Each of us many times in our lives is faced with the writing and execution of various documentation. This documentation also includes a report that may be required from both the student and the employee at his/her place of study. professional activity. Therefore, it is important for everyone to know how to write a report correctly and format it. Writing reports is a fairly broad topic and includes many nuances, because reports vary in form and content. We will limit ourselves to the most popular cases, tell you how to write a report on your studies and work, and also highlight the basic requirements for any kind of reports.
How to write a report correctly? Any report must meet the following criteria:
Managers and directors often require special reports from employees on the work done. How to write a report in this case? Be guided by the form of writing and preparing reports that is accepted in your company; all the tips described above will also suit you. In addition, the following recommendations can be made for the working report:
The report does not have to be drawn up on letterhead if it is accompanied by a letter or explanatory note.
If a work report for a certain period is submitted to the boss, then a covering letter is not required in this case.
The trip report must be submitted along with all the necessary documents.
The report should be written on standard sheets(A4) and drawn up in accordance with GOST R 6.30-2003.
For a large report, you need to design a title page; for a small report, the title of the report can be indicated at the top of the first sheet. First you need to indicate the word “Report”, then its topic and the period for which the reporting is provided.
The working report begins with an introduction, which describes the problem, objectives and goals of the work performed. If the report is a standard document with a set frequency (for example, quarterly or monthly), then the introductory part is not needed.
How to format a report in its main part? Here you need to list and disclose all the types of work that you have completed, and you must indicate the deadlines for completing each specific task. If there are any, then you should indicate difficulties in performing the work or the reasons why the work was not completed properly, and explain why this happened.
At the end of the report there is a conclusion in which it is necessary to indicate the conclusions and evaluate the effectiveness of the work done in accordance with the assigned tasks.
A work report is not just a piece of paper, it is an important document that can seriously affect your career, so take its writing and design seriously.
Another type of report is student reports, the most popular among them is the practice report, so let's talk about how to write it correctly.
The internship report is an important document confirming the student’s successful completion of the internship. The final grade for the internship, which will go towards the diploma, will depend on this report, so you need to take its writing and formatting seriously.
How to write a practice report, where to start? In the practice report, it is imperative to properly format the title page. Surely in yours educational institution There are templates for designing title pages; you can use the most suitable one and design your title page using its example. The title page must indicate your last name, first name and patronymic, the company where you completed your internship, and the period of internship (from what date to what date).
The internship report begins with a description of the enterprise where you worked. Indicate the basic necessary data - what is the name of the company, what does it do, what are its main characteristics (how long has it existed, how big is the company, etc.).
If the internship was completely introductory and you did not take an active part in the work, then it will be enough to indicate basic information about the enterprise. The situation is different with industrial practice - most of the report should contain information about your practical activities and its results.
Next, you should indicate your goals and objectives (this will benefit you). A goal is what you want to achieve from practice; describe the goal specifically and accurately; you can specify different goals. For example, gain new knowledge related to the profession, consolidate and learn to apply theoretical knowledge in practice, etc. Objectives are ways to achieve goals. For example, a systematic visit to the enterprise where the student is doing an internship and a careful study of its work; conversations on professional topics with company employees; performance various types work on instructions from the boss, etc.
The next important and basic point that should be described in detail is all the types of activities that you were involved in in practice. Many teachers advise their students to write down all their activities in the report, even if it was a very short call to a client or a very light work assignment. One of the most convenient forms of writing this part of the report is as follows: first - full date(mark all the days of practice in order), then - what the student did on each day of practice, and after - a micro-conclusion (what the student learned, what experience the student gained). You can not draw a conclusion from each entry, but draw it up at the end, entering all the necessary information there. Your main goal in this part of the work is to fully and competently talk about what you did in practice, what kind of work you had. You can also note the difficulties you encountered and indicate possible reasons their appearance or focus on what you liked most in practice and explain why.
The final part of the report on student practice is the conclusion. It is by the conclusions in the report that teachers will judge how well you mastered the profession, what you were able to learn, and how much you were able to apply your knowledge in practice. Please pay attention Special attention drawing up conclusions. Clearly and in order (you can use a list) to state everything new that you have learned and mastered in practice. In any case, write honestly, there is no need to invent something that does not exist; an experienced teacher will notice artificiality. Let it be a simple and honest story, but detailed and detailed.
