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Report structures

The tutoring agency session report.

An agency report uses the same four sections for every tutor on the books: concepts covered, progress, homework and next focus. One shape, one set of branding, and the owner can read every report that goes out.

An agency is judged on consistency it cannot see. Twelve tutors writing twelve different things, at twelve different lengths, on twelve different evenings, is what makes a client ask whether the agency is actually managing anybody. One shape fixes that without turning a tutor into an administrator, because the shape is what the draft arrives in rather than a form somebody has to fill.

01The four sections

The four names this kind of work gets, and nothing to fill in.

  1. 01Concepts covered
  2. 02Progress
  3. 03Homework
  4. 04Next focus

You are not choosing this from a gallery. You answer one question when you sign up and these four become the shape every comes back in. Any of them can be renamed, added to or removed, and your version is what you get from then on.

02A finished report

Not a blank table. The document, written out.

Invented student: Priya, 12, Year 8 English, session 3 of 10, tutor Hannah.

Concepts covered
Inference from a short extract. We read the opening two pages of the set text twice, the second time marking every phrase that told us something the narrator had not said outright.
Progress
Priya found five implied details unprompted, up from two in session one. She is still summarising the plot when asked what a phrase suggests, so we practised saying suggests rather than says out loud before each answer.
Homework
Three short extracts, one paragraph on each: what is said, and what is suggested. Twenty minutes each. Due before Tuesday.
Next focus
Move from single phrases to a whole paragraph, and start writing the answers rather than saying them.

Every person, session and number above was written for this page. No real client is shown. The four section names are not samples: they are the sections the product fills in today.

03What clients ask for

Three things the reader of this report is actually looking for.

  • That every tutor writes the same amount, so a client cannot tell which tutor is the diligent one from the length of the email.
  • That the agency's name is on it rather than a personal address, because the client bought from the agency.
  • That somebody at the agency has read it, which is the thing an owner can now actually say is true.

04What goes wrong

Four mistakes, and each one costs a renewal rather than a mark.

  • Letting each tutor invent their own format, which turns a client's question about one student into a question about the agency.
  • Asking tutors to fill in a shared template, which is unpaid administration and is the first thing dropped in a busy week.
  • Sending nothing when a tutor is ill, rather than a one line note, which is the silence a client remembers.
  • Reviewing reports only after a complaint, when the report that caused it went out four weeks earlier.

05How it gets written

Five steps, and four of them take no time at all.

  1. 01Record the session

    Record on a phone, a laptop or the call software you already work on, with everybody in the session having agreed out loud first.

  2. 02Upload the recording

    Upload the file when the session ends, or paste a transcript if your call software already made one.

  3. 03Read the draft

    The draft comes back in about a minute, in the four sections: Concepts covered, Progress, Homework, Next focus.

  4. 04Correct it

    Change anything that is wrong and add anything the recording missed. Nothing goes anywhere until you have done this.

  5. 05Send it

    It goes to the client under your own name and stays on their own page with every report before it.

06Where this came from

Two sources outside this company.

Nearby

Try it on one session

Bring one recording and read what comes back in these four sections. No account and no card, and the 7 day trial needs no card either.