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: ______________________________
2
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