Overview

I redesigned our end-of-shift reporting process, replacing an unreliable Slack-based system with a structured, collaborative, and automated reporting workflow.

Previously, shift reports were manually copy-pasted into a group chat by a single staff member at the end of the night. This created gaps in information, no way for others to contribute, and constant notification fatigue across the team. Reports were inconsistent, easy to ignore, and lacked any system for tracking or escalation.

I built a centralized reporting system using Lark that turned shift reports into structured, collaborative records. Staff now submit reports through a guided web form, with the ability for all closing team members to review and edit before finalization. Reports are automatically logged, distributed to relevant teams, and escalated when needed—particularly for maintenance or operational issues.

The result is a system that improves accuracy, reduces noise, and ensures important issues are actually addressed.

Impact

• Eliminated gaps in reporting by enabling collaborative input across staff
• Reduced notification fatigue by replacing all-staff messages with targeted distribution
• Improved response time to maintenance, inventory, and incident issues
• Increased consistency and completion rates of shift reports
• Created a searchable database of reports for operational insights and trend tracking

Tools Used

Lark Base · Lark Automations · Lark Messenger

Beyond improving day-to-day operations, the system introduced real accountability and visibility—turning shift reports from a routine task into a reliable operational tool.

Technical Documentation

For a full breakdown of the system design and workflow: