Guidelines for Writing Monthly Operational Reports

					Guidelines for Writing Monthly Operational Reports

         1.    To Whom are you Writing -- Senior Staff members who need to know
         the major opportunities, concerns, impediments to growth, operational initiatives,
         and key strategic activities of your customer/client.

         2.     Format – See the template below for a suggestion. This will ensure a
         uniform and professional snapshot of your customer's/client's activities. Ops
         Reports should be kept to a one-page maximum due to the number of reports
         being submitted.

         3.    Accountability -- The Service Representative is responsible for accurate,
         understandable content and timely submission of all Ops Reports. Ops Reports
         are due by (e.g., the second Monday after month-end) to allow time for the prior
         month-end close.

         Tips for Success in Writing Operational Reports
This form is a sample for writing monthly operations reports. This tool covers important
          1. Content should be based on facts and what is actually known about the
          account audience, format, Ops report is not the Using personal opinion.
material such as and its activities. Theand accountability.place forthis tool can enable the
user to create a standard format for presenting an operations report. This document
          2. Try not to use personal pronouns such
contains standard clauses. Additionally, it canas he, she, I, you, they, we, etc. any
                                                     be customized to provide for
          Instead spell out the account or company name (XYZ Company), any internal
          team names (Best Practices Team), may executive is referenced, use full
additional industry specific language thator if anbe necessary. Use this form when
          name and title where appropriate.
wanting to create a standard format for presenting an operations report.
         3. To ensure correct grammar, select the " Spelling & Grammar" feature from
         the Microsoft Word toolbar. Once you have arrived at the "Spelling & Grammar"
         feature, check off all boxes that apply for a generic but complete grammar check
         -- one that identifies common syntax, grammar, punctuation, and spelling errors.

         4. To help the Ops reader with comprehension, limit each paragraph to one
         topic or general idea. When writing a paragraph about pricing for example,
         include the margin, dollar amounts, and vendor name for any particularly large
         deal that was crafted. In the same paragraph, competitive pricing pressures
         could be mentioned as well as pricing opportunities that the account manager
         pursued that month.

         5.      What tense to use. Ops Reports are written for the previous month, so
         most sentences will be in the past tense. When writing about activities that will
         be ongoing, change from a past tense (was written) to an active/present tense
         (will write) and make sure they match your goals for the current month.

                                      See Sample Below
                                  Account Name

                   MTD         Revenue       % Quota                 GP Quota % Quota   MTD
 (Month)(Year)   Revenue        Quota        Revenue    GP $'s          $       GP$     GP%
Company/Dept.              $             $          %            $          $       %         %
Company/Dept.              $             $          %            $          $       %         %
Total                      $             $          %            $          $       %         %

  Top Customer Activities:

  1. Sales: _____________________________________________________

  2. Relationship: ________________________________________________

  3. Topic: ______________________________

  Strategic Opportunities:

  1. Sales: _____________________________________________________

  2. Relationship: ________________________________________________

  3. Topic: ______________________________

  Key Challenges:

  1. Sales: _____________________________________________________

  2. Relationship: ________________________________________________

  3. Topic: ______________________________




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Description: This form is a sample for writing monthly operations reports. This tool covers important material such as audience, format, and accountability. Using this tool can enable the user to create a standard format for presenting an operations report. This document contains standard clauses. Additionally, it can be customized to provide for any additional industry specific language that may be necessary. Use this form when wanting to create a standard format for presenting an operations report.