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How to Write a Project Report In 5 Easy Steps (Template Included)

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Last updated on 9th May 2024

The reasons why projects fail are plentiful but it typically comes back to poor planning or a lack of organisation. 

A solid project report can eliminate these issues and ensure you stay on track to complete your goals.

So, let’s take a look at how to write a project report in 5 easy steps…

What is a project report?

A project report is a document that contains helpful information so that teams can ensure their project stays on track, runs successfully, and completes on time. 

There are different types of project reports that are used at different periods throughout a project’s lifespan, but they all contain similar data that covers things like progress, tasks, roadblocks, stakeholders, and financial information. 

Why is a project report important?

Project reports are important for many reasons. A project report gives your project a sense of direction that can help you maintain consistency throughout the project, even as it passes between different people and teams. Your project report will also be a great document to refer back to if things get difficult, so you can stay on track. 

Even in the first instance, before your project kicks off, a project report can help you to manage your budget, workload, and any foreseen risks. It can also give stakeholders insight into the specifics of the project to help manage expectations from the start. 

Types of project report

There are many different types of project reports that will help you manage different aspects of your project. For example, a resource report will help you to understand the resources you’ll need for the project, how much resource you have at your disposal, and will also help you to predict when your resources will need to be replenished. Other examples include:

Now, let’s dive into 3 of the biggest, most important types of project reports.

1. General project report

This is your first project report. It should cover predictions and plans for how you expect the project to go, and give you a clear sense of direction when it comes to things like budget , timelines, and everything else you need to keep track of in order for your project to be considered a success. 

2. Progress report

A progress report – as you may have guessed – comes in the middle and helps you document your progress. It’s important to keep reassessing your project to see if you are where you expect to be and to help you make adjustments along the way. 

3. Project completion report

As you wrap up your project, a project completion report can be a great way to reflect on what went well and what went wrong. This can not only help you wrap up the current project neatly, it can also inform future projects and ensure you don’t make the same mistakes twice.

How to write a project report in only 5 steps

There are many different types of project reports. So, of course, the writing of each one will differ slightly depending on who they are aimed at and what the content of the project report is. 

However, there are still some core steps to follow for each. Let’s take a look at how to write a project report in 5 steps. 

1. Start with the basics

At the very top of your project report should be a simple table that includes all of the core information for the project. Here’s an example: 

The table for your project will probably vary slightly to this, but hopefully this gives you an idea of the most important top-level information to include. 

Underneath this table you should have a short summary of the project. This can be just a couple of sentences that sum up the objectives and goals. Think of this kind of like an elevator pitch for the project. 

2. Cover your objectives

Now it’s time to go into more detail. List out each objective for the project, including what you need to do to achieve each one. 

For example, let’s pretend our project is to create a brand video. There are many objectives, such as: 

Each objective will need to be completed in order to go on to the next. And each objective requires different resources and skill sets. All of this should be recorded, in detail, in your project report. 

3. List your obstacles

Next, list any predicted obstacles or risks. This may feel like a waste of time because of course you’re going to be avoiding risks and obstacles as often as you can. However, it’s important to be aware of the potential roadblocks that might appear so that you are prepared to handle them without slowing down. 

Some example obstacles for the brand video project could be: 

Next to each obstacle, jot down a quick plan for how you would solve this issue if it happened. For example, for “weather ruins a shoot” your potential solution could be to “choose a backup location”.

4. Create a project timeline

With any project, it’s important to know how long everything’s going to take. This is the best way to estimate how much time, money, and resource is required. 

A project timeline will help plot a path forward. To create a project timeline all you need to do is break down each objective into tasks and add a deadline for each task. It also helps to add an owner to each task, so you know who the point of contact is for each section of the timeline. 

This can be tricky to manage but becomes so much easier with a project management tool, like Project.co . When you create a project on Project.co, all of your clients and team members can see everything that goes on with the project in one centralised place. This includes tasks that can be allocated to team members, assigned a date, and a status – so everyone involved in the project can see how it’s progressing: 

You can also add comments, attachments, priority tags, and more. 

Plus, it’s easy to keep track of several tasks at once by using the calendar view: 

Other views available are kanban, list, and scheduler. 

5. Cover project communication

Somewhere on your project report you should include a link to your communication guidelines . This will help everyone involved on the project to understand what’s expected of them when it comes to communication, for example what tools to use and how to communicate. 

