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Weekly Status Report Template

Brief

           Teams usually use weekly status reports to summarize what has been accomplished in a previous week and to define and establish expected goals, objectives and challenges for the upcoming weeks. 

           A well-structured weekly status report can often lead to better organizational management, productivity, transparency, accountability and cohesion. Unfortunately, weekly status reports are perceived as a time waster or as a sign of micromanagement in some industries. However, when the proper processes, tools and culture are in place, it serves as a steppingstone for an organization to achieve agility. In this article, we will look at a free weekly status template on excel, a relatively simple solution that can help simplify the process and achieve better long-term visibility of a person’s and an organization’s success.

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What is the GPetrium’s Weekly Status Report Template?

           GPetrium’s Weekly Status Report Template (Weekly Status Template) is a free excel tool that facilitates the build out of a progress report. The tool is designed to track weekly progress to help drive individuals, teams and organizational success. From an individual perspective, the report that comes out of the tool can also be used to support the performance review process (refer to the following article on Performance Review), ensure clear communication with the team, and manage interested individual’s expectations. Before implementing such tool within your company, it is important to account for your team’s current needs, processes, culture, goals, and technology used.

           The tool is divided into 3 key segments, the ‘Report’, ‘Database’ and ‘Config’. The information written in the database helps to populate the report. In the future, GPetrium will release a premium version of the tool which features a dashboard to support a historical visual understanding of your weekly status reports.

‘Report’ tab

Step-by-step explanation of the weekly status report

           The report is segmented into 5 differing parts: Objective Progression, Last Week’s Accomplishments, Plans for the Week, Risk Monitoring and Control, and Notes.

  • Objective Progression helps individuals keep an eye on the prize, knowing what needs to be accomplished in the longer term (1+ weeks). Usually, the objectives displayed here are associated with milestones for a project, a team, or organization. For example, one objective could be “Finish design of automation solution for Agency X”.
  • Last Week’s Accomplishments gives the individual an opportunity to highlight key areas that have been completed in the prior week. Such accomplishments are often associated with the objectives highlighted in the step above – think of it as steps that have been taken in order to increase the progression of the objectives displayed above. For example, an accomplishment associated with the automation solution for Agency X would be “Conducted
  • Plans for the weeks is an opportunity to show what is expected to be accomplished for the upcoming week and ensure that stakeholders are up to date on priorities, schedule, know what to expect and can potentially assist with what’s to come.
  • Risk monitoring and control gives the ability to highlight potential risks to the accomplishment of identified objectives and the steps that are likely to be taken to mitigate it.
  • Notes gives you an opportunity to add-on to what has been said so far, or to raise things that are important, but could not be added to the other parts.

           Below are some information on each column and circled item depicted in the image above:

  1. Date/ Owner: Date of issue for the report and name of report owner.
  2. ID: A row identifier to facilitate the transposition of data from the ‘Database’ tab to the ‘Report’ tab. It is important to note that in order to have an item shown in the report from the database, it is necessary to input the item ID number into this cell and the file will automatically feed the rest of the information.
  3. Item: The objective, previous accomplishment, upcoming plans, risk monitoring and control or notes associated the ID. This is automatically filled once the ID for that row is identified.
  4. Progress: A number between 0 to 100% to determine how close the Objective is to be completed.
  5. Confidence: Subjective confidence level that the key result will fall under low, medium or high probability of completion within the expected timeline. This is auto-populated based on the ID input in the ‘Database’ tab.
  6. Resources: Name of external link to supporting documentation. This is auto-populated based on the ID.
  7. Mitigation: Type of mitigation used in relation to the item row. This is auto-populated based on the ID.
  8. Action: The action that needs to be done in relation to the risk monitoring and control item.

How to Print

              For an easy print shortcut, press CTRL+P. Otherwise, go to File > Print. Once in the print pane, follow these settings: “print active sheet, collated, landscape orientation, letter, normal margins, and no scaling (as stipulated in the picture below).

Printable example of weekly status report

‘Database’ tab

Weekly status report database

              The information seen in the ‘Report’ tab is populated through the ‘Database’ tab. There are currently 11 columns that can be populated into the ‘Database’ table. Below we will look at each column:

  • ID: A row identifier to facilitate the transposition of data from the ‘Database’ tab to the ‘Report’ tab.
  • Type: Description of the type of information that will feed the chart: Objective, Accomplishment, Planned, Risk M&C, or Notes.
  • Date: date in which information was inputted.
  • Item: Description of reported item.
  • Progress: A number between 0 to 100% to determine how close the Objective is to be completed.
  • Confidence: Subjective confidence level that the key result will fall under low, medium or high probability of completion within the expected timeline.
  • Resources: Resource necessary to complete task.
  • Mitigation: Type of action required to mitigate identified risk: exploit, enhance, share, accept, avoid, transfer, reduce, or multiple types of mitigative actions.
  • Action: Action necessary in order to mitigate identified risk
  • Deadline: Due date of item.
  • Comment: Field for further commentary to clarify item.

‘Config’ Tab

              This section helps to configure the drop-down list for [Mitigation], [Progress], [Confidence] and [Type]. If you would like to decrease or increase the number of options in the config tab, you will need to change the Data Validation for that column, please refer to the Q&A for more information on how to modify such columns.

Ideas and Best Practices

  • Always use the slicers in the ‘Database’ tab to filter down to the relevant material, otherwise it can be challenging to keep track of your data. Remember to un-filter if you need to see the bigger picture.
  • Keep each segment (Objective Progression, Last Week’s Accomplishments, etc.) under 5 rows each. Simplicity and clarity are essential for weekly status reports.
  • Setting up an ID format for each ‘Type’ can be helpful when transferring data from one tab to another. In the example, GPetrium used:
  • Remember to update the date on the report to conform with company’s expectations.
  • Columns F to J in the ‘Database’ tab can be filled for all types. The example given is meant to be a baseline. Use the functionality according to one’s own needs.

Conclusion

              A good Weekly Status Report can be a part of the solution to drive increased team productivity and visibility. The Weekly Status report in excel provides a baseline for clients of all sizes to move in the right direction towards maintaining better data control, improved processes, automating tasks and facilitating weekly report creation.

FAQ

Q: I have updated the dataset, unfortunately the Dashboard did not update. What do I do?

A: To maximize cybersecurity, the team did not use VBA/macros for the solution. Therefore, in order to update the dashboard, you will need to go to ‘Data->Refresh All’.

Q: I tried to add a new drop-down item to the [Title] Config tab, unfortunately, it does not appear on the Sales Data.

A: The drop-down system is based on the ‘Data Validation’ excel feature, it restricts the entries based on a subset of cells that have been chosen. To recalibrate, you will need to choose all cells in that respective column then on the access toolbar go to ‘Data->Data Validation->Settings’ and change the Source to cover all the items you expect to have on the drop-down.

Q: My Accomplish/ Progression/ Plans/ Risk/ Notes are not visually appealing or are being cut-off and I think the culprit is the length of the sentence. What can I do?

A: The tools is meant to be short and concise to facilitate end-user reading and creation of report. If there is a need to write more, GPetrium encourages users to use the Notes column to provide further context or use the comments column in the ‘Database’.

Authors

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