their responsibilities or even talk to the person to find out what’s the problem.
- Team coordination
If you have ever faced the question how to distribute tasks among your team members, writing daily reports will definitely help you with that. The matter is that every single day you will see what exactly your employees do and how much time it takes them to complete the tasks. As we have mentioned in the previous passage, you will be able to understand whether you need to add tasks to a person or to give fewer tasks to someone from your team. Additionally, your daily reports will help you write achievable plans for business growth. You will also forget about the problem of missing deadlines as you will be able to set them properly.
- Clear working process
Have you ever noticed that at the end of the month it is extremely difficult to tell what you have done to reach this result? Or if you have some big problem that you need to solve, you cannot even estimate how much efforts your employees need to make. Daily reports will be of use as you will see how every small task affects the bigger goal. Perhaps, you will even notice that some issues that you’ve considered to be small actually take too much time and effort to be solved.
For how long you should write daily reports to notice the results
Of course, it will not be enough to write a couple of daily reports to enjoy the benefits of it. You need at least two weeks to get used to writing them and to create your own style that will actually show the results of your business. And you will need at least month to see how your team is dealing with the tasks and how every small achievement affects the end result. So get ready to spend some time on writing reports if you want to make them work to your advantage in the business.
Still wondering whether you really need to control the results of your team? Just remember that you are the one who needs to control them and you are the one who is responsible for the team management and goal setting. So do not waste an opportunity to strengthen your team and to show the management that you can really keep everything under control.