{"id":288677,"date":"2023-01-31T17:04:20","date_gmt":"2023-01-31T17:04:20","guid":{"rendered":"https:\/\/project.co\/?p=288677"},"modified":"2024-06-12T12:08:35","modified_gmt":"2024-06-12T12:08:35","slug":"project-report","status":"publish","type":"post","link":"https:\/\/project.co\/project-report\/","title":{"rendered":"How to Write a Project Report In 5 Easy Steps (Template Included)"},"content":{"rendered":"
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Last updated on 9th May 2024<\/em><\/p>\n\n\n

\n <\/i>Statistic\n<\/div>\n
\n Did you know that only 64% of projects meet their goals<\/strong>? That means 36% fall short. And when projects don\u2019t <\/em>meet their goals it can result in a lot of headaches for your company.\n
\n Source: <\/strong>Project Management Works<\/a>\n <\/div>\n<\/div><\/div>\n\n\n

The reasons why projects fail<\/a> are plentiful but it typically comes back to poor planning or a lack of organisation. <\/p>\n\n\n\n

A solid project report can eliminate these issues and ensure you stay on track to complete your goals.<\/p>\n\n\n\n

So, let\u2019s take a look at how to write a project report in 5 easy steps\u2026<\/p>\n\n\n\n

What is a project report?<\/strong><\/h2>\n\n\n\n

A project report is a document that contains helpful information so that teams can ensure their project stays on track, runs successfully, and completes on time. <\/p>\n\n\n\n

There are different types of project reports that are used at different periods throughout a project\u2019s lifespan, but they all contain similar data that covers things like progress, tasks, roadblocks, stakeholders, and financial information. <\/p>\n\n\n\n

Why is a project report important?<\/strong><\/h2>\n\n\n\n

Project reports are important for many reasons. A project report gives your project a sense of direction that can help you maintain consistency throughout the project, even as it passes between different people and teams. Your project report will also be a great document to refer back to if things get difficult, so you can stay on track. <\/p>\n\n\n\n

Even in the first instance, before<\/em> your project kicks off, a project report can help you to manage your budget, workload, and any foreseen risks. It can also give stakeholders insight into the specifics of the project to help manage expectations from the start. <\/p>\n\n\n\n

Types of project report<\/strong><\/h2>\n\n\n\n

There are many different types of project reports that will help you manage different aspects of your project. For example, a resource report<\/strong> will help you to understand the resources you\u2019ll need for the project, how much resource you have at your disposal, and will also help you to predict when your resources will need to be replenished. Other examples include:<\/p>\n\n\n

\n – Risk assessment reports<\/strong> (to identify potential risks)
– Board reports<\/strong> (to update investors\/board members on project progress)
– Cost-benefit analysis reports<\/strong> (to help you measure benefits against the costs associated with them)\n<\/div><\/div>\n\n\n

Now, let\u2019s dive into 3 of the biggest, most important types of project reports.<\/p>\n\n\n\n

1. General project report<\/strong><\/h3>\n\n\n\n

This is your first project report. It should cover predictions and plans for how you expect the project to go, and give you a clear sense of direction when it comes to things like budget<\/a>, timelines, and everything else you need to keep track of in order for your project to be considered a success. <\/p>\n\n\n\n

2. Progress report<\/strong><\/h3>\n\n\n\n

A progress report – as you may have guessed – comes in the middle and helps you document your progress. It\u2019s important to keep reassessing your project to see if you are where you expect to be and to help you make adjustments along the way. <\/p>\n\n\n

\n <\/i>Expert Tip\n<\/div>\n
\n A progress report is also very useful for managing stakeholder expectations and keeping them informed on how the project\u2019s going.\n<\/div><\/div>\n\n\n

3. Project completion report<\/strong><\/h3>\n\n\n\n

As you wrap up your project, a project completion report can be a great way to reflect on what went well and what went wrong. This can not only help you wrap up the current project neatly, it can also inform future projects and ensure you don\u2019t make the same mistakes twice.<\/p>\n\n\n\n

How to write a project report in only 5 steps<\/strong><\/h2>\n\n\n\n

There are many different types of project reports. So, of course, the writing of each one will differ slightly depending on who they are aimed at and what the content of the project report is. <\/p>\n\n\n\n

However, there are still some core steps to follow for each. Let\u2019s take a look at how to write a project report in 5 steps. <\/p>\n\n\n\n

1. Start with the basics<\/strong><\/h3>\n\n\n\n

At the very top of your project report should be a simple table that includes all of the core information for the project. Here\u2019s an example: <\/p>\n\n\n\n

\"Project<\/figure>\n\n\n\n

The table for your project will probably vary slightly to this, but hopefully this gives you an idea of the most important top-level information to include. <\/p>\n\n\n\n

