Weekly Reports

My first task for the department was to develop the weekly report and forward it to our Assistant City Manager. The instruction I received from my supervisor was to make sure that at least one highlight would be included for each function. Other than that, I was free to format it as I pleased.

When I was with the City Manager's Office, I remembered receiving a monthly report highlighting all of the city departments' accomplishments. Therefore, I contacted the Executive Assistant for the City Manager and requested a copy of the report that was sent out to the Mayor and Council Members. I used that as a reference for creating my template. I figured they would change it to that format once they received my report every week. I thought I would stay one step ahead of them.

I do remember my director saying he wanted me to keep it to one page but I had the following functions to cover: Water Conservation Activity; Water Quality; Wetlands; Planning; Policy; Production; Distribution; Collections; Water Reclamation Expansion; GIS; and IT. Just the first five took up a page. So, I promised to keep it under two pages.

Some weeks I have a lot to write about and others not so much. I try to incorporate as much information regarding customer service provided to residents and any interactions where our staff assist other departments within the city. This is the kind of stuff that reaches the Council Members and my job is to make sure they hear about all the great things our staff is doing to keep their constituents happy. Plus, on several occasions more than half of my weekly report has been included in the monthly report. That lets the department know that we are acknowledged for our hard work.

I have established a routine and for the most part I receive a lot of cooperation from my fellow staff members. Sometimes, I have to remind staff more than once to forward their information by a certain time so that I can be on time with my delivery. However, this doesn't happen to often as my fellow co-workers are on top of their game when it comes to getting me their information for my weekly report.