As for the design of the report, it must comply with norms and standards. You can ask your department about which one, they will probably tell you. Well, in general, the font should be simple (Times New Roman), size – 12 points, line spacing – 1.5. A clear division into parts, chapters, paragraphs and lists, if necessary, is encouraged. The report must be readable and meaningful.
Now you know how to write a report on work or educational practice. We have outlined all the basic requirements for this kind of reports, we hope that our advice will help you.
The activities of any organization or company always involve reporting. Even if the company is completely independent and does not have higher management, a report on the activities of such a company is necessary for the management of the company itself to assess the effectiveness of work over a certain period, to build further prospects for the development of the campaign.
Writing a report, like writing a business letter, seems like a simple question... but where can difficulties arise?
Usually, those who do it for the first time have difficulties in how to draw up a report on the work done. Having compiled such a report once or twice, and adjusted it according to the comments received, the specialist compiling it no longer experiences any particular difficulties in drawing up the next one.
Compiling a progress report for the first time, and doing it correctly, is not as easy a task as it seems at first glance.
The simplest one in terms of execution is an accounting report. It can be large in volume and time-consuming to compile, requires precision and accuracy in its compilation, and yet it is somewhat easier to compile than a text report on the work done. When preparing an accounting report, there is usually a strictly defined form of reporting, expressed in various tables.
You need to fill out these tables with digital indicators of the organization’s activities, and that’s it. Of course, all indicators must be reliable and combined with each other, but it is still easier to calculate and insert numbers into the appropriate columns than to compile a text report on the work done, when you need to describe all aspects of the organization’s activities in words.
Sometimes when preparing an accounting report, it requires an explanatory note. It is usually not large in volume and some numbers are explained in it. For example, why some indicators have decreased, what caused the increase in other indicators, what is the general trend towards growth and development, according to the report figures.
Compiling a daily or weekly progress report is rarely difficult. Typically, they consist of several digital indicators that reflect the main activities of the organization. The volume of monthly progress reports is larger, but also mainly expressed in numbers. And quarterly, semi-annual and annual, most often, involve text versions of reports on the work done.
Compiling a report in numbers is a responsible task, but easier than compiling a competent, qualified text report on the work done. Compiling a report in text form is a kind of creativity.
It should reflect the activities of a department or the entire organization as a whole, it should be written in document language, but easy to read, it should not contain unnecessary “water”, the text should be supported by numbers, it should reflect a comparison with the previous indicators the reporting period or indicators of the same period last year, and it should end with some conclusions.
Drawing up a report on the activities of the entire organization as a whole, the work of all its departments and divisions is usually assigned to the head of the organization. The general practice of providing reports suggests that a higher authority sends to the organization that must provide a report on the work done, the structure of the upcoming report, which indicates what specifically needs to be covered in the report on the work done, what numbers, indicators and areas of activity should be reflected in the upcoming report .
The head of the organization introduces the departments to the structure of the report of each department, and each department draws up its own report on the work done. The manager checks all reports, if necessary, corrects them, and generates a general report on the organization’s activities.
And although drawing up a report on the work done is a creative process, and it must reflect all aspects of the organization’s activities, it is still a document, and not an essay on a specific topic, it must meet all the requirements of a business document. Therefore, the progress report should not contain any sentences with personal pronouns, for example, “I said, they did, we achieved” and the like. Here small example, what vocabulary should exist in the text of the report:
“The number of sales in the technology department for the 2nd quarter of 2014 was 205,000, which amounted to 27% of the total number of sales. This is 10% more than the number of sales for the corresponding period last year. Sales in the technology department for the 2nd quarter increased by 7% compared to the same figure for the 1st quarter. This increase in sales level occurred due to the expansion of the sales market (creation of new sales points, intensification of the work of agents).”
You cannot insert into the report on the work done, when talking about improving some indicators, sentences such as “thanks to the hard work of the manager, thanks to the improvement of the team’s work.” Firstly, this is an incorrect style of drawing up a business document, and secondly, such proposals do not reflect the true reason for increasing the level of indicators. What, before the manager did not work hard, but somehow? The team worked poorly before this reporting period, and then for some reason began to work well?
When drawing up a report on the work done, you can insert a description of some things into the relevant sections of the report. specific activities, promotions, presentations that contributed to improving work and increasing performance.
So, what sections should a text report on the work done contain, if a specific report structure is not attached to its preparation?
The structure of the progress report may have some other options related to the specifics of the organization’s activities, but it must contain the following data:
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In business practice, reporting of subordinates to the manager is widely used, because this helps maintain the competitiveness of the company due to the individual qualities of individual employees. Let's consider how to correctly write a report on the work done, what types of reports there are and which ones have to be written by people of different professions.
