Smart Reporting (inside the company)
ESG Performance | 7 February 2024
Reporting up to management, back to the team or out to regulators and community stakeholders is often seen as a nuisance whereas taking a systematic approach and clearly identifying what information needs to be shared and for what reason makes reporting a useful tool to keep everyone informed. The aim needs to be making reporting as efficient and effective as possible.
Smart Reporting reuses the same information as much as possible. The number of local jobs and contracts, dollars spent, community concerns raised and addressed, quantity and quality of engagement is what most people are interested in seeing. Smart Reporting is often simply a case of presenting differently for each audience.
Smart Reporting inside the Company means:
1. Three levels of Management Reporting:
2. Content tailored to the Audience:
- Day to day reporting is simply about activities – what did you do, who did you talk to, what issues came up, how did you resolve them, do they need more work. Plus, immediate notification of emergencies / crises.
- The weekly report is a summary of the most important news of the week and also a report of progress made against plans – at what stage are you, are you on track, if not how are you going to bring back on track and importantly, what did you achieve – what targets or milestones did you reach.
- The monthly report is a further summary – 4 weeks work into one short (typically 1-4 page) report. It is purely about achievements and recovery (how you will get back on track) and for analysis – how does all the information you have gathered through the month impact or benefit the company.
3. Daily Reporting made as quick and easy as possible.
Every company has its own ideas and approach to daily planning and reporting. This is a proven, easy to use format from an operating mine.
- The day starts with a 15-minute toolbox / team planning meeting.
- Actions for today – what, why, who (the team member(s)), when – will summarise the immediate actions required for consultation, community development, resettlement, one off activities relating to surveys, studies, weekly or monthly reporting….
- Priorities for the 4 weeks ahead identifies important recurring activities / events / deadlines.
- A record is created by taking a photograph of the completed board – no need to write up notes – and filing.
- For all consultation activities, the responsible team member completes a contact report.
- Emergencies requiring urgent action are reported initially by telephone and action is taken immediately. The contact report completed before the end of the day becomes the institutional record.
4. Weekly Activities Reporting made as quick and easy as possible:
This is a proven, easy to use format for weekly reporting from the same operation.
- Friday afternoon, write up the planned activities for the following week.
- The next Friday, put a mark (a green tick) against all the planned activities completed.
- Next, fill out the unplanned activities completed during the week.
- Moving to the Weekly Report column, write in the planned and unplanned activities that need to be included in the Weekly Management Report (refer back to point 2 above for what to focus on).
- Take a photograph to create a record for filing.
- Clean the whiteboard.
- Write up the planned activities for the following week.
- These seven actions should not take more than 30 / 45 minutes each week.
- Prepare weekly activities report for Management with a focus on Incidents, Emerging Issues and Newsworthy Information (aim for between 5 and 8 items).
- Repeat every Friday.
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