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Progress Reports

4 min read

YOU ARE THE LEADER NOW!

You are leading a team of people from point A to B. You use progress reports to inform all role players where they are at any given time on their journey from A to B.

As a leader, you will need a crystal-clear vision on where you are going and exactly how you will get there. Anything less than this is unacceptable. Assume the leadership role. Be the grandest version of the greatest vision you have of yourself.

You will be leading a team of people from point A to point B. As a leader, helping your new team navigate these unchartered territories, it is vital to give your feedback on their progress, feedback what still needs to be done and feedback what they can expect next.

You can use your own style of communication with your users. It is a personal thing between you and your users. 

The main take away is that Progress reports are a surgical tool that you can use as a core communication and management medium. Fail to use the tool , or use it intermittently or haphazardly, exposes you to unnecessary risks of poor user data input, user misunderstanding, delayed progress, frustrated users, reports that have no value and do not speak the truth and obligatory duplication of training efforts and travel.

The costs of not sending progress reports far outweigh the price we pay for managing them professionally.  They are a vital tool in your management and leadership toolbox.

The Benefits of Progress Reports #
  • Help ALL role players get a sense of where we are in our journey together
  • Empowers you to confirm that you have your users buy-in and understanding
  • Help you keep track of where you are on your journey. it’s as much for you as it is for them
  • Keep your VMG team members informed
  • Shows the person that paid us, that we are busy and delivering value for their money
Example 1  #

Dear [User Name/s]

This email serves as an information guide to help you bring your VMG Software up to date in the fastest time possible.

We are always available for any assistance you may require. Please do not hesitate to call for any help you need.

Once your company details and logo have been loaded into VMG, your system will be ready to start invoicing clients and creating OTP’s.

Goals Achieved

  • We are pleased to report that your VMG Software has been installed on [Users] computers.
  • Teamviewer / Anydesk has been installed on [Users] computers.
  • The server database has been installed successfully on [user/cloud] computer.
    • This computer is now serving as your new VMG server and this is where all the data is stored.
  • Firewall settings have been added to the server
  • Remote support has been implemented
  • Company logo has been added to the system
  • Company details have been added to company settings
  • [User 1] and [User 2] user accounts have been added

The following Phase 1 tasks need to be achieved before we can commence onto the next phase.

What’s Next?

  • Setup date and time for Training Session Phase 1 with [user 1] and [user 2].
  • This training session will cover the following
    • Load all employees into your VMG [user 1]
    • Load all stock on hand and consignment vehicles into VMG [user 1]
    • Load all relevant costs related to the relevant vehicles [user 1]
    • Complete the invoice details of any sold vehicles and allocate invoice numbers [user 2]
    • Load any DIC and other Supplementary incomes to their respective vehicles.[user 2]

Once these tasks have been completed your stock system will be up to date and ready for use by all members of the [Dealership Name] team.

IMPORTANT NOTE:  Once phase 1 is complete, your day-to-day admin, OTP’s, purchase orders, invoicing of sold vehicles can be implemented with immediate effect.

Please contact us for any enquiries you may have. We are always, very gratefully and gladly at your service.

Kindest Regards,

Example 2  #

Dear [Users],

Thank you very much for sharing your time with us today. We are making excellent progress.

We now have 5 Job Cards loaded to your system, and one has been invoiced. Congratulations.

In tomorrow’s training session, we will invoice out another Job Card and focus on accurately costing the rest of the Job Cards.

If you have any questions, concerns, ideas, or enquiries, please let us know. We will address them as quickly as we can for you.

Phase 1 Training Completed

  • General System Overview, [Users Name/s]
  • Logging onto VMG. [Users Name/s]
  • Job Card Overview. [Users Name/s]
  • Adding Customers. [Users Name/s]
  • Adding Sales Sources to Job Cards. [Users Name/s]
  • Adding Employees. [Users Name/s]
  • Adding new Job Cards and Printing Job Cards for techies. [Users Name/s]
  • Adding vehicles to Job cards. [Users Name/s]
  • Adding custom vehicle Makes and Models. [Users Name/s]
  • Ordering Parts, Linking to Job Card and Processing Orders. [Users Name/s]
  • Adding Labour to Job Cards. [Users Name/s]
  • Invoicing Completed Job Cards. [Users Name/s]
  • Adjusting Stock on Hand Quantities. [Users Name/s]

Phase 1 Training Still to Complete

  • Adding Customers. [Users Name/s]
  • Adding and Processing Sublet (Outwork) order on Job Cards. [Users Name/s]
  • Invoice completed Job Cards. [Users Name/s]
  • Understanding and using system reports.

Objectives Achieved

  • VMG Database installed successfully on the new workshop server PC referred to as the VMG Software Server)
  • VMG Workshop installed on the new workshop server PC.
  • VMG Firewall exceptions have been added.
  • VMG Backups have been set up and linked to our in-house backup servers.
  • Remote support implemented using TeamViewer and Radmin.
  • Company Details have been loaded.
  • VMG Workshop installed on [Users Name/s] PC.
  • Parts have been imported as per your request
  • User Accounts and Permissions have been created for [Users Name/s].
  • Added Sales Sources
  • Import Customers
  • Import Suppliers

Objectives Still to Achieve

  • Complete all training as listed above.
  • Bring all stock on hand into VMG and update quantities.
  • Check report print margins 
  • Check cut off company name on Estimates.
  • Select preferred Job Card Template
  • Add A client Sales and Costs report per Job Card with totals based on Vehicle Categories
  • Understand [owner name] reporting requirements and execute accordingly.

Our team will be updating this list as we progress, and we look forward to being of excellent service to you and to help to ensure that all our objectives are met.

If you have any enquiries or wish to add anything to this list, please do not hesitate to message me or call support directly. We are very gladly at your service.

Kindest Regards,