Effective teamwork is a key to success for any company or organization. When each team member is motivated, when everyone understands the goals and the means to reach these goals, when everyone is focused on the result, the work becomes more efficient and pleasant for those who are involved. However, effective teamwork does not appear from nowhere. It is almost impossible to find a group of people who will work together without a proper communication for a long time. And it is by far almost impossible to find a group of people who will reach the settled results without communication and cooperation.
Team building has become an integral part of effective employee management. If the efficiency of your team decreases, team members lose concentration and have no drive to continue working, it means you failed with the team building. Fortunately, this problem is easy to prevent, however, it may be quite challenging to fix it.
- Methods for effective team building
There are multiple ways to ensure the efficiency of the team. Leaders of the groups frequently implement different exercises that are aimed to develop communication in the group. Along with these methods, they also use volunteering, physical activities, trips, professional growth activities, and even meals to unite the team.
However, there is one more method that many leaders never implement thus losing the quality of teamwork. This is writing daily reports. It takes some time to write a sufficient report. If you are short of time, it may be quite challenging. However, the results exceed all the expectations. This works even better than volunteering and spending free time together.
- What is a progress report?
First, let us analyze what is a progress report. In fact, this is an overview of what you and your team have done and achieved over a certain period of time. If we are talking about daily reports, it means that the results should be estimated daily. Progress reports help to manage productivity rates, build the understanding of who pays more effort to get the results, and whose efficiency is at zero level. These reports help to coordinate the team and organize work in such a way, so a company can reach the desired results quicker. Besides, daily reports help in creating an objective vision of the current situation.
Frequently, we do not even notice how much we have done during a day. We can estimate our results after a week, a month or even a year of hard work. Being a leader, you need to know how to distinguish small achievements and understand how they affect general result.
Progress reports make the working process more transparent. If you demonstrate to your team what each of them has done during the day, they will be able to understand when they lag behind the team, and when they drive the team to work harder. Of course, everyday results will be different from day to day, but the general overview will be quite understandable.
- How to write a progress report
To write an effective progress report, you need to understand to which aspects you should pay attention and how exactly to compel your research. You can always write that John has done that, and Jenny has achieved that, but it will not allow you to estimate the work objectively. Cleve Gibbon has developed so called PPP attitude to this problem which allows creating well-structured and useful reports that actually give the objective overview of the situation. This is Progress, Plan, and Problem approach that can actually become your guideline not only for writing a report but also for managing your job.
First, you need to define the problem a person or a team deals with during the estimated period of time. Then, you need to determine the plan of solving this problem (or ask the person or the team to determine this plan). And the last point is the results – what exactly has been achieved for the stated period.
You can combine this approach with another one that is also helpful in writing a progress report. This is Who, How, and What approach. First, you define the person who is responsible for a certain task or the person whose achievements you are going to describe. In some cases, the Who part will include several individuals or a whole team.
Now, you need to find a proper way of representing the achievements of the person or a team. You need to write it in simple words so that your employees can easily understand what you have written. Be concrete with the goals and already achieved results.
The What part includes your thoughts on what should be done and what was really done to get the result. You should be as objective in this part as possible. Of course, you may have your preferences, but you should solve all the problems and peculiarities with the team or a person responsible for achieving this goal.
- Monitor the progress
Monitoring the process of performing the task is crucially important for creating a proper progress report. If you miss something or intentionally do not include the achievements or results into the report, the team members may be disappointed that no one has noticed their work. Thus, you will not increase the engagement and will not build a strong team, but will lose the trust and confidence of your team. Celebrate the success of each team member and let them know who and how achieved the results. The best team building is when every team member inspires other team members. Share your ideas and encourage your team to share their ideas.
Of course, writing daily reports will not be enough for a sufficient work of the team. But this is the first step that will eventually lead to the results that you’ve been dreaming about. So give a try to this method, and introduce other approaches to make your team more focused on reaching the common goal.
About the Author
Richard Nolan is a writer and a private tutor, sharing his experience in spheres of writing, blogging and psychology. Richard writes for numerous blogs and gives useful tips for bloggers and students. Currently, Richard works as a general blog editor for ProWritersCenter. You can learn more about Richard on Facebook and Google+