As an administrative assistant, you play a vital role in supporting your manager and the organization. Part of your responsibility is to report your progress on the tasks and projects you are assigned, so that your manager can monitor your performance, provide feedback, and plan ahead. But how do you report your progress effectively and efficiently? Here are some tips to help you.
Depending on the nature and complexity of your work, you may need to report your progress in different formats. For example, you may use a simple email, a spreadsheet, a dashboard, a presentation, or a report. Choose the format that best suits your audience, your purpose, and your data. For instance, if you need to update your manager on a routine task, an email may suffice. But if you need to showcase your achievements on a major project, a presentation may be more appropriate.
I report my progress to managers by keeping a daily project charter / task tracker that I update at the end of my work day and consolidate into a report at the end of each week. Not only does it hold me accountable and helps me see my progress but it also promotes trust within my leadership team that I am tackling my projects and getting things done. It's a middle man approach to managers that have a micromanaging approach and those who do not. Try it out =]
When you report your progress, it's essential to communicate the most important and relevant information to your manager. Use clear and concise language, bullet points, headings, and visuals to organize and highlight your key points. Avoid unnecessary details, jargon, or vague terms that may confuse or distract your audience. Your progress report should include the status of your tasks or projects (completed, in progress, delayed, etc.), the results or outcomes you have achieved or expect to achieve, the challenges or issues you have faced or anticipate, the actions you have taken or plan to take to overcome them, and the support or resources you need or have received from your manager or others.
"One of the most effective ways I used to report my progress was through Excel. I developed Excel spreadsheet to track project progress and ensure timely completion. As an administrative assistant, it is important to check with your manager regarding the type of information they would like to view. Additionally, you can use this spreadsheet to analyze the progress of projects. While you may encounter difficulties, the key to success is to keep making progress.
When you report your progress, it's important to demonstrate how your work contributes to the goals and expectations of your manager and the organization. Your progress report should align with the objectives, indicators, and standards that you and your manager have discussed. To do this, you may want to refer to your job description and performance appraisal, work plan and timeline, key performance indicators (KPIs) and metrics, as well as feedback and recognition from your manager or others.
When you report your progress, it's important to be honest and constructive about your achievements and challenges. Acknowledge your strengths and weaknesses, celebrate your successes, and learn from your mistakes. For instance, you should highlight your accomplishments and the value you have added to your work, identify areas of improvement and the steps you have taken or will take to address them, express gratitude for the support and guidance you have received, and ask for feedback and suggestions on how to improve your work or solve your problems. Doing so will help maintain credibility and trust with your manager.
When you report your progress, you want to do it regularly and timely, so that your manager can stay informed and updated on your work. Follow the schedule and frequency that you and your manager have agreed upon, and adjust it as needed. For example, you may report your progress daily, weekly, monthly, quarterly, or annually, depending on the type and duration of your work. Also, report your progress as soon as possible after completing a task or project, or when there is a significant change or issue that affects your work.
Reporting your progress to your manager is an essential skill for an administrative assistant. It helps you demonstrate your value, receive feedback, and improve your performance. By following these tips, you can report your progress effectively and efficiently, and build a strong relationship with your manager.
Instead of just a summary via email - starting the summary with Progress Update as the subject header has met approval from my senior colleagues