Daily standups don’t work for everyone. When you’re managing remote teams, especially one based in the Philippines, it creates unnecessary overhead.
Someone working night shifts in Manila shouldn’t need to interrupt their workflow for a synchronous meeting that could have been an async update.
Weekly activity reports offer a better option, basically it lets team members document their work when it makes sense for them.
They provide enough detail for managers to understand progress without micromanaging every hour.
A good weekly report needs to balance providing useful information with respecting worker autonomy. Here are the essential sections every weekly report should have.
Tasks Completed and Project Outcomes
This section should list accomplishments from the past week.
Be specific about what was delivered, not just what was worked on. Include measurable outcomes when possible.
Numbers, completion percentages, and concrete deliverables give managers a clear picture of progress without needing to micromanage the process.
For contractors, this section proves value delivered. For employees, it documents productivity and helps managers allocate resources effectively. Simple as that.
Hours Worked and Project Breakdown
Break down hours by project or client when someone works across multiple accounts. This helps with accurate invoicing and budget tracking.
The OECD emphasizes tracking actual hours worked rather than just attendance logs, which makes sense for outcome-focused management.
For contractors billing hourly, include total hours worked and how those hours were distributed across different projects or tasks.
For salaried employees or project-based contractors, a simple confirmation that deliverables were completed on schedule often suffices.
Challenges, Blockers, and Issues
Every project hits obstacles. This section gives team members space to flag issues before they become major problems.
This section shouldn’t be a complaint box, though. Frame issues constructively and include what help or resources would resolve the blocker. That makes it actionable for managers.
Documenting blockers also protects both parties. If a deadline gets missed because of external factors noted in weekly reports, there’s a clear record explaining why. No one’s left wondering what went wrong.
Upcoming Priorities and Next Week’s Plan
List 3-5 main priorities in order of importance. Include any known deadlines or dependencies on other team members.
If priorities have shifted from what was previously discussed, note why so managers understand the change in direction.
This section should outline what the team member plans to tackle in the coming week, including any deadlines or deliverables due.
Data Privacy and Compliance Confirmation
If your team handles customer information, financial data, or other sensitive material, weekly reports should confirm compliance with relevant privacy laws.
Reports don’t need to include sensitive data itself. A simple confirmation statement works
If there were any security incidents, data breaches, or compliance concerns during the week, this is where they should be reported immediately. Don’t bury these in other sections.
Manager Feedback
Good reporting goes both ways. Leave space for managers to provide feedback, answer questions, or adjust priorities.
A simple comment section at the end of the report template gives managers space to acknowledge good work, redirect efforts if needed, or provide additional context for upcoming tasks.
Best Practices for Implementing Weekly Reports
Getting your team to actually submit useful weekly reports takes more than just creating a template. Here’s how to make the system work.
Use Secure, Accessible Platforms
As much as possible don’t ask team members to email weekly reports, use a centralized system where reports can be submitted, reviewed, and stored securely. It’s just more organized.
Platforms like ManagePH are built specifically for this kind of workflow. Team members can submit their weekly recaps in one place, managers review and even download reports to plan ahead.
Keep the Format Consistent
Use the same template every week. This makes reports easier to write and faster to review.
When everyone uses the same format, you can quickly compare performance across team members, spot patterns in blockers, and identify resource allocation issues.
Focus on Clarity Over Length
A good weekly report shouldn’t take an hour to write or read. Aim for clear, concise updates that capture the essential information without unnecessary detail.
Use bullet points and short paragraphs. No one wants to read three pages of prose about tasks that could be summarized in a few lines. Respect everyone’s time.
If you’re using a platform with AI-powered summarization features, you can even get summaries of team progress across multiple reports.
Establish a Regular Submission Schedule
Pick a specific day and time for weekly report submission. Many teams choose Friday afternoon or Monday morning. Be consistent so it becomes part of the regular workflow.
Send reminders if needed, if someone consistently misses the deadline, that’s a separate conversation about communication and accountability.
Review Reports Promptly
If you’re asking team members to submit weekly reports, actually read them. Acknowledge receipt and provide feedback when needed.
Nothing kills a reporting system faster than managers who clearly aren’t looking at the submissions.
Making the Transition from Daily to Weekly Updates
If your team currently does daily standups and you want to switch to weekly reports, manage the change thoughtfully.
Start by explaining why you’re making the switch.
Focus on the benefits for everyone: less meeting overhead, better respect for different work schedules, and more autonomy for team members to manage their own time. .
Run both systems in parallel for a few weeks while people adjust.
This gives you time to refine the report template based on feedback and ensures nothing falls through the cracks during the transition.
Ask for input on what should be included in the weekly reports.
Be prepared to adjust. Your first version of the weekly report template probably won’t be perfect. That’s fine. Iterate based on what you learn.
Frequently Asked Questions
How often should remote teams submit activity reports?
Weekly reports work best for most remote teams. They provide enough detail for managers to track progress without the daily interruption of standups. Submit reports on the same day each week, typically Friday afternoon or Monday morning, to maintain consistency and make it part of your routine workflow.
What should contractors include in weekly reports vs employees?
Contractors should focus on deliverables and outcomes, not hourly breakdowns, unless billing hourly. Include completed tasks, total project hours if applicable, blockers, and next week’s priorities. Employees can provide more detailed hour tracking across projects and participation in team activities.
Do weekly reports replace time tracking for payroll?
No. Weekly reports document what was accomplished and provide oversight, but they don’t replace proper time tracking for payroll purposes. Contractors billing hourly still need accurate time logs that align with their invoices. Employees require detailed time tracking for compliance with labor standards. Weekly reports complement time tracking by adding context about productivity and progress.