What is the structure of a project report?

Why do you need a project report?

A project report is a road-map and an assessment document. It compiles information on the nature of the project (what are we supposed to do), the purpose of the project, the materials and inputs that need to be collected, how many will take part, who will do what (someone had to make those paper bags), number of days needed, and what should be the outcome of the project. It also includes the assessment and feedback given.

Did it achieve its objectives? What went wrong? How could what went wrong have been prevented? If it is a success, what made that possible?

Not one way, but many

There is no single correct way to write a report. You can use a standard format and fill it in with the information sought. You can make one, highlighting your own purpose and outcomes. Whichever method you choose, keep this in mind: no one has the patience to read long paragraphs of prose about a project. A project report is meant to give information about an activity with crisp remarks in the end. Keep it simple and to the point. See that the right information is put across clearly and effectively.

Here’s how to go about it

To write a good project report, you just need follow these basic principles:

Write to the reader

This is true of anything you write, even if the reader is you, as in diary writing. Your project report generally goes to the professor, company boss or to government officials, who will be the readers. This means your writing should be clear, concise and highly readable. Ask yourself are they familiar with the concept you have chosen?

Explain the concept briefly. Do you use terminology that is unfamiliar to your reader? If that is the case, include footnotes or make a list of unfamiliar terms and their meanings to be placed in the front pages. You can also try to use simple vocabulary, unless the technical term you choose is absolutely essential. If you are using abbreviations, include their expansion at least once.

Structure tour report

All reports need to have a form or structure. So organize the information into different segments so that your reader can identify relevant sections and quickly refer back to them later on. Also, begin with an abstract or the background. This points to the project’s purpose and a summary of the document’s contents.

Provide data

A good project report should have data backing it up, whether it is defending the team’s performance or breaking down a successful project.

Use charts, spreadsheets and statistics to add credibility to your suggestions and claims. If you say “The beach will be clean if a machine is employed to sweep it twice a day,” then check: do you have proof? Present the data in the form of graphs, photographs and tables.

Separate facts from opinion

Be absolutely sure about the difference between a fact and an opinion. Opinions should occupy minimum space under the heading of “Remarks.” You can make general suggestions, but remove any sentence that carries phrases like, “I think”, “I feel”, “In my opinion/view”, “If I were to do it”, etc.

Add personal views and preferences only when they are unavoidable. When you add them, identify them as: “This is my personal view.” It is a good idea to put these thoughts in a separate section.

Presentation

Type out the report neatly, add data/pictures, proofread thoroughly, make copies and submit it in a folder. Get all the participants of the project to sign it.

Picture Credit : Google

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