How do you Write a HR Report
How Do You Write a HR Report
Human resources reports are essential for business owners or those who manage firms and corporations. HR reports can provide corporations or businesses with critical insight into your workforce and how it operates. By tracking key attributes of your workforce, your leadership team or human resources department can make crucial decisions about your business.
Moreover, tracking your employee performance, attendance, turnover, and other crucial helpful metrics can help you see how well and efficiently your staff is contributing to your business’s or organization’s goals and overall development. And this is where HR reports come in.
Writing a quality HR report can allow you to spot issues and trends, plan for the future and make better-informed decisions for the business. But, how do you write an HR report? Before we delve into HR report writing, let’s find out what HR report is and the different HR reports that are there?
What is an HR Report?
An HR report is an analytical method used to display human resources-related statistics, metrics, and insights with the sole purpose of enhancing workforce performance, recruiting procedures as well as other relevant human resources management practices.
Quality HR reporting, a business or organization is capable of spotting trends, identifying inefficiencies, exploit on strengths, and reinforcing weaknesses in different essential departments.
How to Write a Human Resources Report
HR reports can be written on a weekly, monthly or annual basis. These reports offer a perfect opportunity to find out key information that unravels problems and ways an HR department can use to solve them. Besides, reports in human resources management practices answer the following questions:
- What are the problem areas?
- Are there any risks inside the company?
- What is the strategy in the hiring process?
- What opportunities I can find to improve the income and functionality of the organization or company?
- What can I predict
- How to improve communication?
How Do You Write a Human Resource Report: Structure to Follow
HR reporting follows a specific structure depending on the subject at hand. For instance, human resources management can write a report to deal with a definite case, present a problem and note its resolution, present recruitment processes or employee engagement modalities among other issues concerning the company.
The HR report that deals with a definite case are a bit simple and smaller. It begins by introducing the problem within the company, provides details of the process and its background, discusses the problem, and concludes it. Granted, the HR manager then decides what to do to resolve the issue.
The HR report that presents a problem has more sections and can vary based on the content. Foremost, it has a title page, an executive summary, an introduction, discussion and findings, recommendations, a conclusion, and a reference section. For academic purposes, your professor might ask to include additional sections. Let’s look at these sections in detail below:
Your HR report should have a title page and this is usually the full name of the university or college and department. The title page then presents the title of the report and information about you (student). It is also necessary that you write the date or year.
The executive summary of HR reporting serves to reflect the key information of the actual report. As such, it summarizes the scope, purposes, findings, methodology, conclusions, and recommendations.
However, the executive summary doesn’t give details but rather a snippet to the reader to become acquainted with the title of the report and decide whether the presented information and data will be worth their attention.
Table of Contents
The table of contents section is provided as a guide to the reader to follow through the report, especially if the report turns out to be lengthy. Therefore, a quality table of contents should have the names of each section and page.
List of Figures (If Required)
If your HR reporting is based on a concrete organization or business, then you should mention information about important parties and occasions. However, if it doesn’t deal with some business or organization, you don’t need to include the list of figures section.
The introduction part of your report should provide information about the topic of the report. A student should provide an explanation for the chosen topic and expectations concerning the solution to the issues and its connection to human resources management practices. If it is dealing with concrete issues, then be sure to mention the involved parties.
Methodology (If Demanded)
Sometimes students may be asked to present and discuss the methods they have used in the process of the report creation. Qualitative and quantitative methods are often used. The qualitative method entails interviewing, case studies, literature review, and focus groups. This method mainly requires the use of words to present results. The quantitative method deals with the analysis of content, surveys, experiments, and observations. This method uses numbers to present results.
Process and Background (If necessary)
If you are writing an HR report on a case that happened in a specific company, it is important to provide a background of the process and the situations that happened prior. For you to come out more convincing, be sure to include facts like scripts of an interview of co-workers, emails, messages among other relevant evidence.
Discussion and Findings
The discussion and findings section is where you reflect on the most important priorities of the report while providing possible solutions for the existing problem. Be sure to provide support statements with facts and possibly examples of such cases that happened in some businesses, organizations, and firms. The evidence you present makes your HR report sound convincing and prove that you did thorough research on the problem.
Human resources reports should provide the most suitable and effective recommendations for the HR department to take action. Most importantly, you should explain and sum up each recommendation you provide to prove its efficacy.
Appendix (If needed)
The appendix section provides supporting information in form of tables, pictures, diagrams, and scripts of interviews. These kinds of materials can make your report a bit complex and make even formatting hard. For that reason, it is easier to create a separate section for them where you can enumerate each. Don’t forget to cite them in your report and link them to the definite number.
The conclusion summarizes the discussed problem, ways of its solution, and the recommendations that can help mitigate similar situations in the future.
The reference section is where you list all the sources you used in your report. you must include all the sources you cited in the report and they may include various websites linked with HRM, case reports, dictionaries, and other related information.
Also, remember to format your reference page accordingly in the writing format your used which may be APA, MLA, Harvard, or Chicago.
How to Refine your Human Resources Report: After-Writing Tips
A quality HR report must have catchy content and proper formatting and be free of any grammatical mistakes. We have provided below 4 tips that can help you write a convincing report in human resources management.