Each enterprise has its own level of reporting, which depends on the specifics of the organization, the number of employees, the size of the enterprise and many other factors.
For example, the preparation of a report for employees in a kindergarten is intended for the end of the year, since the document highlights the results of the education and upbringing of children for the entire school year.
Kindergarten, like other municipal educational organizations, focused on training programs provided by the Federal State educational standard(FSES).
Therefore, the employee kindergarten First of all, you should indicate in your report the characteristics of groups of children, development programs (in accordance with the standard), educational achievements and future prospects.
A report on the work done in another municipal institution, for example, in a cultural center, can be compiled by an employee for an annual period of work, for a quarter, a month, and even for a separate event. In it, the employee indicates a detailed description of the institution, which will determine the subsequent content of the report, describes the success of the organization and focus on future activities.
The document can be drawn up by the employee in free form in compliance with the minimum formatting requirements. However, the preparation of any document should be approached as responsibly as possible, since some enterprises require a strict form of accountability to comply with accounting regulations. It is best to use a template when writing a report.
For example, a report from an employee of the Veterans Council (voluntary public association), first of all, should include information about the organization and number of members of the association (it is advisable to indicate the merits of veterans, uniting them in large groups).
After the introductory part there is a description of the work that was carried out during the specified period and the names of the officials responsible for organizing and conducting the events.
At the end we should talk about achievements achieved and draw a general conclusion.
When drawing up reports, we must not forget that in any reports on the work done, attention is paid not only to the positive aspects of the activity, but also to the negative ones. This is due to the fact that knowledge of the failures of the organization or individual employees and the search for a way to solve problems will help to adjust the activities of the institution, making its work more effective.
There are 4 types of reports by time period:
For daily reporting, the best format is a table or form with fill-in-the-blank fields.
The fewer of these fields, the better, because filling out the same document every day can take a lot of time from employees, and not all employees have this opportunity.
This type of reporting is in demand for professions that require the implementation of a daily plan (salesperson, cashier, loader, carrier, manager, etc.).
If the enterprise provides for weekly reporting by an official, then in this case the document needs more detailed elaboration, since the size of the report directly depends on the duration of the period of work.
In this case, the system of filling out small forms loses its meaning.
When an employee compiles a report on the work performed, more attention should be paid to each stage, because a report for a week or a month must contain all the nuances of work necessary to analyze the activities of the enterprise and each employee individually.
This form of compilation is suitable for builders, accountants, managers, etc.
Annual and quarterly reporting, unlike weekly reporting, does not imply analysis of each step. The annual report aims to fulfill general analysis the work done. The document compares the result and the plan, and puts forward proposals on how to improve labor efficiency.
This type of reporting is intended primarily for employees of educational institutions. For example, educators are required to prepare a report on the work done for the year in middle group in accordance with the training plan. However, annual reporting exists for all types of enterprises, as this contributes to business development.
An employee of a preschool educational institution interacting with children draws up a finished report in which he sums up the results school year and conducts an analysis of children’s mastery of the Federal State Educational Standards program. Plan for the teacher's report on the work done:
For deputies, the content of the report on the work done depends, first of all, on the focus of the State Duma employee’s activities.
In accordance with this, the composition of the information that the document contains is formed, and its volume, accordingly, depends on the type of report. The report can be prepared in any form. The general content of the annual or quarterly report of a deputy includes the following items:
For professions such as artistic or musical director, reporting can be of a very different nature, since it depends on the organization in which the employee works. If it's government educational institution, then the reports will be predominantly annual or quarterly. If a temporary employment contract was concluded with an employee, then most likely the employer will require him to provide a report for one event or weekly reporting with approximate content:
For office professions, such as a secretary or accountant, most often managers provide for weekly, quarterly and sometimes daily reporting due to the complexity of implementation job responsibilities. When writing a report, you must be guided by job descriptions, which are compiled by the employer. If there are no instructions, then a list of job responsibilities can be found in employment contract. The document should indicate the amount of work performed and offer several options for rationalizing working conditions.
For people holding positions such as HR manager, the daily reporting format is suitable, because... this profession involves the implementation of a daily plan drawn up directly by superiors. As a reporting form, you should select a form with fillable fields indicating:
The report of an employee associated with the medical field (head nurse, doctor, head of department, etc.) is most often quarterly or annual and has a formal meaning with approximate content:
The document is often drawn up in free form, with the exception of those points where tabular data is required.
