How to Write a Report
1. Identify the audience. Your report may only be read by the project team or distributed widely to multiple departments, company owners and clients. Identifying your readers at the outset will provide direction for the project report content.
2. Decide on the length of the report in advance. You may not necessarily adhere to the exact length, but it will prevent you from writing a 50-page report if management requires a much shorter report.
Be as succinct as possible without sacrificing necessary details or quality. In general, readers have limited attention spans and time limitations. If you can convey a point in 2 paragraphs rather than 5, use the shorter option.
3. Divide the contents of the report into clearly labeled categories.
Provide an executive summary. The executive summary is presented at the beginning of a project management report and gives the reader a concise overview of the project purpose, findings, progress, issues and recommendations. Readers can use the executive summary to decide whether they must read the entire report.
Write an introduction. Explain the nature of the project, its purpose and any background information elaborating on the necessity of the project.
Include a methodology section and describe it. Describe the manpower, tools and resources being utilized to achieve the goals of the project.
Elaborate on the findings of the project. If the project is a study, include relevant statistics and qualitative observations. If the project involves product development, explain findings related to product interactions.
Explain preliminary project successes. The project may be progressing ahead of schedule or meeting an unexpected need. Include all positive news.
Describe project challenges and obstacles. Challenges might include insufficient resources, unexpected obstacles, mechanical failure or other obstacles.
Suggest recommendations and solutions. If your project is reporting important findings, discuss the