This can help your project run more smoothly and create a better result for everyone. According to our Communication Statistics 2022 , 94% of people feel that the businesses they deal with could improve when it comes to communication and project management . 

Writing a project report: 7 top tips 

1. be clear.

The perfect project report is clear and concise. Try your best to leave no room for errors or misunderstandings, and write in short definitive sentences. 

Being clear is especially important when it comes to timelines and targets. It can be helpful to plot out your tasks in a visual way, like a kanban view . This will make your project timeline easy to scan and understand.  

2. Be thorough

While it’s important to be clear and concise, it’s equally important to be thorough. Try to include as much relevant information in your project reports as possible.

One of the main functions of project reports, particularly project status reports, is to inform stakeholders on the progress of the project. So the more thorough you can be, the better. 

3. Be appropriate

A project report is an internal document that’s likely going to be shared between many different departments or teams in your business, so it’s important to make sure your language is appropriate. 

Keep the culture of the business in mind when writing your report. Use the same kind of tone and language that you would in other internal communication documents. This is especially important when you consider more than a third (35%) of businesses have lost an employee because of poor internal communication . 

4. Be honest

Your project report is not the place to sugarcoat anything. You should be honest, and brutally so. This means giving accurate and realistic figures, deliverables and deadlines. 

A project report should be a factual account so that everyone has a clear understanding of the data and knows exactly what to expect from the project. 

5. Be quick

It may seem contradictory to tell you to be thorough and quick with your project reports, but this just means don’t overload people with unnecessary information. Be succinct and to-the-point with every aspect of the report, from points of contact to resources and any potential roadblocks. 

The idea is for your project reports to be as easy to digest as possible, especially if you’re supplying busy stakeholders with a steady stream of ongoing status reports. 

6. Be prepared

No project runs perfectly, so it can be helpful to be prepared for bumps in the road. You might want to leave an ‘other’ or ‘notes’ section at the bottom of your report where you can jot down anything that’s changed along the way. 

It can also help to leave room for slight adjustments in your timeline. Just a couple of buffer days here and there can really reduce stress for your teams, and also help ensure your deadlines are more realistic. 

7. Be proud

When you’re carefully documenting things like risks and problems, your project report can become pretty gloomy. So it’s important to even it out by also celebrating your team’s achievements. 

Every project has ups and downs, and by giving as much attention to the ‘ups’ as you do the ‘downs’ you can boost team morale and this can be reflected back on your project. 

Free project report template

As promised, here is your free project report template ! 

Final thoughts

A solid project report can act almost like a map that clearly directs you towards your end goal, helping you to avoid risks along the way and take the best route to success.

In addition to a project report, a project management platform can also help you to maintain your focus and manage your project with ease, thanks to centralised communication and complete visibility of all your work. Click here to get started for free .

Written by Samantha Ferguson

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Project Management

How to write a project report (with steps & templates).

August 16, 2024

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Juggling all the different components of a project can be quite a challenge. If that weren’t enough, you also have to write a project status report to update key stakeholders on the project’s progress. The struggle is real.

So where do you start? Fortunately, we have the answer. And that’s precisely why we put together this guide—to walk you through the process so you have a clear path from start to finish.

Learn more about creating project reports and different types of project status reports. Plus, you’ll walk away with five free project report templates, carefully crafted to streamline your project management workflow, save you time, and impress your stakeholders. 🤩

What is a Project Report?

How to write a project report, 1. project status report, 2. project progress report, 3. project cost benefit analysis report, 4. project time tracking report, 5. project resource report, 6. project risk report, 7. project variance report, 8. project performance report, 9. project completion report, 10. project management report, why is project reporting important, 1. final project report template, 2. project status report template, 3. digital marketing report template, 4. employee daily activity report template, 5. campaign report template, create professional project reports in less time with clickup.

A project report is a document offering a comprehensive overview of a project’s objectives, progress, team performance, and milestone accomplishments. It also gives an account of the challenges faced during a project’s execution , solutions devised to tackle them, and the lessons learned during the process. 

Project managers create these reports to communicate with other project stakeholders—including team members, sponsors, clients, and other interested parties—to ensure everyone’s on the same page. The document also serves as a foundation for further evaluation and analysis to ensure the project says on track and achieves its goals. 🎯

Creating a project report doesn’t have to be a daunting task. Follow these three simple steps to create your first project report with ease.

Understand the purpose of the report

Before you create a project report, you need to understand the purpose of the report (the “why”) and know your target audience (the “who”). This will guide the content, structure, and tone of your project report.

Gather and organize the relevant information

At this point, you need to gather project information relevant to your project report. Make sure your data is accurate, reliable, and up-to-date. Organize the gathered information in a logical and structured manner.

• Executive summary : As its name suggests, this project summary gives readers a quick overview of the whole report. It’s a snapshot that highlights the most important parts of the project. While it’s placed at the start of the report, it’s often written last. It covers the project’s objectives, methodology, major outcomes, and conclusions. 
• Introduction: This sets the context and expectations of the entire report. It includes the project’s purpose and scope, project schedule, the problems it aims to address, and the methodologies to get there. It also outlines the structure and organization of the rest of the report. 
• Body: Typically, this is the longest part of project management reports because it dives into in-depth details, including project progress, data collection, analysis reports, constraints, and limitations. Remember that whatever you include here should reflect the purpose of your project report and the preferences of your target audience. 
• Conclusions & Recommendations: Based on your findings and analysis, identify opportunities for improvement, suggest strategies for addressing them, or propose avenues for future research. 

Format and proofread the report

Ensure that your project report follows a consistent formatting style—headings, subheadings, and bullet points will make it easier to read. In addition, scan your report for spelling or grammar errors and typos.

Types of Project Reports

Project reports come in diverse formats, with each serving different use cases. Here are nine of the most commonly used types of project reports.

A project status report is a document that gives a snapshot of where your project stands at any given moment. It’s like answering the question, “How’s the project doing?”

But instead of just saying “The project is fine,” you actually dive into the project goals, tasks completed, milestones achieved, challenges faced, lessons learned, potential roadblocks, and next steps. 

Whether it’s a weekly project status report or a monthly status report, this documentation eliminates the need for status meetings while giving stakeholders the most recent status of the project.

A project progress report is slightly similar to a status update report, as they both discuss task progress. However, the progress report is more quantitative and zooms in on individual tasks and project milestones . 

It’s like taking a magnifying glass and examining the progress of each task, one by one. For example, it could include in-depth information on the percentage of completion and current status of each task (completed, on track, delayed, etc.). 

The cost-benefit analysis report is usually prepared before a project is put into motion. Of the various project reports, this one aims to answer a simple question: “Is it worth pursuing this project?”

To answer this question, the report first assesses all project costs like operational expenses, materials, salaries, equipment, and potential risks. 

It then considers the projected benefits, such as increased profit margins, cost savings, improved efficiency, or happier customers. Finally, the report compares the costs to the benefits to determine if it’s time to move forward or explore other options.

A project time-tracking report is a document that records and summarizes time spent on project activities. Each project team member contributes to writing this report—they track and record the amount of time they’ve spent on tasks and submit it to the project manager. ⏰

Thankfully, the rise of project management tools has eliminated the need for paper-based time-tracking submissions. They make it easy for team members to submit accurate and detailed time reports to the project manager—while reducing the administrative burden of manual report compilation. 

Project managers can see how time is spent and the overall productivity of team members. As a result, they’re able to make informed decisions, such as redistributing workload (aka workload management ), reassigning tasks, and providing feedback and support to team members. 

A project resource dashboard offers a bird’s-eye view of how resources (e.g., labor, equipment, materials, budget, etc.) are allocated in a project. Think of it as a comprehensive resource inventory, listing every project task, the responsible party, and the resources being used. 

Project reports like this help project managers keep track of resource availability, identify potential resource constraints or shortages, and make informed decisions about resource allocation and optimization.

A project risk report offers a comprehensive analysis of potential risks, their likelihood of occurrence, their potential impact on the project, and recommended mitigation strategies. 

Rather than waiting for future events to derail the project, project reports like this one allow project managers to take a more proactive approach to risk management—thereby boosting the chances of overall project success.

A project variance report reveals the gaps or deviations between project plans and the actual performance or results achieved. It compares various factors—like budget, time, resources, and scope—and their planned values with their actual values, then computes the differences (or variances). 

By analyzing these variances, project managers and stakeholders can discuss the possible reasons behind them, identify areas that need attention, and take corrective actions where necessary.

A project performance report evaluates the overall performance and achievements of a project against predetermined metrics and objectives. It includes information on project deliverables, key performance indicators (KPIs) , and stakeholder satisfaction.

