Effective Project Reporting and Organizing Work

Reports are a very important part of a project, and they can make the difference between success and failure. When managing a project, you need to submit reports at different phases, so that your client will know how various plans will be executed and whether objectives are being met. Reports enable you to organize work more effectively and track the progress of the project. Here are a number of useful tips on how you can produce effective project reports:

1) Clear Structure

The most commonly used structure for project reports is the top-down approach, which states the main point first and then elaborates on the point made. A report that is properly structured and styled enables readers to gain a comprehensive understanding of the project by reading only certain parts in detail.

2) Substance

Good structure needs to be backed by good substance. A report with good substance provides a detailed description of the project, including all the risks, problems, and solutions. One effective approach is to divide the tasks and problems, and set timelines and costs for completing each task.

3) Table of Contents

Reports that are over four pages long or made up of many subsections should have a table of contents.

4) Longer Title

The title of the report should consist of a title and subheadings that give readers a clearer idea of the content that follows.

5) Language and Style

In order to create a good project report, you need to use a writing style that is easy to understand. Also, make sure that the report is free of grammatical, spelling, and punctuation errors.

6) Lists, Figures, Tables, and Graphs

Lists, figures, tables, and graphs serve to highlight important points and make the report more visually appealing and easier to read. They can also be excellent tools for summarizing information and making comparisons.

7) Appendices

If you are writing a lengthy project report, you have to include an appendix to provide more technical and background information, such as expert opinions from previous studies, derivative and analytical expressions, supporting programs, raw data, and others.

8) References and Citations

If your project report contains results from articles and books, it is mandatory that you include a reference and citation section.

9) Proofreading

Proofreading is very important because it can help you detect potentially costly errors. It is recommended that you have your report proofread by a third party before submitting it.

10) Appearance

A project report that looks tidy and presentable can certainly help you impress your client. Use easy-to-read fonts, neat binding, attractive cover design, and other aesthetic elements to enhance the appearance of your report.

A report is only a description of the actual work that is being done. No matter how well your project report is written and presented, it will not satisfy your client if it does not show that the project is being managed properly. If you are able to organize the project well, your report will contain information that is interesting and impressive to your client. You can organize project work by breaking down tasks and assigning them to different groups of workers, either according to organizational hierarchy or grouping attributes. Consider the nature and requirements of the project tasks when you are organizing work.

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Lynn Kelly is an IT project management consultant and contributor for Vantage, promoting the Social Approach to Project Management. Visit http://projectvantage.com to learn more and signup for a free trial of Vantage project management software at http://www.projectvantage.com/index.php/pricing to get started. Go get social with your projects today.

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