This week our discussion has been focused on the importance of writing and presenting company reports. Typically these are developed to help a firm monitor their systems, programs, and provide insights if a particular area of the organization is not functioning at its maximum potential. In his book, Organizational Behavior, Donald Baack (2012) states that a report should be designed with the idea that it will answer any questions or concerns that the recipient of the reports might have, that the use of visual aids must be easy to follow (Baack, 2012). For example, a person that is hired to work as a trainer, would be responsible for providing a weekly report of the progress that the trainees are making in their classroom.
One staffer that is employed as a payroll specialist trainer for instance, uses a table chart as a visual aid in the reporting process for effectiveness. At the top of the table chart, for example, he provides a list of 12 weekly tasks that must be completed, evaluated, and graded by the trainer on a regular basis. The purpose of the report is to give the trainee an overall visual look at their weekly progress as well as provide an overview of the tasks that still require completion. This helps provide a quick visual enabling each party concerned to detect what remains to be completed for that trainee to become eligible for the assignment of a new task. Each task that requires completion is a key tool that the trainee will be using the field. So if a particular task has a score of 70% or lower, for instance, it would indicate to the trainer that more emphasis could be put on that particular subject matter.
The payroll specialist trainer in this instance, uses visual aids in reports for the purpose of providing the trainee a clear understanding of their strengths and weaknesses so that managers can help that staff member focus on areas where they require additional training. This reporting strategy enables the data to be easily transmitted, comprehended, and reviewed by both the trainee and trainer at any given time. The bottom line is that there are effective ways to provide reports with or without visual aids as part of the presetation. It is up to each company leader and staff member to decide the most cost and time effective way to produce them.
Well that wraps up our discussion on reports and presentations this week. Have an awesome weekend everyone … and stay organized!
You can’t have a healthy society unless you have healthy companies that are making a profit, that are employing people and that are growing. – Michael Porter
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Baack, D. (2012). Organizational Behavior. San Diego, CA: Bridgepoint Education, Inc