How to do a good job report in the workplace? You need to learn pyramid structure thinking
In the workplace, one of the inevitable things is work report, daily work report, monthly report, quarterly report, annual report, project report... Large and small things at work need to be reported. It's a headache for a lot of people.
When I just started working, I didn’t know how to do a work report. Every time I reported my work, I was very nervous.
When expressing, there is no logic at all. Sometimes, when I think of what to say, I think I have said it well, but the expression on the leader's face is full of helplessness.
When many people report their work, similar situations will occur, such as: unclear expression, confusing logic, nonsense, lack of focus... In this kind of work report, the leader does not understand what you are talking about, and more Will not favor and value you.
American writer Mark McCormack once said, "For leaders, whoever reports well will work hard; on the contrary, whoever does not report well will not work hard."
It can be seen that in the workplace, work reporting is very important, which determines the attitude of the leader towards you, and even directly affects the relationship between you and the leader.
So how can you do a good job report? First of all, we need to understand why we are nervous when reporting to work, and how to overcome this tension.
- 2 tips to solve the tension of work report
Why do you feel nervous when you are reporting work to your leaders? In fact, there are two reasons for this situation, namely: physiological factors and psychological factors.
How to do a good job report in the workplace? You need to learn pyramid structure thinking
(1) Physiological factors
The number one cause of our nervousness is the structure of our brains. The brain is made up of different structures, and each structure is responsible for different things.
When reporting on work, there are three areas that cause us to be nervous: the crawling brain, the emotional brain, and the visual brain.
The crawling brain is our brain stem, and it is mainly responsible for responding to stimuli. For example, when we encounter danger, we can respond quickly.
As the name suggests, the emotional brain is mainly responsible for emotions related, such as: emotions, intuition, emotions, etc., especially the likes and dislikes of things and so on.
The visual brain controls most of the brain's intelligence and can process and control emotions quickly.
When reporting work, the brain will think in advance and make a judgment on the matter. Therefore, when reporting, facing the leader, it will quickly reflect and show tension and anxiety.
(2) Psychological factors
In addition to the brain's response to this situation, there are also psychological factors that cause stress.
When reporting on work, many people have high requirements for themselves and hope to perform well in front of their leaders.
But in fact, it brought a lot of psychological pressure to myself and caused a lot of burden. I was afraid that I would report bad work, and I was even more afraid of losing face.
Therefore, this psychological suggestion directly leads to becoming nervous or even trembling when reporting to the leader.
Now that you know why you are nervous when reporting your work, the next thing to do is to break the tension. There are 2 techniques that can help you relieve tension.
Tip 1: Lower your demands and relax yourself
Part of the reason for the tension is because the demands on yourself are too high and the pursuit of perfection is too high.
Therefore, lower your requirements and allow yourself to make mistakes. When your mind is balanced, the whole person is relaxed and the tension level will be reduced.
Tip 2: Seize the opportunity and train repeatedly
Training to improve ability is the best way to break tension. Take every opportunity you can to speak in front of your leaders and tell what you are good at and what you know.
But there is a premise, that is, you must think about the content in advance, give an outline of your content, accumulate experience through repeated training, and improve your ability to express your work report.
Only through repeated training, with the spirit of "shameless", even if you let go of your own face, the tension will also disappear.
Using the above two methods can eliminate tension, but reporting work is not easy, and you need to master methods and skills.
How to do a good job report in the workplace? You need to learn pyramid structure thinking
- 4 steps to prepare for reporting
When making a work report, you must prepare well in advance, clarify the audience and report the work, and prescribe the right medicine to get twice the result with half the effort.
Step 1: Clarify the purpose of the report
Before the work report, the first thing to do is to clarify the purpose of the work report. There are usually three forms of reporting.
The first is the form of communication and notification, for example, reporting the work progress to the leader, communicating the next work arrangement, etc.;
The second is for the leader to make a decision, for example, to report the problems found in the work or the things that the leader needs to make a decision. For the report of this situation, you must prepare 2~3 solutions in advance.
The third type is the reporting of resources that need assistance. For example, in work, inter-departmental cooperation, assistance, human support, etc. are required. Problems that need the help of leaders to solve must be reported in time to avoid affecting the progress of the work.
