I work for a non-profit company. I've been asked by my manager to start keeping track of the tasks that I do, and submitting these reports to her regularly. She had a meeting with me today and explained the pressure that she is getting from other dept directors/managers to use me as an administrative assistant. For this reason she wants me to start doing a "weekly 5 - 15 report" of what I'm doing, so that she has something to go back with to her directors. I’m an Education Coordinator. Due to budget cuts, we lost our administrative assistant. I’ve assumed half of her responsibilities, while still having to do my own. I compile and track regulatory/compliance data for analysis and my secondary responsibility is to provide logistical support for all the trainings that my dept facilitates. I’ve also been randomly pulled to assist two other dept directors with their misc. administrative needs. Now, a third director wants me to help. There is absolutely no way that I can help out someone else with their administrative needs. Thus my manager wants me to start submitting weekly reports. I would appreciate some suggestions on what to include in these reports, and any sample reports you don’t mind sharing. Thank you.
Submitted by: Leticia Espinoza
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I write to myself once a day, since I like to journal. This also helps in noting the actions that I have to carry forward into the next day. I also vent since I include my frustations and I praise myself for the things that I accomplished (smiley face, gold star, etc.
Summarizing the daily journal helps your month-end report. If you keep your tabulations to date, this is great to bring real-time numbers to your performance appraisal.
By the way, the previous suggestions presented were great! (I myself am taking notes on the many ways to keep track of what I accomplish. So thanks, everyone.) Whether you jot down bullets or narrate to yourself to edit later - make it fun.
At the end of the week I compile noted activities and note my self assessment with ways that I could improve work -flow.
I suggest that you might bring this element to your report under recommendations, etc. - showcase your professionalism.
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Pat on
4/19/2010 1:43:39 PM
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For years I’ve been tracking my daily duties in my day planner. I use Franklin Covey’s two page-a-day style. On the daily notes page I keep track of my time (in/out & lunch) at the top. I use the body to keep track of who and what I do. (You can notate how much time you spent on that project as well.) Use the Prioritized Daily Task List to keep track of what projects you’re working on and the appointment scheduler for your meetings. Making a photo copy of this gives your supervisors a peak into your daily activities not to mention who else you’re doing things for. I’ve found this system to be indispensible. Franklin Covey has an electronic version of this as well.
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Anonymous on
4/19/2010 11:18:14 AM
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We also have a weekly 5-15 for the department and submitted to our GM, etc. It was called 5-15 because it meant no more than 5 bullets per item and the report should not take more than 15 minutes to read. It consists of 3 categories: Highlights, Challenges, and Look Aheads.
Hopes this helps.
Imelda
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Anonymous on
4/19/2010 11:14:37 AM
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If you are consistently interrupted, I would keep track of that time spent helping other people, answering phones, etc. I work in a very high volume office as the Executive Assisntant to the Head of an elementary private school. On some days, I spend 75% of my time helping children, parents and faculty, and then I try to get my own work done. Don't leave anything out. Everything you do is important.
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zion on
4/19/2010 9:36:57 AM
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Leticia,
I was placed in the same position of documenting everything I do for everyone. This in itself is a daunting project, as at the time I supported five EVP's for the company, processed all the audits for every customer, assisted HR with hiring/interviewing, etc. I made the worksheet as simple to follow as possible, for both myself and those who were reviewing it. I included the following: TASK, TIME TO DO, FREQUENCY, FOR WHOM, INTERRUPTIONS, NEW TASKS, etc. You get the idea. When I was done, the worksheet was multiple pages long and my EVP's were amazed at all I did in the span of one week. You may be too, I was, as I did not realize all the projects I was part of until I saw it on paper. Be careful though, I did not know at the time they were just seeing if anyone else could do my job by the descriptions I gave them. My company did a layoff three months later and I was part of it.
Good luck!
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TinkS on
4/19/2010 9:15:59 AM
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If you have time to keep a detailed report of all that you do, you have time to help another director in my opinion. Hopefully your boss only wants you to do this for one week. Otherwise, the argument of whether you have time is out the window!
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Anonymous on
4/19/2010 9:09:28 AM
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I create a report at the end of the month that is very helpful in prioritizing with my boss. I track what I do by the 1/2 hr in Outlook (marking most of my time as free so others can schedule time w/me). This helps me focus on what I need to do on that day and move accordingly - it replaces my to do list. Then at the end of the month I do a quick tally in Excel (about 1 hour to do it). I'd be happy to share the spreadsheet with you if you think it could help. I support 5 departments and a Vice President so I can relate. Good luck.
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Eddi-Lynn Loveland on
4/19/2010 9:09:00 AM
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