Feb 1, 2018 zakonadmnin
A report on the work done will allow the manager to evaluate the quality and speed of the secretary’s work. The article contains samples of reports on the work done. use step by step instructions to correctly compose a report.
The manager sets a task, the employee completes it - this is the essence of the labor process. The fact of completing a task is recorded in the form of a report on the work done. Each employee periodically draws up such a document. The frequency of reports and their form depend on internal rules companies.
Who needs a progress report and why?
The leader needs him. This document allows you to evaluate the quality and speed of task completion by an employee. Reporting documents of all employees make it possible to draw up big picture company operations and facilitate tactical and strategic planning.
The employee himself needs the report. Firstly, a well-written final document helps to present the results of your work favorably to management. Secondly, the report - useful tool self-control. At the end of the reporting period, you see your successes and failures. This will show you the directions in which you need to develop.
There is no single standard template for a report on the work done. The document is drawn up in free form. It depends on the nature of the tasks performed.
The disadvantage of free form is that many workers do not know how to write a progress report. This is not taught in school and is rarely taught in university. An employee will not receive an adequate assessment of his work if he does not have the skills to competently write a report.
You cannot force employees to write truthful reports, but you can teach them to competently present their successes and achievements. There are no difficulties in drawing up a reporting document. You need to avoid the mistakes that many people make.
Let's look at a sample of an incorrectly compiled report on the work done for the week and look at typical mistakes.
Bad option
The following was done:
- letters were written to the tax and labor inspection;
- preparations have been made for a meeting with representatives of HR-consulting LLC (invitations have been sent out, necessary materials, a draft agenda for the meeting has been prepared);
- responses to requests from the labor inspectorate and a number of clients were compiled;
- took part in a conference on problems of optimizing the use of working time.
Date of compilation: 04/27/218.
Signature: Petrova A.S.
After reading such a document, the manager will get the impression that the secretary is not very busy with work. In addition, the text is difficult to read.
The main mistake of the document reviewed is the lack of a clear structure. What elements are missing?
The set of structure elements depends on the length of the reporting period. A daily or weekly progress report does not need to contain analysis and suggestions, but a monthly progress report or annual report document should have these elements.
Suitable option
Let's look at an example of how it was necessary to compile a report on the work done.
Weekly progress report: sample
To: Head of LLC "Communicative Technologies" Smirnov Yu.P.
From the secretary of Communication Technologies LLC Petrova A.S.
Type of document: report on the work done for the period from 04/23/2018 to 04/27/2018For the reporting week, I had the following tasks:
- prepare letters: to the tax inspectorate about clarification of the tax payment and to the labor inspectorate on the complaint of P.P. Smirnov;
- prepare information support for the meeting with HR Consulting LLC, send out invitations to participants, prepare a draft meeting program;
- take part in a conference on the problems of optimizing the use of working time, prepare questions and suggestions.
All assigned tasks were completed, namely:
- letters to the tax and labor inspectorates have been prepared and sent;
- Information materials for the meeting with HR Consulting LLC have been prepared, invitations have been sent out, and a draft meeting program has been drawn up.
- took part in the conference, a memo with proposals is attached to the report.
In addition, work was carried out with incoming documentation, namely:
- prepared and sent two responses to requests from the labor inspectorate;
- responses were given to written requests from gr. Semenova A.A., Kuznetsova V.N. and Moskalenko R.A.
For the period from 04/30/2018 to 05/05/2018, participation in the training for secretaries “Basics of time management and self-organization” is planned, dedicated to the basics scheduling in the work of a secretary.
Date of compilation: 04/27/218.
Signature: Petrova A.S.
If there are no other requirements, a report on the work done is drawn up in accordance with GOST 7.32-2001. GOST regulates the basic requirements for the preparation of a reporting document. It contains standards that determine the formatting method, font type and size, spacing, margin size, etc. An expert from the Secretary's Handbook magazine will tell you how to create a report using the Sway service
What might be the writing requirements?
Since there are no standardized requirements for the preparation of a reporting document, all writing requirements are related to improving the perception of the text and increasing its readability. For this:
A report on the work done is sometimes prepared in the form of a table:
Rice. 1. Progress report table: sample
- Make a rough outline of the document. A report for a short period should not take more than 1–2 pages. If you report regularly, prepare an electronic document template for each case:
- sample daily progress report;
- sample weekly progress report;
- sample report on the work done for the month, etc.
