Email Reporting Template: A systematic workflow to design, automate, test, and distribute comprehensive email reports. Guides from objectives to final review.
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Identify objectives and KPIs for the report
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Design the template format
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Detail the sections/layout of the report
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Identify data sources
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Set up automation process for data collection
6
Approval: Data Collection Setup
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Test the data collection process
8
Evaluate and correct any data quality issues
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Approval: Data Quality
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Input the data into the report
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Formula set up to calculate the necessary metrics
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Create visualisation for the metrics
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Test the complete report
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Approval: Completed Report
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Schedule automatic data update and report generation
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Set up a distribution list for the report
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Schedule automatic dispatch of the report
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Approval: Distribution List and Dispatch Schedule
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Conduct a final review of the reporting process
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Document the process for future reference
Identify objectives and KPIs for the report
In this task, you will identify the main objectives and key performance indicators (KPIs) for the report. This will help guide the data collection and analysis process. Think about what you want to achieve with the report and what metrics will indicate success. Consider any specific targets or benchmarks you want to measure against. Are there any challenges or limitations you need to keep in mind?
Design the template format
In this task, you will design the format of the report template. Consider the overall structure and layout of the report. How will the information be organized? What sections or headings will be included? Think about the visual presentation as well, such as fonts, colors, and graphics. The goal is to create a professional and visually appealing template that effectively communicates the data.
Detail the sections/layout of the report
In this task, you will specify the sections and layout of the report template. Break down the report into different sections or subsections, and determine the order in which they should appear. Consider the logical flow of information and the hierarchy of the sections. You can also define any specific content that should be included in each section, such as headers, text, tables, or charts.
Identify data sources
In this task, you will identify the sources of data for the report. This could include internal databases, external APIs, spreadsheets, or other systems. Think about where the necessary data resides and how it can be accessed. Are there any data privacy or security considerations? Consider also any limitations or challenges related to data availability or quality.
Set up automation process for data collection
In this task, you will set up an automated process for collecting the required data for the report. This could involve using data extraction tools, APIs, or data integration platforms. Consider the frequency at which the data needs to be updated or refreshed. Think about any dependencies or pre-requisites for the data collection process.
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Zapier
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Integromat
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Microsoft Power Automate
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Google Apps Script
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Custom script
Approval: Data Collection Setup
Will be submitted for approval:
Set up automation process for data collection
Will be submitted
Test the data collection process
In this task, you will test the automated data collection process to ensure it is working correctly. This may involve running test scenarios or sample data through the process. Pay attention to any issues or errors that arise and document them for troubleshooting. Verify that the collected data matches the expected outcomes.
Evaluate and correct any data quality issues
In this task, you will evaluate the quality of the collected data and identify any issues or errors. This could include missing data, inconsistencies, or inaccuracies. Determine the appropriate actions to address these issues, such as data cleansing or validation rules. Consider also any potential impact on the overall report and its analysis.
Approval: Data Quality
Will be submitted for approval:
Test the data collection process
Will be submitted
Evaluate and correct any data quality issues
Will be submitted
Input the data into the report
In this task, you will input the collected data into the report template. This could involve manual data entry, importing data from a spreadsheet, or using data integration tools. Make sure to map the data fields to the corresponding sections or elements in the report template. Check for any data formatting or alignment issues.
Formula set up to calculate the necessary metrics
In this task, you will set up formulas or calculations to derive the necessary metrics from the input data. Determine the mathematical operations or functions required to calculate the desired metrics. Consider any conditional or nested calculations. Test the formulas with sample data to verify their accuracy.
Create visualisation for the metrics
In this task, you will create visualizations to represent the calculated metrics in the report. This could include charts, graphs, tables, or diagrams. Choose the appropriate visualization types that effectively communicate the metric insights. Consider also the design and aesthetics of the visualizations to ensure they are easy to interpret.
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Microsoft Excel
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Google Sheets
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Tableau
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Power BI
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Custom script
Test the complete report
In this task, you will test the complete report to ensure all the elements are functioning as expected. Review each section, data input, calculations, and visualizations. Check for any formatting, alignment, or display issues. Verify that the report generates the desired insights and presents the information accurately.
Approval: Completed Report
Will be submitted for approval:
Input the data into the report
Will be submitted
Formula set up to calculate the necessary metrics
Will be submitted
Create visualisation for the metrics
Will be submitted
Test the complete report
Will be submitted
Schedule automatic data update and report generation
In this task, you will schedule automatic updates for the data collection and report generation process. Determine the frequency and timing for the updates based on the data source availability and report requirements. Coordinate with relevant teams or stakeholders to ensure smooth execution of the scheduled tasks.
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Daily
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Weekly
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Monthly
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Quarterly
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Custom schedule
Set up a distribution list for the report
In this task, you will set up a distribution list for the report. Identify the recipients or stakeholders who should receive the report regularly. Determine the preferred communication channels or platforms for distributing the report, such as email, collaboration tools, or shared folders.
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Management team
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Sales team
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Marketing team
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Finance team
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Custom distribution list
Schedule automatic dispatch of the report
In this task, you will schedule the automatic dispatch of the report to the distribution list. Determine the frequency and timing for sending out the report based on the report updates and recipient preferences. Set up the necessary communication channels or tools to ensure reliable and timely delivery of the report.
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Daily
2
Weekly
3
Monthly
4
Quarterly
5
Custom schedule
Approval: Distribution List and Dispatch Schedule
Will be submitted for approval:
Set up a distribution list for the report
Will be submitted
Schedule automatic dispatch of the report
Will be submitted
Conduct a final review of the reporting process
In this task, you will conduct a final review of the entire reporting process. Evaluate the effectiveness, efficiency, and accuracy of the process. Identify any areas for improvement or optimization. Consider feedback from stakeholders or users to refine the process further. Document any lessons learned or best practices for future reference.
Document the process for future reference
In this task, you will document the reporting process for future reference. Create a comprehensive document that outlines the step-by-step instructions, roles and responsibilities, and tools used in the process. Include any screenshots, diagrams, or examples to make the document more accessible. Store the document in a centralized location for easy access and sharing.
