A Weekly Status Report form is a document used to track the development of a project and the weekly performance of a member or team. It contains the summary of work or projects performed in a week and the roadblocks encountered during the process.
A manager-friendly tool like the Weekly Status Report form helps build a synergistic flow in the workplace. Managers can evaluate team performance and identify the strengths and weaknesses of each member from time to time. They can also provide solutions if there are issues and other sentiments on a specific project.
WEEKLY STATUS REPORT
Enter the name of the receiver.
Enter the name of the sender.
Enter the subject of the Weekly Status Report form.
Enter the performance period of the Weekly Status Report form.
Enter the specific tasks or projects that highlight your best work.
ACTIVITIES COMPLETED THIS WEEK
Enter the activities completed in the given period.
Enter the deliverables completed in the given period.
ACTIVITIES IN PROCESS
Enter the activities that are in process.
Enter the following actions needed after the completion of the ongoing activities.
Enter the due date of the ongoing activities and the following ones.
ACTIVITIES TO BE STARTED NEXT WEEK
Enter the activities scheduled for the following week.
LONG TERM PROJECTS
Enter the long-term projects.
ISSUES FOR IMMEDIATE ATTENTION
Enter the issues encountered in doing the project that requires immediate attention.
KEY TEAM INTERDEPENDENCIES
Enter the team interdependencies.
What is the purpose of a Weekly Status Report form?
The primary purpose of a Weekly Status Report form is to provide a breakdown of the project execution, its improvements and roadblocks, and the team or member's performance in a particular week.
With it, managers may evaluate the performance of each member and derive informed decisions for necessary actions for further improvement. It is useful in making informed decisions on what particular projects or responsibilities will develop the performance of each member based on their Weekly Status Report form.
What is a deliverable?
Deliverable, also known as capability, is any tangible and intangible goods or services required to finish a project. They are bound to be completed in a specific period for the team to accomplish their goals.
Members must have an in-depth understanding of the constructed deliverables to perform and deliver tasks efficiently. This way, there is a cross-functional collaboration within the team where each member has a clear vision about the objectives to achieve success.
What are the types of deliverables?
The two types of deliverables are internal and external.
An internal deliverable is a capability that projects internally generate. Some examples of an internal deliverable are training and project management to help a team profoundly understand their job. It means that this type of deliverable works internally, enhancing the products or services presented to the clients or end-users.
On the other hand, an external deliverable is a project or final product delivered to the users, such as design files and concept presentations.
What is team interdependence?
Interdependence is the mutual dependence between people or things. There is a great deal of interdependence between a team where managers and members rely on one another to achieve a common goal.
Practicing interdependence in a team improves the relationship of the different departments of a business and boosts success in a project. It also shows how each team member's performance affects one another. The idea of interdependence in the workplace is to work within oneself and in a team.
What are the types of interdependence?
There are three types of interdependence.
- Pooled Interdependence. Pooled interdependence is the most open type among the three. It allows members to perform individual tasks at their own pace as long as they meet their deadlines. If one of the members fails to finish his or her tasks within the deadline, it may compromise team performance and project goals. This type of interdependence encourages members to work independently yet still share the responsibility in reaching the team's goal.
- Sequential Interdependence. Sequential interdependence refers to a team relying on each other for the flow of information, activities, and decisions to finish a project. It occurs when one department must accomplish something before another department can do its job.
- Reciprocal Interdependence. Reciprocal interdependence is the highest and most complex type among the three. It exists as a two-way cycle that makes all members highly responsible for accomplishing tasks and goals.
How does a weekly status report benefit a team?
The following are some of the benefits of both team leaders and members from weekly status updates.
- Managers become better team leaders. Managers become better team leaders because they can weekly monitor the team performance using a Weekly Status Report form. It exposes the roadblocks in doing projects, such as situations where members may require assistance. Weekly status updates allow managers to correct mistakes, mentor, and provide feedback immediately. Managers may appear more trusted as they can manage the team better by effectively solving conflicts to prevent massive effects on the company. It also helps establish open communication, which makes members feel heard and validated.
