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I want to eliminate missing entries and transcription errors! How can I easily manage my daily work reports?
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In order for employees to manage their work, they need to record it in a daily work report.
Daily work report: A report of the work and tasks performed that day
If a problem occurs at work, report it to your supervisor and ask for instructions.
When work is completed within the company, it is easy for a boss to understand what work their subordinates are doing.
It may be difficult to easily keep track of work performed outside the company, such as at construction sites or for maintenance and inspection services.
This time, we will explain how to improve the efficiency of work management at remote sites such as construction sites and maintenance and inspection services.
\How to prevent transcription errors by digitizing on-site documents? /
Download examples of recalls and complaints that can be prevented with field reports
What is a daily work report?
There are four main purposes for creating a work report:
Employment management
The purpose of the daily work report is to manage work.
Especially when employees go to work in a remote workplace and go home directly.
There is no way to check what time the work starts and finishes.
Also, when working in a maintenance and inspection service, where you need to travel to multiple locations in one day,
Start and finish times must be confirmed for each job.
Under the Labor Standards Act, companies are obligated to manage working hours.
Business management
Manage the actual work done in the daily work report.
In addition to regular legal inspections, we also carry out inspections recommended by manufacturers,
Manage whether inspections and repairs requested by customers have been carried out.
In the case of maintenance and inspection services, the daily work report also serves as a maintenance record,
There must be no recording or storage errors.
Cost Management
Cost management is carried out to understand costs and maximize profits without waste.
Therefore, standard working hours are determined from the information in the daily work report.
Understanding working hours affects the company's profit and loss, so it is important to understand them correctly.
To perform maintenance and inspection work efficiently, it is necessary to create a work plan that can be completed in one day.
Creating a work plan is both business management and employment management.
Reporting problems and reviewing work
If any problems arise during work, and if they are urgent, report them to your supervisor immediately by phone or other means.
Then, record any problems that arise in your work log.
It would be fine if the problem could be resolved by the boss on the spot,
When you need to check the opinions of others, such as those involved, regarding countermeasures, it is necessary to summarize the circumstances under which the problem occurred.
Any problems will be reported promptly, and a summary of the situation will be provided in the daily work report.
In addition to any problems that arise, employees also record their reflections on the work and suggestions for improvement in their daily work reports and report them to their superiors.
The supervisor will review the daily work report and provide advice on reflection and suggestions for improvement.
In this way, by actively writing down your questions and opinions,
It also helps to deepen communication between superiors and subordinates, as well as between colleagues.
Download examples of recalls and complaints that can be prevented with field reports
Why is it difficult to manage daily work reports in Excel?
Many companies probably use Excel for daily work reports.
The form is easy to create and may be available for free download on the internet.
It is easy to adjust the format of the daily report and you can insert photos wherever you like,
Many people are probably familiar with entering data into Excel spreadsheets.
However, it is difficult to manage daily work reports using only Excel.
You can't see the contents of a file unless you open it
When creating a daily work report in Excel, do you create a file for each day?
If there are 10 reporters, the supervisor will have to open and check the work report file at least 10 times each day.
"Ten times a day, it's no big deal!"
Some people may think so, but the work daily report is not something that can be checked once and then finished.
Since this is a record of employment and work management, you may want to look back on it at a later date.
"How many hours did A-san work?"
If you want to check this, you have to open the file and check it every time.
Download examples of recalls and complaints that can be prevented with field reports
Transcribe and summarize important information
If you transcribe and organize content that you will need to review later into a separate file, it will be easier to find when needed.
However, what happens if you copy the wrong cell when transcribing?
If a transcription error is discovered later, it can be a difficult task to find out which data was transcribed incorrectly.
Automated transcription using macros
If you are using Excel, you can use a macro to transcribe automatically.
Using macros will prevent transcription errors and reduce the amount of work required.
But who will create the macro? If you have someone at your workplace who is good at creating macros, it will be easy.
In fact, there are many examples of improvements that have been made by utilizing Excel macros to improve business efficiency.
Have you heard of the term Excel Legacy?
This is the nickname for someone who manages business data using Excel macros and other tools.
This has made operations more efficient, and in many cases, it has been used for a long time.
On the other hand, it is difficult to respond to changes in business and manage data.
On the contrary Shackles on business It also means that it has become like this.
A macro created in the past to improve business operations Unable to adapt to changes in business
There are many things that cannot be used as they are.
Please don't misunderstand me. The problem isn't that you're managing your work with Excel.
For business systems that consist only of Excel,
This means that we must prepare a system that can respond to changes in business operations.
How to eliminate mistakes and burdens and manage with ease
Currently, a management method that utilizes cloud services is a good choice.
We will explain specific ways to utilize cloud services.
Use of tablet devices
Use a tablet device to create and report daily work reports even when you are away from the office.
By using a tablet device, the start and end times of work can be determined not by the reporter's self-reporting but by the
You can use the system clock to manage the actual start and end times of tablet device operations.
This also prevents reporters from missing information.
Make sure that the items to be entered on a tablet device are as easy to enter as possible.
Allow people to select items to report from a list or simply check them off.
If you have a tablet device, you may want to allow users to input problems or inquiries by voice or by hand.
Data is stored in the cloud
Data entered into the tablet is stored in the cloud.
When saving to the cloud, each piece of data is registered in a database.
Storing it in this way eliminates the need for manual transcription of the data.
Furthermore, you can view the data anytime, anywhere.
This is very convenient if the work site is remote.
Information can also be shared with stakeholders in real time.
If you want to process the data, output it to CSV.
If you want to process the daily work report data, output it to CSV and use it.
Do not edit the data directly in the database.
Editing directly can lead to typing errors.
Use the data output to CSV to create graphs and perform calculations in Excel.
You can calculate monthly working hours and standard times for inspection work.
Download examples of recalls and complaints that can be prevented with field reports
summary
We explained how to improve the efficiency of daily work reports, especially work management in locations away from the company.
This is not to say that paper reports or Excel management are bad.
There is no problem as long as business management can be carried out using the current method.
However, today there are systems and methods that not only allow us to do our jobs but also make them more efficient.
Understand the advantages and disadvantages of each method and work to improve your business.
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This blog is operated by CIMTOPS Corporation., which develops and sells the field document electronic solution "i-Reporter."
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