Writing a report is a good way to evaluate one’s progress and development, regardless of whether it’s a short report or one with an executive summary. A report may asses whether goals have been met or not. This would allow an individual to make critical decisions or consider alternate options.
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What Is a Project Report?
A project report is a formal document that provides account on the current status of a given project. A detailed summary is given regarding accomplishments, problems encountered, and expenses. A report on possible delays due to unforeseen circumstances are also indicated.
Format for Preparing a Project Report
Preparing a project report is no different from writing a technical report. It must follow a certain structure and format. The standard format for making a project report should consist of the following sections:
- Title page. This page lists the title of the project, the project head’s name, and other relevant information.
- Bonafide certificate. This type of certification is used to prove that an authorized individual of the project has successfully reviewed and approved the content of the report. This is only included when it’s necessary.
- Abstract. A brief synopsis of the project is narrated here.
- Table of Contents. If necessary, the list of tables and figures will follow this section.
- Chapters. Various details of a project is clearly discussed in these chapters. This may include the introduction, project information, and a conclusion.
A formal font style, such as Times New Roman or Arial, must be used. Proper page numbering, indention, and spacing must be observed as well.
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Importance of a Project Report
Regardless of the scale its scale, a project report will allow you to examine the current status report of your project. If this does not give you a valid reason to find value in a project report then keep the following scenario in mind.
- You’re a respected engineer of a well-known construction company. You’re assigned for a huge building project that is set to open in a year. With the given time period, you and a few of your colleagues are given the responsibility to create a weekly project report. You’re familiar with such and with your experience, you quickly dismiss the sincerity of such role.
- Every month, you create a report with inaccurate details and exaggerated assumptions. Even as the project experiences serious problems, you still claim that the project will be finished by the agreed date.
- Obviously, this is not the case.
- A few weeks before you’re set to launch, numerous problems arise that would take months to resolve.
- There may be occurrences of building instability and other forms of accidents due to misleading project reports. The company would then have to face serious consequences such as major lawsuits filed by the client against the company. Not only will the company have to deal with compensation, but as an engineer in the project, you may also lose your license.
You see, blindly creating a project report is a recipe for disaster. You need to have a solid foundation for you to make wise decisions. This will help you properly monitor the progress of your project as well as lapses that need to be assessed.
This ensures that nothing is overlooked. It is also a good way to effectively communicate with stakeholders. Keeping them in the loop with the current status of a project will make them feel more involved in the decision-making process.
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Guidelines for a Project Report
Whether creating a report, whether it’s an annual report or a monthly report, you need to be honest with the information you provide. Here are some guidelines in creating a project report:
- Acknowledge the negative. Mistakes can still contribute to the development process of a project. This is so you can learn from them and prevent them from happening again.
- Create a progress comparison. Comparing a project’s expectations to the actual results is a good way to assess whether a project has been properly carried out as planned.
- Be open-minded. There may be issues that you don’t have a clear solution to yet, but you can still discuss plans on how to overcome them.
- Focus on the results. You may mention steps and procedures but you should always emphasize the end product. After all, this is what matters most to examiners or readers.
- Rate the completion so far. This is to identify whether the planned time frame may still be successfully followed. If you are approaching the given deadline with a rating that does not look promising, then it might be necessary to request for an extension.
- More realistic, less optimistic. Even when you want your project to succeed, you must keep in mind that there are consequences to every decision. You must think practically that not everything can be the way we want it to be.