Underneath this table you should have a short summary of the project. This can be just a couple of sentences that sum up the objectives and goals. Think of this kind of like an elevator pitch for the project. <\/p>\n\n\n\n

2. Cover your objectives<\/strong><\/h3>\n\n\n\n

Now it\u2019s time to go into more detail. List out each objective for the project, including what you need to do to achieve each one. <\/p>\n\n\n\n

For example, let\u2019s pretend our project is to create a brand video. There are many objectives, such as: <\/p>\n\n\n

\n – Write a script
– Storyboard the video\u00a0
– Record a voiceover
– Shoot the video
– Edit the video
– Come up with a plan for promotion\u00a0\n<\/div><\/div>\n\n\n

Each objective will need to be completed in order to go on to the next. And each objective requires different resources and skill sets. All of this should be recorded, in detail, in your project report. <\/p>\n\n\n\n

3. List your obstacles<\/strong><\/h3>\n\n\n\n

Next, list any predicted obstacles or risks. This may feel like a waste of time because of course you\u2019re going to be avoiding risks and obstacles as often as you can. However, it\u2019s important to be aware of the potential roadblocks that might appear so that you are prepared to handle them without slowing down. <\/p>\n\n\n\n

Some example obstacles for the brand video project could be: <\/p>\n\n\n

\n – Equipment breaks
– Weather ruins a shoot
– Editing takes longer than planned\n<\/div><\/div>\n\n\n

Next to each obstacle, jot down a quick plan for how you would solve this issue if it happened. For example, for \u201cweather ruins a shoot\u201d your potential solution could be to \u201cchoose a backup location\u201d.<\/p>\n\n\n\n

4. Create a project timeline<\/strong><\/h3>\n\n\n\n

With any project, it\u2019s important to know how long everything\u2019s going to take. This is the best way to estimate how much time, money, and resource is required. <\/p>\n\n\n\n

A project timeline will help plot a path forward. To create a project timeline all you need to do is break down each objective into tasks and add a deadline for each task. It also helps to add an owner to each task, so you know who the point of contact is for each section of the timeline. <\/p>\n\n\n

\n <\/i>Recommended Article\n<\/div>\n
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\"\"<\/a><\/div>\n <\/div>\n
\n
Project Timeline: How to Easily Create One + Examples<\/a><\/div>\n
Project timelines can help teams stay organised, identify potential delays, and communicate project status to stakeholders. Find out how to create one.<\/div>\n <\/div>\n<\/div><\/div>\n\n\n

This can be tricky to manage but becomes so much easier with a project management tool, like Project.co<\/a>. When you create a project on Project.co, all of your clients and team members can see everything that goes on with the project in one centralised place. This includes tasks that can be allocated to team members, assigned a date, and a status – so everyone involved in the project can see how it\u2019s progressing: <\/p>\n\n\n\n

\"\"<\/figure>\n\n\n\n

You can also add comments, attachments, priority tags, and more. <\/p>\n\n\n\n

Plus, it\u2019s easy to keep track of several tasks at once by using the calendar view: <\/p>\n\n\n\n

\"\"<\/figure>\n\n\n\n

Other views available are kanban, list, and scheduler. <\/p>\n\n\n\n

5. Cover project communication<\/strong><\/h3>\n\n\n\n

Somewhere on your project report you should include a link to your communication guidelines<\/a>. This will help everyone involved on the project to understand what\u2019s expected of them when it comes to communication, for example what tools to use and how to communicate. <\/p>\n\n\n\n

This can help your project run more smoothly and create a better result for everyone. According to our Communication Statistics 2022<\/a>, 94% of people feel that the businesses they deal with could improve when it comes to communication and project management<\/strong>. <\/p>\n\n\n\n

Writing a project report: 7 top tips <\/strong><\/h2>\n\n\n\n

1. Be clear<\/strong><\/h3>\n\n\n\n

The perfect project report is clear and concise. Try your best to leave no room for errors or misunderstandings, and write in short definitive sentences. <\/p>\n\n\n\n

Being clear is especially important when it comes to timelines and targets. It can be helpful to plot out your tasks in a visual way, like a kanban view<\/a>. This will make your project timeline easy to scan and understand.  <\/p>\n\n\n\n

2. Be thorough<\/strong><\/h3>\n\n\n\n

While it\u2019s important to be clear and concise, it\u2019s equally important to be thorough. Try to include as much relevant information in your project reports as possible.<\/p>\n\n\n\n

One of the main functions of project reports, particularly project status reports, is to inform stakeholders on the progress of the project. So the more thorough you can be, the better. <\/p>\n\n\n\n