- The team becomes more engaged. Collaborative communication is the key to increase the level of engagement and productivity of the team. Doing weekly reports keeps both the manager and the member posted about the team's short-term and long-term goals in a project. It informs the team as to what necessary steps to take and how they contribute to the project. A weekly report also gives insights into the challenges of the team members and the actions taken to resolve them.
- Members tend to be more efficient and happier in doing their tasks. The Weekly Status Report form enables the members to express their sentiments regarding the activities or the project itself. In events where members are not sufficiently familiar with their tasks and the project's goal, managers can immediately resolve these issues by helping and encouraging them. Resolving the issues keeps a salubrious pace where both managers and team members are productive and satisfied. Moreover, managers addressing the sentiments make members feel heard and valued. Hence, they are more empowered to do their tasks and be efficient.
How to send a Weekly Status Report to a manager?
You may send your Weekly Status Report to your manager in different ways. However, it depends on his or her preference.
Here are different ways you can send a Weekly Status Report to your manager.
- Email — If your manager is comfortable with electronic reports, you may send your Weekly Status Report via email. You may attach relevant documents to prove your work, such as snapshots, screenshots, or scanned copies of reports or projects.
- Face-to-face meeting — If possible, and if you are not too busy, meet with your manager in person to discuss your Weekly Status Report. It is a simple way of presenting information because it is easier for both parties to ask questions and clarify details.
- Telephone — If you cannot meet with your manager in person, send a quick report to him or her via phone and discuss it later on during a one-on-one meeting. Discussing the report after sending it through this method is okay because there will be no distractions from other meetings that might happen when you meet face-to-face.
- Email with hard evidence — You may also send your Weekly Status Report via email or through a group email to several team members, clients, or managers by attaching relevant documents to it. However, be sure to keep the report concise and without too many details that can bog down its readability. It is also best to keep the documents attached to a minimum because too many attachments may slow down the email.
Whichever of these methods you choose, you should aim to send it to your manager on or before Friday morning. This way, your manager can discuss it on Friday afternoon and make changes if needed before sending it to the higher-ups.
How frequently do you send a Weekly Status Report?
Your Weekly Status Report should be sent on or before each week — more specifically, every Friday morning since most agencies and companies release their reports every Monday. It is best to send your report on Friday instead of any other day of the week because it gives you enough time to prepare for the following week’s Weekly Status Report.
Also, if it is not possible to send your Weekly Status Report every Friday, be sure to send it as frequently as possible within the same month. Aim to send it at least once every other week.
How long should a Weekly Status Report be?
A typical Weekly Status Report can be composed of two to five pages in length. However, you may make it longer if needed, especially if you have many deliverables, projects, and action items to list. Do not hesitate to ask your manager for his or her preferred length of time to maximize your report’s readability.
What is an effective Weekly Status Report?
For your Weekly Status Report to be effective, you should list all the work done and projects completed for the week. You may also include potential risks and issues if they came up during that same period. Lastly, attach any relevant documents or images to prove your claims and provide more information about them.
How to automate a Weekly Status Report?
You may use a project management solution to automate your Weekly Status Report. You may also create a template for it and then send it as an attachment. However, you must make sure that the template is simple and easy to read because most recipients will glance through them without reading every word of your report.
Include daily activity updates from team members and post them on your company intranet. It will allow other employees to keep up with their fellow team members' project updates and tasks.
Is it important to include the number of hours spent on each activity?
No, it is not necessary to include the number of hours spent on each activity in your Weekly Status Report. However, if they are relevant and critical tasks for that specific period, you may mention them as well as the time spent on those weekly tasks. It helps you keep track of the status of those activities and makes it easier for you to discuss them with your manager.
What are the benefits of a Weekly Status Report?
