Key Takeaways
Keep it to one screen.
Done, blocked, next, and one question.
Include numbers where they exist.
Reply within a day, every week.
The Template
Done this week: five to ten bullets, with numbers where possible.
In progress: what carries over and why.
Blocked: anything waiting on you or a third party.
Next week: the three priorities as they understand them.
One question: something they need decided.
One idea: a process improvement or something they noticed.
Why It Works
The report forces both sides to agree on priorities every week. The “blocked” line surfaces problems early. The “one idea” line gives the assistant a voice and often pays for itself.
Make It A Habit
Set a fixed send time, such as Friday at the end of their day. Read it before your weekly review and reply with any changes. If you skip replies, the report dies within a month.
A Filled-In Example
Done: 38 customer emails answered, 4 refunds processed, October newsletter drafted, 12 leads added to CRM. In progress: supplier price comparison, waiting on two quotes. Blocked: need approval for the refund over the limit. Next week: finish price comparison, prep the board meeting notes, clean duplicate contacts. Question: should I reply to the partnership inquiry or forward it to you? Idea: a saved reply for the shipping question that comes up daily.
Common Mistakes
Reports that list activity instead of results, owners who never reply, and reports sent at random times. Fix all three by agreeing on the format, the send time, and a reply within one business day.
What This Looks Like In Practice
An assistant's report shows twelve customer replies, two refunds processed, and one blocked item: a supplier who has not answered. The owner nudges the supplier and the next report shows it resolved.
A Quick Checklist Before You Start
Template shared and agreed.
Send time fixed.
Reply expectation set.
Numbers included where they exist.
Questions Owners Ask
Daily or weekly?
Short daily check-ins plus a fuller weekly report is the common rhythm.
Should the report include hours?
For hourly contracts, yes. For monthly plans, outcomes matter more than hours.
Written by
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