Proofread, Edit & Review
Misspelled or mistyped words and missed punctuation marks only portray your hr report as of low quality and underdone. Besides, it makes the entire report flow illogically. To make it flow logically and comprehensively make sure to thoroughly proofread your text and edit it accordingly.
Ideally, proofread twice. The first reading will help you identify misspelled words, missed commas or wrong punctuation marks, or irrational sequences of facts. As you proofread through make sure you edit and make the right changes to the texts.
The second proofreading should allow you to see if everything flows well and is perfect. Moreover, ensure that sentences flow logically from one paragraph to the other and that it is convincing to read.
Check for Plagiarism
Make sure that your hr report is original and unique. You can do this by writing your report from scratch and using relevant materials and sources that you can cite appropriately. Besides, you can use reputable plagiarism checker software to ensure your hr text is flawless.
Formatting of your hr report means that you use definite margins, spaces, type of font, size of the font, structuring, and proper presentation of the sources on the bibliography page. For that reason, you have to read and understand the requirements of the required format and make sure your hr report document is formatted accordingly.
Also, consider using headings and subheadings to improve the readability of the report due to the logical thematic sections of your report.
Use Concise and Formal Language
Make sure you write your hr report using clear and concise language. Make your statements and facts come out as clearly as possible while using the simplest yet formal language. Keep off fluffy or word sentences when in hr reporting.
How Do You Write a Formal Statement for HR?
Almost all places of work are filled with a wide range of personality types and in most cases, you will find that these personalities complement each other while getting the job done effectively and efficiently. Regardless, some issues may arise, especially when these personalities clash and often deteriorate into an argument.
Whether you are involved in the argument or as a witness, you may be asked by HR to write a formal statement about it. Writing a quality formal statement conveys that you are a credible and responsible employee.
Besides, the statement may be placed in your employee record thus a direct reflection of you. So, how do you write a formal statement for HR?
Evaluate the Incident
Be sure to jot down a few rough notes about everything that is relevant to the particular incident. Write down the names and roles of every individual involved, why you believe the incident started, the date and time among other relevant things. Make sure you are as accurate and detailed as possible while remaining as objective as possible.
Start Your Formal Statement
Depending on your place of work’s hr protocol, this statement may form part of your permanent employee record. As such, you must make it as formal and professional as possible. So, start with the date, skip a line and type your supervisor’s name, title, company name, and company address. Proceed to skip a line for the next heading.
Address Your Statement
You can either address “Dear Ms./Mr. (Name)” to the HR officer you are writing the statement to. Skip a line for the next section.
Body of the Statement
Comprehensively explain to your HR office that you are writing to address an argument that ensued among particular coworkers. Communicate how you are involved in the argument; point out whether you are a witness or directly involved.
Present the relevant details accurately with supporting facts from the notes you jotted down earlier. Make sure you begin your statement with the most important facts followed by the less important ones. You can sum all these in just three paragraphs. Make sure you remain objective in your statement writing and refrain from attacking, accusing, or speaking ill of any coworkers.
In the conclusion of your statement for hr, provide a final evaluation of the incident and explain a possible resolution and your readiness to help remedy the situation.
Sign Your Statement
Be sure to sign your statement to show that you are the author. Sign with “sincerely” or any formal greeting, skip about three lines and write your title and name and append your signature after you print the statement.
Attach to the statement any relevant material to the argument if you have any.
What Should Be Included in the HR Annual Report?
HR annual reports present all kinds of information, data, and analyses of what the organization or business has done throughout the year. Now that we have seen how to write an hr report, let’s see what should be included in the hr annual report?
Metrics You Should Include in an HR Annual Report
The following are the most basic metrics you should include in your hr annual report:
The turnover rate metric is used by most organizations or businesses to know how productive they are.
Talent Retention or Seniority
Seniority brings a very close relationship with employee motivation and results from a good strategy of talent retention from the organization. however, it is normal for employees to lose motivation with time, especially from small conflicts or feelings of stagnating.
The cost of leave is often high and the company has to ponder not only on the monetary losses but also the knowledge and skill that the employee leaves with. So, when preparing an hr annual report, you have to capture this metric.
This metric enables the organization to know its situation as well as staffing needs. With the information from this metric, the Human Resources Department can understand the kind of employee they have and make decisions on performance management based on that. For instance, what benefits to offer; insurance, kindergarten, transport among other benefits.
Absence Report and Work Absenteeism
The absence reports help the organization to understand what time of year that the organization experiences the most absences. With that, the organization or company can adapt and be well prepared to prevent any significant productivity losses.
However, one thing that will be worth noting from this metric is unjustified absenteeism. Without a doubt, absenteeism is a great cost for any organization and it is one of the main pointers of lack of motivation from the employees at large.
After you have gathered all the information about these metrics, analyze them, make comprehensive report conclusions for the HR departments to take action to maintain or improve the results of your company for the next year.
HR reporting is very crucial if you are looking to provide useful insights into the most significant part of your organization; the employees. By gathering and exploring information, data, and trends, you can provide significant and valuable information on your organization’s productivity, your position in the marketplace, employee retention, turnover rate, and much more.
In your hr report writing, be sure to use infographics to allow the HR data and information you provide to better resonate with key stakeholders in the organization while engaging your audience with dynamic and captivating data.