This report helps project managers assess project success, identify areas for improvement, and communicate the project’s performance to stakeholders.

A project completion report marks the end of a project journey. It summarizes the entire project lifecycle, from initiation to closure. This report contains an overview of the project’s objectives, deliverables, milestones, challenges, and recommendations for future projects.

A project management report summarizes a project’s progress, status, and performance for stakeholders. It includes an overview, current status, timeline, budget, risks, resource allocation, key performance indicators (KPIs), and next steps. The report helps ensure transparency, track milestones, address issues, and guide decision-making. It provides a snapshot of where the project stands and what actions are needed to keep it on track.

Writing project reports may initially seem redundant and time-consuming. However, it plays a crucial role in achieving project success. While a few benefits were hinted at earlier, let’s get a better picture of why project reports should not be overlooked.

More clarity

Creating a project report allows you to step back and reflect on the project’s progress. As you record the milestones, successes, and challenges, a wealth of insights begin to unfold—strengths, weaknesses, and areas that need attention.

This holistic view of the project’s health helps you steer it toward the desired outcomes and ensure it stays on track.

Encourages evaluation and analysis

Project reports allow you to evaluate and analyze the different aspects of a project in a systematic way—gathering relevant data, analyzing them, and evaluating their significance. By giving your project a critical analysis, you can uncover valuable insights, identify patterns, draw meaningful conclusions, and take strategic action. 🛠️

Enhances communication and collaboration

Creating a project report challenges you to present the project’s progress and results to stakeholders in a clear and coherent manner. A well-written report promotes project transparency and ensures everyone is on the same page.

It also facilitates collaboration by providing a common reference point for discussions, feedback, and decision-making.

Boosts professionalism and credibility

When you present a comprehensive and well-structured report, it shows that you have conducted thorough research, followed a methodical approach, and can effectively communicate complex information. This, in turn, boosts your reputation, enhances your credibility, and showcases your expertise among peers, colleagues, and potential employers.

Knowledge preservation

A project report serves as a valuable reference for future research or projects. By documenting your process, methodologies, challenges, lessons, and results, you create a resource that can be consulted and built upon by others.

This contributes to the cumulative knowledge in your field and fosters a culture of collaboration and innovation.

Improves Team Alignment

Project reports are instrumental in enhancing team alignment. They provide a clear, concise snapshot of progress, identifying accomplishments, challenges, and next steps. This enables all team members to understand the project’s current status and their respective roles in achieving the overall objectives.

Check out these project report templates for teams:

• Nonprofit Organizations Project Report
• Operations Teams Project Report
• Finance Teams Project Report
• DevOps Teams Project Report
• Agile Teams Project Report
• Sales Teams Project Report

5 Project Report Examples & Templates

Sure, you could write project reports from scratch and spend countless hours formatting and structuring them. But why would you when you can use free project report templates? They provide a structure and format for your report so you can simply plug in your data and customize the design to fit your needs. Not only do project report templates speed up the report creation process, but they also enhance the overall quality of your reports. 

Let’s jump right in to explore our top five project report templates. 📈

A final project report is the perfect finishing touch to conclude a project and highlight its achievements. ClickUp’s Final Project Report Template provides a solid structure to help you put it together with the following key sections:

• Planned vs. Actual: A quantitative breakdown of how the project deviated from the original plan with regard to its start date, completion date, duration, and budget
• Management Effectiveness: A SWOT (Strengths, Weaknesses, Opportunities, and Threats) analysis evaluating how the project was managed
• Project Learnings : Share the important project lessons learned by the team throughout the lifespan of the project
• Contract Terms Checklist : A simple table listing the various contract terms, whether they were completed, and any remarks you have 
• Overall Performance rating: A 1 out of 5 rating of the different aspects of the project, from planning and execution to leadership and communication

This template is built in ClickUp Docs , which means you have unlimited flexibility for customization—add extra sections and tweak the appearance to suit your taste. And guess what? The table of content updates in real-time as you add, edit, or delete multiple headers.

If you want to wow your team and clients, this project status report template will help you get the job done. 

Writing a project status report is fairly straightforward. But staring at a blank document and worrying about crafting perfectly manicured sentences can make this process last a lot longer than it should. 

Thankfully, ClickUp’s Project Status Report Template is here to save the day! Built inside ClickUp Whiteboards, this template provides a hassle-free method to quickly capture key project details in a visually engaging way.