Step 2: Sort out leadership concerns
Before formally reporting the work to the leader, it is also necessary to clarify the focus of the leader, and to reflect it when reporting.
For example, leaders are more concerned about the progress of the project, the working status of team members, how much value this work can bring to the company, whether the work goals are the same as the leaders expected, and so on.
Sort out the leader's concerns, so that when reporting, we can solve the confusion in the leader's heart and make the leader trust you more.
Step 3: Cultivate Audience Thinking
Before reporting your work, you also need to clarify who you are reporting to, that is, who you are reporting to.
The focus of the report will vary depending on the object of the work report. Can think from these 4 aspects, who are they? What needs or questions do they have? What do they want to do? How can we get them to act?
When you solve these 4 problems, think and reflect from the listener's point of view, your work report will be better. When you report to the leader, the leader will also look at you with admiration.
Step 4: Know your leadership style
When giving work reports to leaders, pay attention to the leadership's style of life. Each leader has its own style characteristics. When listening to work reports, the focus will also be different. Therefore, it is necessary to "prescribe the right medicine for different types of leaders". ".
For example, a leader who is in control is more direct and tough in doing things, and prefers people who are in charge and who are strong in action. When they pursue their goals, they often swear by them.
Another example: supportive leaders tend to pay more attention to people, are good at cooperation, and tend to make decisions together as a team.
Therefore, when reporting on work, understanding the leader and reporting in different styles and forms for different leaders will make the leader favor you more.
How to do a good job report in the workplace? You need to learn pyramid structure thinking
- The 6-step method of sorting out the content of the work report
Do the preparations in the early stage, and finally need to implement it. Think about how to report the work to the leader. It can be divided into 6 simple steps: topic setting→brainstorming→classification→title→sorting→supplement.
The first is to set the topic, to determine the theme of the report;
Followed by brainstorming, team members think together about the content related to the theme and express their ideas;
The second is classification, classifying each person's thoughts, 3 to 5 are appropriate;
Then there is the title, give a small summary of each point, and sort it into subtitles.
The next step is sorting, sorting the reported content in a certain order, chronological order, priority order, process steps, etc., and arranging an order for work reporting.
Finally, sort out the overall content, check for deficiencies and fill in omissions, and supplement relevant content.
In this way, you can sort out all the content of the work report, and there will be no omissions when reporting, and the leader can also receive all the key information you report.
How to do a good job report in the workplace? You need to learn pyramid structure thinking
- Pyramid expression structure of work report
When reporting on work, using the pyramid structure will make your expression more clear and smooth. The pyramid structure is actually very simple. It is the total form of the total score. First, an overview is given, then the viewpoints are discussed separately, and finally the summary is summarized. The characteristics of the expression of the pyramid structure are that the conclusion is first, the top and bottom are dealt with, the classification is clear, and the logical ordering.
As long as it is expressed in this way and reported to the leader, it will definitely be favored by the leader.
for example:
Mr. Huang, the manager of the sales department will go to the store for training at 2 pm tomorrow, the manager of the purchasing department will return from a business trip at 2:30 pm, and the manager of the finance department will have a meeting at 3 pm. After negotiating with the managers of various departments, Agree to adjust tomorrow's meeting to 4 pm.
This kind of work reporting method, the leaders will feel very confused after hearing it, and they don't know what you want to express. Then adjust it according to the pyramid structure, and you can express it like this.
Mr. Huang, tomorrow afternoon's meeting will be adjusted to 4 o'clock, because the manager of the sales department can only come back from the store training around 3:30 pm, the manager of the purchasing department will return from a business trip at 2:30 pm, and the manager of the finance department will have a meeting tomorrow afternoon. join.
In this way, report to the leader, and the leader can directly understand what you mean. Therefore, you must pay attention to the way you express yourself when you report your work.
Summarize
The purpose of the work report is mainly to transmit information to the leader, so that the leader can understand the status of the work and have a control over the overall work.
Therefore, in the workplace, be sure to do a good job reporting, this is the most direct way to improve the relationship between you and the leader and get the leader's respect.