Where do your sheets come from? They sound unnecessarily complicated to me.
Written observations and planning are only useful if...
they help you to look after the child better - by finding out about the child and tailoring his experience to his needs
they tell you something about the child - likes, dislikes, interests, schemas etc
They tell someone else something about the child - so for example you are passing information on to parents about what their child likes to do when with you
If you are writing for the sake of writing to put a piece of paper in a file that is never going to be looked at again then you should question why and ask what can be done to simplify things.
I hope this helps. Good luck with it all