A Weekly Status Report allows you to communicate effectively with your manager, clients, or higher-ups about your updates. Furthermore, it helps you keep track of what has been accomplished for that period and prevents you from forgetting tasks or activities. It is also a great way to receive constructive feedback from your manager if needed.
A Weekly Status Report may also help you keep track of future activities that you need to accomplish. You may then use your Weekly Status Report as a reference when planning the next week’s schedule and tasks to complete. It allows you to get more work done within a shorter period of time because you already have an idea where your work will be going next.
You may also list the roadblocks you have encountered doing a certain project in your Weekly Status Report so you can go over them with your supervisor. It is not only a great way to ask for help or guidance, but it also allows managers to come up with ideas on how to handle certain issues that may arise later on.
Is there a preferred length for a Weekly Status Report?
The length of weekly status reports does not have to be set in stone, and you can alter them depending on the amount of information you need to convey. Typically, your manager will inform you when it comes time to create or send your weekly status report, but they are generally about two to five pages in length.
When should I send my Weekly Status Report?
You can send your Weekly Status Report any time of the day it is most convenient for you, as long as it happens before Friday lunchtime. The reason for this is because your manager and clients may be busy during that hour. If you have any accounts or clients located across multiple time zones from where you work, consider sending your Weekly Status Report early in the morning so it is there by the time they start their day.
What are the elements of a Weekly Status Report?
There are three elements to a Weekly Status Report — work completed, projects in progress, and potential risks and issues. It is important to include them all because the first two tell your manager what you have accomplished or contributed for that week while the third one predicts possible problems or concerns that may arise next week.
If there are any roadblocks, make sure to include them as well. It is also a great idea to mention if there is anything your client or manager may need to do regarding the project. Make sure they are relevant to your role. Also, try not to write too many words. The point of a Weekly Status Report is to quickly give your manager an overview of what you have been doing, so it should be easy for them to read and understand within the given time frame.
Let your manager know in your Weekly Status Report if there are any concerns or questions you have. You may also mention your plans for the next week to let him or her know that you have everything under control.
What if I did not complete my tasks for the week? Do I create a Weekly Status Report?
Be honest about it. It is not easy to convey bad news, but you must be upfront and tell your manager that you did not accomplish certain tasks or activities during that week. You may then state why those tasks were not completed on time. Your manager will understand if you have a valid reason for not completing your milestones.
You must create a Weekly Status Report even if you did not complete your tasks, so no important information is left out. You may include the tasks that were completed in your Weekly Status Report and the priorities to make up for the ones that were not finished.
Do I explain every task or activity I completed during the previous week in a Weekly Status Report?
No, you should only include the tasks or activities that are relevant to your role. For example, if you are in sales, it is irrelevant to list what you did on a marketing project. Your Weekly Status Report will be more effective if it only contains information relevant to where you work and your responsibilities.
What do I say in my Weekly Status Report if a task or activity is going to take longer than expected?
If you know that a certain task will require more time and effort to complete, it is best to mention it in your Weekly Status Report. Your manager may allow you extra time for that particular task, or he or she may review your timeline and adjust accordingly with you. If you think there is a possibility that a task may take longer than you initially thought, then it is best to mention it as well.
Your Weekly Status Report should not include any negative or demoralizing comments. Even if your manager adjusts the timeline and tasks for your role, keep your Weekly Status Reports positive and upbeat. You can always discuss concerns or problems with him or her in person.
Is a Weekly Progress Report the same as a Weekly Status Report?
No, a Weekly Status Report and a Weekly Progress Report are not the same. A Weekly Progress Report focuses on your project and how it is going. While a Weekly Status Report only includes the tasks or activities you completed in your area of responsibility during that week.
A Weekly Progress Report is a regular update that includes milestones accomplished, roadblocks or issues that have been resolved, and work completed. A Weekly Status Report only contains the tasks or activities you have accomplished for the week from your area of responsibility.
Is it good practice to write a Weekly Status Report even if there are no changes in my project?
Yes, you should still write a Weekly Status Report even if the project remains the same as last week. Your manager will appreciate knowing that you have everything under control and that nothing has changed or been added to your project.
Also, your Weekly Status Report is a way to let you discuss any problems or concerns you may have. You could even mention the tasks completed last week and what will be done next week to keep everything on track. You may also include any changes in the project in your Weekly Status Report if they occurred during the previous week. Your manager will be happy to know that your project is still moving forward.
Why is a Weekly Status Report important?
Your manager will be able to track the work occurring in your area of responsibility. It is also a way to let him or her know if anything is off course, if you are having any problems, or when tasks will be completed. This weekly update on the status of your project keeps it running smoothly and ensures that no deadlines are missed.
What is the meaning of a status report?
A status report is a formal document in which an organization reports its current and historical standing in relation to various criteria. Status reports can be about many topics from activities, projects, performance statistics, risks, and many more.
Is a Weekly Written Report the same as a Weekly Status Report?
No, a Weekly Written Report and a Weekly Status Report are not the same. A Weekly Written Report contains information about the activities that took place in your organization. While a Weekly Status Report only includes tasks or activities you completed in your area of responsibility during that week.
What are the advantages of a Weekly Status Report?
A Weekly Status Report can be beneficial to you as an employee, your manager, team, and company or organization.
You will be able to let your manager know the progress of your project, how it is going, and any changes that may need to be made. You can also discuss any problems or concerns you may have and ask for assistance.
Your manager can monitor and manage what is happening in your department and inform upper management of any potential problems. He or she can also highlight what is going well and provide updates on any projects that are behind schedule.
Your team will appreciate the weekly update on how your department is performing, project progress, and readiness for upcoming milestones or events. Your Weekly Status Reports can serve as a rallying point for the team, so everyone knows what is expected of them and how they are performing.
Consistently writing a Weekly Status Report can help your company or organization in the long run. It provides organization-wide updates on the current status of projects, milestones, and upcoming deadlines.
What are the disadvantages of a Weekly Status Report?
There really are not many downsides to writing a Weekly Status Report. It does take some time and energy, but it is well worth the effort.
The only way a Weekly Status Report will be a disadvantage is if your manager or team does not want to receive them. If this is the case, it will be best if you simply avoid writing one until they change their mind and allow you to send them weekly updates again.
How do you ensure that a Weekly Status Report contains all relevant information?
When writing a Weekly Status Report, you need to ensure that all the necessary information is included. It means not only reporting your activities but reporting what tasks were completed, how they went, and anything that may have prevented the completion of any other activities. You also want to highlight any problems or complications so they can be worked through as needed.
If you see your project lagging, take the time to write a separate document and attach it as an appendix. It can be used by upper management or senior members of your team so they have more information about the status of the project. You should also include anything that may affect other departments or upcoming deadlines.
If you are not sure if a certain item should be included, ask your manager. He or she can help you make a final decision of what is important and relevant for your weekly report.
What are some tips that ensure a Weekly Status Report is written correctly?
While there is no perfect way to write a Weekly Status Report, there are some general guidelines that can help you when you are in the process of doing so.
First, ensure that your weekly status reports are brief and succinct. They should contain just enough information for your manager or team to have an idea of what was done during the week, what is planned for the next week, and any issues that need immediate assistance. They should not contain every detail of your project because that can quickly become overwhelming to your manager or team if they are inundated with unnecessary information.
Second, prioritize the items you include in your weekly status reports. If you are having trouble deciding how important an item is, ask your manager or team to help you. They will be able to give you advice on the most relevant information to include in your Weekly Status Report.
Finally, make sure you deliver your weekly status report on time each week. It is not acceptable to miss deadlines for this type of communication, so do your best to avoid that circumstance completely. If there are ever any issues preventing you from meeting the deadline, contact your manager or team immediately and provide an explanation as to why you missed it.