3. Be appropriate<\/strong><\/h3>\n\n\n\n

A project report is an internal document that\u2019s likely going to be shared between many different departments or teams in your business, so it\u2019s important to make sure your language is appropriate. <\/p>\n\n\n\n

Keep the culture of the business in mind when writing your report. Use the same kind of tone and language that you would in other internal communication documents. This is especially important when you consider more than a third (35%) of businesses<\/strong><\/a> have lost an employee because of poor internal communication<\/strong>. <\/p>\n\n\n\n

4. Be honest<\/strong><\/h3>\n\n\n\n

Your project report is not the place to sugarcoat anything. You should be honest, and brutally so. This means giving accurate and realistic figures, deliverables and deadlines. <\/p>\n\n\n\n

A project report should be a factual account so that everyone has a clear understanding of the data and knows exactly what to expect from the project. <\/p>\n\n\n\n

5. Be quick<\/strong><\/h3>\n\n\n\n

It may seem contradictory to tell you to be thorough and <\/em>quick with your project reports, but this just means don\u2019t overload people with unnecessary information. Be succinct and to-the-point with every aspect of the report, from points of contact to resources and any potential roadblocks. <\/p>\n\n\n\n

The idea is for your project reports to be as easy to digest as possible, especially if you\u2019re supplying busy stakeholders with a steady stream of ongoing status reports. <\/p>\n\n\n\n

6. Be prepared<\/strong><\/h3>\n\n\n\n

No project runs perfectly, so it can be helpful to be prepared for bumps in the road. You might want to leave an \u2018other\u2019 or \u2018notes\u2019 section at the bottom of your report where you can jot down anything that\u2019s changed along the way. <\/p>\n\n\n\n

It can also help to leave room for slight adjustments in your timeline. Just a couple of buffer days here and there can really reduce stress for your teams, and also help ensure your deadlines are more realistic. <\/p>\n\n\n\n

7. Be proud<\/strong><\/h3>\n\n\n\n

When you\u2019re carefully documenting things like risks and problems, your project report can become pretty gloomy. So it\u2019s important to even it out by also celebrating your team\u2019s achievements. <\/p>\n\n\n\n

Every project has ups and downs, and by giving as much attention to the \u2018ups\u2019 as you do the \u2018downs\u2019 you can boost team morale and this can be reflected back on your project. <\/p>\n\n\n\n

Free project report template<\/strong><\/h2>\n\n\n\n

As promised, here is your free project report template<\/a>! <\/p>\n\n\n

\n To use this document, make sure to hit File<\/strong> > Make a Copy<\/strong> to save it as your own. This way you can make edits and personalise it to perfectly fit your needs.\u00a0\n<\/div><\/div>\n\n\n

Final thoughts<\/strong><\/h2>\n\n\n\n

A solid project report can act almost like a map that clearly directs you towards your end goal, helping you to avoid risks along the way and take the best route to success.<\/p>\n\n\n\n

In addition to a project report, a project management platform can also help you to maintain your focus and manage your project with ease, thanks to centralised communication and complete visibility of all your work. Click here to get started for free<\/a>.<\/p>\n","protected":false},"excerpt":{"rendered":"

Project reports can help teams ensure their projects stays on track, run successfully, and complete on time. Here’s how to create one in a few simple steps.<\/p>\n","protected":false},"author":6,"featured_media":288678,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_et_pb_use_builder":"","_et_pb_old_content":"","_et_gb_content_width":"","_jetpack_memberships_contains_paid_content":false,"footnotes":"","_links_to":"","_links_to_target":""},"categories":[13],"tags":[],"class_list":["post-288677","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-productivity"],"jetpack_featured_media_url":"https:\/\/project.co\/wp-content\/uploads\/2023\/01\/How-to-Write-a-Project-Report.png","jetpack_shortlink":"https:\/\/wp.me\/pgGBe0-1d65","jetpack_sharing_enabled":true,"_links":{"self":[{"href":"https:\/\/project.co\/wp-json\/wp\/v2\/posts\/288677","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/project.co\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/project.co\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/project.co\/wp-json\/wp\/v2\/users\/6"}],"replies":[{"embeddable":true,"href":"https:\/\/project.co\/wp-json\/wp\/v2\/comments?post=288677"}],"version-history":[{"count":0,"href":"https:\/\/project.co\/wp-json\/wp\/v2\/posts\/288677\/revisions"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/project.co\/wp-json\/wp\/v2\/media\/288678"}],"wp:attachment":[{"href":"https:\/\/project.co\/wp-json\/wp\/v2\/media?parent=288677"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/project.co\/wp-json\/wp\/v2\/categories?post=288677"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/project.co\/wp-json\/wp\/v2\/tags?post=288677"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}