How to Write a Project Management Report
A project management report is an important vehicle of communication
between the project team members, multiple departments, upper management
and/or clients. Learning how to write an effective report is an important
skill and requires attention to the most salient aspects of a management
process. Here are useful strategies for writing a project management
1Identify 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.<
2Decide 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.
3Divide 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. 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
Explain preliminary project successes. The project may be progressing
ahead of schedule or meeting an unexpected need. Include all positive
Describe project challenges and obstacles. Challenges might include
insufficient resources, unexpected obstacles, mechanical failure or other
Suggest recommendations and solutions. If your project is reporting
important findings, discuss the implications of the findings for the
company, organization or the client. Include a solutions section as a
potential remedy to project challenges.
Write the report conclusion. Use the conclusion to draw the reader's
attention to the most important issues, solutions and next steps.
4Use formatting techniques to guide the attention of readers. Provide
clear categories with subheadings and bullet points throughout the report
to save time for readers who are only interested in certain aspects of
the project document.
5Circulate the preliminary report to your project team members. This is a
particularly important step before distributing the project report to
other departments, higher ups or clients. Team members may draw your
attention to important details, inaccuracies or solutions.Revise the
report to include contributions from team members. Use your judgment
regarding which details to include. Tedious details that may be important
to a technician may not be interesting for readers concerned with the
6Review the report for typos and errors. Reading the same document
repeatedly can lead to overlooking obvious mistakes. Ask first-time
readers to point out any errors or inaccuracies.Correct all typos and
formatting issues before distributing the report. A well-organized and
error-free report will reduce distractions and allow your readers to
focus on the main points of your report.
Sources and Citations