How to Make Monthly Reports in Editable PDF?
In a successful business organization, all the departments, HR, operations, marketing, must be working side by side with the common goal of advancing the company. Thus, monthly reports are drafted to make sure that everyone is doing their part. These monthly status reports include the current projects and tasks of a group and the achievements within a particular month. These can also serve as a reminder for every one of the management's goals. The presentation of the reports also serves as an avenue to take accountability for work setbacks and delays.
1. Present Accomplishments
It is only natural to start on the right foot. In drafting your group's monthly report, start with listing down all your accomplishments for that month. You may include finishing projects before the expected deadline and accomplishing tasks that were for the following months. Successes do not only measure to completed tasks and projects. These can also include spending less than the budget and hiring new credible members of the team.
2. Establish Goals for the Next Months
Goals are driving forces of the team to continue doing good. The current performance of the group is a significant factor in drafting future goals for the upcoming month. Doing so leads to having more realistic and time-bound goals. Additionally, these goals should also be easy to understand to avoid miscommunication within the team. Ultimately, these should also be measurable to determine quickly if the goals will be achieved for the next period.
3. Bring up Problems Encountered
The report should not only focus on the positive, but it should also shed light on the problems encountered in the process of achieving the goals. Making mention of these problems will raise awareness to the executives and the other team members. Raising awareness can be the first step in completely solving the problem. You may bring up your concerns about mix-ups in financial statements, internal communication conflicts, and misunderstandings. The heads may pitch in ideas on how to solve these problems so you would not encounter more in the future.
4. Breakdown Financial and Time Allocations
As monthly reports focus more on updates on your activities and tasks. It is essential to have a breakdown of your economic activity and time allocations in specific projects. Transparency is vital when presenting these breakdowns. For the financial side, you can include the requested budget in the proposal, the expenses, and the materials bought or services availed. As for the time allocation breakdown, you can indicate the number of hours spent planning, execution, and evaluation. The easiest way to go about this is to make use of charts and tables.
5. Add Supplementary Documents if Needed
Monthly reports are usually short with one to two pages. But, it does not mean that these are not comprehensive. What makes it longer are the documents supporting the claims in the paper. You can supplement your report with diagrams of your company's social media engagement, graphs of total sales and revenue, and progress flow charts of the completed tasks. These documents can also serve as references for future use.