You will simply enter current data into the template and print it.
- Make a list of your tasks. If there are many tasks, group them into semantic blocks.
- List the tools and resources that were used during the completion of tasks (additional manpower, financial costs, travel, materials, etc.)
- Present the results of your work. Describe how they meet the objectives. If the task is not completed, explain the reason. Give your assessment of the situation. Draw conclusions.
- Formulate goals and objectives for the next reporting period.
- Insert tables, graphs and diagrams into the text. Often the manager skims through the reporting document. Try to make the table or graph provide an opportunity to evaluate your work.
- Carefully re-read the text, pay attention to grammar and style. Highlight key facts in bold or italics. Prepare electronic variant document and a printable option. If you need to report orally or in a presentation, prepare a short version of the text in advance, including the most important points.
A report on the work done helps the manager evaluate the quality and speed of the employee's tasks, and the employee himself - see his successes and failures. The document is drawn up in free form, but there is a basic structure of the report that we recommend following: a list of assigned tasks, work results, analysis, proposals and conclusion.
In any university, during their studies, students need to undergo an internship in order to consolidate their theoretical knowledge and gain practical work skills. During the entire period of study, they undergo introductory (educational) and pre-graduation internships. Completion of the internship requires writing a report, which is accompanied by a diary and a description of the internship. To write a practice report yourself, you need to know the features of each type of practice.
Educational or introductory practice becomes the first test for students. It is taken in the 1st or 2nd year. The goal is to consolidate general theoretical knowledge acquired during the study process, as well as to obtain general ideas about the chosen specialty. During the internship, students are given the opportunity to become familiar with the work of the enterprise through lectures and excursions, as well as watch the work of employees of the specialization you have chosen.
Internship takes place in the 3rd-4th year and is the next step in mastering the profession. Trainees are given the opportunity to study the work of the enterprise from the inside under the supervision of a curator, study and analyze documentation, and collect materials.
Undergraduate practice is the final stage training. Based on the information received at the enterprise, it will be necessary. The report on pre-diploma practice is often the second chapter of the diploma and represents an analysis of the work of the enterprise.
The report on the work of the enterprise must comply with the requirements of the internship program of your university (See also:), as a rule, it contains:
- calendar plan;
- diary;
- characteristics from the place of internship
- introduction;
- main part;
- conclusion;
- bibliography;
- applications
Title page drawn up according to the model from the guidelines. The title page contains information about the name of the university, type of practice (educational, introductory, industrial, pre-graduation), topic of practice, specialty, student, supervisor, place and year of writing.
Sample title page
Calendar plan is drawn up in the form of a table and contains data on the type, timing and location of the work you perform at the enterprise. Sometimes he enters the diary.
Example of a practice report schedule
Practice diary- similar to calendar plan. The diary is the main document, along with the report, according to which the student reports on the implementation of the practice program.
The trainee notes every day what he did or studied today. Organizes everything in table form.
Example of filling out a practice diary
Characteristic from the place of industrial, educational or diploma internship must reflect data on the knowledge, skills and abilities of the trainee. About the level of his professional training, personal qualities, as well as about the work and assignments that the student performed during his visit to the enterprise. And, of course, the recommended rating.
The student must receive a reference letter from his supervisor and attach it to the report. But in practice, the leader shifts this responsibility to the student.
Sample characteristics from the place of internship
Sample contents of an internship report
Introduction contains:
Introduction example
Main part divided into chapters. Contains theoretical and practical parts. The practical part describes the structure and activities of the enterprise. Analysis is underway. Positive and negative sides in the work of an enterprise or institution. All calculations, graphs and tables are provided.
Conclusion written based on the material studied. Contains answers to the problems posed in the introduction. Includes all findings obtained in the main part. You can enable rating own work and give recommendations for improving the activities of the enterprise.
Sample conclusion of a practice report
Bibliography contains all the sources used in writing the work, including those indicated in. according to methodological instructions or GOST. It can include the names of documents received from the enterprise, as well as regulatory literature and Internet sources.
Applications include any data that can be referred to when writing a work in the text of the work. This can be reporting, the organizational structure of the enterprise, extracts from legislation, questionnaires, drawings, diagrams, tables. All documents that you found at the enterprise and that were useful for writing the reporting work.
Writing a practice report on your own is very interesting and informative. But if you have difficulties with writing or you were unable to complete an internship at a company, you can always turn to our specialists for help and receive qualified advice.
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