> ## Documentation Index > Fetch the complete documentation index at: https://docs.charle.agency/llms.txt > Use this file to discover all available pages before exploring further. # Recording Reports > Step-by-step guide to completing weekly RAG reports Recording RAG reports is a weekly task for CSMs and PMs. This guide walks through the complete process from start to finish. ## Before you start ### When to record **Timing:** * Reports are weekly, Monday-Sunday * Record on Monday for previous week * Or Friday to reflect current week * Be consistent with timing **Frequency:** * One report per week * Cannot skip weeks * Historical record maintained Set a recurring calendar reminder for the same day/time each week to maintain consistency. ### Who records Reports typically recorded by: * CSMs for their assigned clients * PMs for clients they manage * Managers can record if needed **Collaborative approach:** * Discuss status with team before recording * Align with PM/CSM on concerns * Get input from delivery team ## Starting a report ### Check report status Click RAG in main navigation See status: "No report", "Draft", or "Completed" Button available if no completed report exists **Report states:** * **None** - Can start new report * **Draft** - Can continue existing draft * **Completed** - Cannot modify, wait for next week ### Understanding the form Recording page shows: * Week commencing date * All active clients listed * Previous week's status (if available) * Progress counter (0/X complete) **Layout:** * Two-column grid * One card per client * CSM name shown * Complete all before submitting ## Recording each client ### Client card structure Each card contains: * **Client name** - Top of card * **CSM name** - Below client name * **Previous status** - Last week's RAG * **Status selection** - Choose new status * **Note field** - Current situation * **Next step field** - Planned action * **Complete checkbox** - Mark when done ### Selecting status See last week's status badge Click Green, Amber, or Red radio button Can only move one step at a time **Status descriptions shown:** * **Green** - "Project running smoothly, no concerns" * **Amber** - "Some concerns that need monitoring" * **Red** - "Critical issues requiring immediate attention" Status transitions are enforced. You cannot jump from Green to Red - must go through Amber. ### Writing notes **Purpose:** * Explain why you chose this status * Provide context for management * Document specific issues or wins * Reference key events **Good note structure:** ``` 1. Current situation (1-2 sentences) 2. Why this status (specific reason) 3. Any relevant context or details ``` **Examples:** **Green note:** > Retainer running smoothly. Delivered all planned features on time. Client happy with quality and communication. **Amber note:** > Client requesting features beyond original scope. Having conversation about boundaries this week. Relationship good but need clear expectations. **Red note:** > Major delivery delay - 2 weeks behind schedule due to dependency issues. Client escalating concerns to their management. Need immediate recovery plan. Write notes as if explaining to someone unfamiliar with the client. Provide enough context to understand the situation. ### Defining next steps **Purpose:** * Specify what action is needed * Assign clear ownership * Set realistic timeline * Create accountability **Next step formula:** ``` [Action] + [Owner] + [Timeframe] ``` **Examples:** **Green next step:** > Continue regular bi-weekly check-ins. Plan next sprint features (CSM, this week). **Amber next step:** > Schedule alignment meeting with client and PM to clarify scope boundaries (CSM to book by Friday). **Red next step:** > Create recovery plan with revised timeline and present to client (PM and CSM, by Tuesday). Escalate to management for resource support. **Bad examples:** * "Follow up" (too vague) * "Monitor" (not actionable) * "Fix issues" (not specific) ### Marking complete After filling all fields: * Check "Mark as complete" box * Card visually confirms completion * Progress counter updates * Move to next client **Progress tracking:** * Shows "X/Y complete" at top and bottom * Progress bar visualizes completion * Cannot submit until all marked complete ## Completing the report ### Final checks Before submitting: **Verify:** * ✓ All clients have status selected * ✓ All have notes explaining status * ✓ All have actionable next steps * ✓ All marked as complete * ✓ No placeholders or "TBD" entries **Review:** * Read through notes for clarity * Check next steps are realistic * Ensure serious issues flagged properly * Verify no typos in client names/details ### Submitting Ensure all clients marked complete Button at bottom of page Success message appears Status changes to completed Management receives summary email **After submission:** * Cannot modify completed report * Appears in RAG dashboard * Updates each client's current status * Adds to historical record Once submitted, reports cannot be edited. Double-check everything before clicking Complete Report. ## Status transition rules ### From Green **Can move to:** * Green (unchanged) * Amber (concerns arising) **Cannot move to:** * Red (must go through Amber first) **When to stay Green:** * Project still running smoothly * No new concerns * Client satisfied **When to move to Amber:** * Minor delays appearing * Budget tracking carefully * Communication issues starting * Client expressing concerns ### From Amber **Can move to:** * Green (improvement) * Amber (unchanged) * Red (worsening) **When to move to Green:** * Issues resolved * Client confidence restored * Back on track **When to stay Amber:** * Issues persist but manageable * Working on resolution * Not worsening **When to move to Red:** * Issues escalating * Client very unhappy * Major problems occurring ### From Red **Can move to:** * Red (unchanged) * Amber (improving) **Cannot move to:** * Green (must go through Amber first) **When to stay Red:** * Issues still critical * Recovery plan in progress * Not yet stable **When to move to Amber:** * Crisis contained * Recovery visible * Client calming * Action plan working ## Common recording challenges ### Challenge 1: Unsure of status **Problem:** Client somewhere between Green and Amber **Solution:** * Err on side of caution (choose Amber) * Explain uncertainty in notes * Define next step to clarify situation * Better to flag early than miss concerns ### Challenge 2: Multiple concerns **Problem:** Client has several different issues **Solution:** * Choose status based on most serious issue * List all concerns in notes * Prioritize in next steps * Focus on most critical first ### Challenge 3: Conflicting information **Problem:** PM says Green, but you sense Amber **Solution:** * Discuss with PM before recording * Align on status together * Document differing perspectives in notes * Use Amber if any significant doubt ### Challenge 4: Too many clients **Problem:** Recording takes too long for all clients **Solution:** * Block calendar time specifically for RAG * Keep notes concise but complete * Use consistent phrasing across similar situations * Consider recording in batches (e.g., 10 clients per day over Monday-Wednesday) If RAG recording feels overwhelming, you may have too many clients assigned. Discuss workload with your manager. ## Best practices summary Record same day/time each week Discuss with PM/team before recording Don't hide problems or overstate concerns Provide context in notes Define clear next actions Check last week's notes before recording Use Amber when concerns first appear Complete next steps before next report ## Troubleshooting Check if current week already has completed report. Only one report per week allowed. May need to wait for next week. Status transitions limited to one step. Check previous week's status. May need to go through intermediate status first. Ensure all clients marked as complete. Check progress counter. Incomplete entries prevent submission. Only active clients appear. Check client status. Archived clients don't need RAG reporting. Completed reports cannot be edited. Contact manager if significant error needs correcting. Learn for next week. ## Next steps Back to RAG reporting overview View client RAG history Client management overview Track client support issues