• General information: Cover general project details (e.g., project name, objectives, project timeline , reporting period, etc.) which you’ll need to fill in only once
• Progress details: Use color-coding to share in-progress, at-risk, delayed, and completed tasks
• Support and resources: List out assets (e.g., labor, money, etc.) needed for a smooth operation 
• Highlights and takeaways: Share key lessons learned and other noteworthy highlights
• What went well/What needs improvement: Use this opportunity to reflect on the project’s progress and share the areas that performed well and what needs attention
• Next steps: Highlight the key action items that need to get done to keep the project on track

Enter the details under each of these sections onto sticky notes, which’ll help you quickly pour down your thoughts without worrying about writing perfect sentences. It’s also very helpful for stakeholders as the information on sticky notes is short and straight to the point. 

This template removes the pressure of creating a status report and saves valuable time—all while keeping key stakeholders informed and up to date.

After running a digital marketing campaign project, you need to gather key metrics from the campaign and present it to key stakeholders for evaluation, performance analysis, and notes for future improvements. 

Sharing this info across multiple digital channels can get overwhelming but there’s no need to worry. ClickUp’s Digital Marketing Report Template has you covered with everything you need. Plus, it’s neatly broken down into the following sections:

• Digital Marketing Performance: This section lets you summarize the overall performance of your campaign by capturing key details like project budget allocations, actual expenses, cost per acquisition, total impressions, and total clicks across multiple campaigns
• Web Analytics Report: This section analyzes website performance during and after the project’s completion. It captures metrics like page views, bounce rate, traffic sources, and overall conversion rate
• Social Media Campaign Performance: This section analyzes social media performance by measuring metrics like impressions, followers, and engagement rate—all in a simple table for each social media platform 

Use this template to present the performance of your digital marketing project in a simple and visually engaging way. This makes it easy to identify trends, analyze the impact of your campaign, and make informed decisions regarding future marketing initiatives.

A key way to stay on track and guarantee overall project success is to engage team members in the process.

The Employee Daily Activity Report Template by ClickUp has a simple tabular layout that makes it easy for team members to record and keep track of: 

• Completed tasks and the time spent on each
• Ongoing tasks and their due dates
• Upcoming tasks and any support they’ll need

This template encourages each team member to get work done and ask for support when needed—while allowing you to keep the project on track by providing support and maximizing team performance.

Remember the Digital Marketing Report Template we looked at earlier? You can choose to further analyze the marketing performance section, with elements from this Campaign Report Template by ClickUp . 

Dive deeper into how each marketing channel contributed to overall ad cost, ad revenue, and ad conversion rate. You can further break down each channel’s performance by analyzing the metrics from each individual campaign on that channel.

There you have it—your secret sauce for creating an effective project report in a fraction of the time. And that’s only scratching the surface … working inside ClickUp unlocks a lot more perks. 

Not only does ClickUp make project reporting easy and quick, but it also gives you access to free project management templates to enhance your workflow. Quickly assign tasks to your team, keep track of progress, discuss updates, and collaborate on documents and whiteboards—all in one place. ✨

Did we mention the integrations? ClickUp plays nicely with other apps, allowing you to seamlessly connect your favorite tools to supercharge your team’s productivity. And let’s not forget about the time you’ll save using ClickUp’s automations—a feature that lets you breeze through repetitive tasks that used to eat up valuable time across project management reports.

Just imagine what you can do with those extra hours—maybe enjoy a cup of coffee or catch up with your team about how best you can support them. Make project reporting a blast with ClickUp and boost your chances of a successful project. 

Get started by signing up for free on ClickUp today … Ready? Set? Report!

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Project Final Report

Report generator.

Project management is a difficult task to accomplish as you have to take a lot of aspects into consideration. After finishing a project, it’s also required to prepare a detailed project report. A Project Report must contain a summary of all the points that were taken into consideration while working on a particular project. It must covey the usage and viability of the project and the benefit of the project to the concerned parties. Here is a list of 19+ project final report examples and templates.

Project Final Report Examples & Templates

1. free final project handover report.

• Editable PDF

Size: A4 & US

A final report  must contain a just of the important information about the project. This template can be used to prepare a final project handover report with signatures of the receiver and provider to keep a record.

2. Project Design Final Report

Size: 266 KB

Engineering students need to work on a project and submit at the end of the semester. This templates is an instruction list that can be used by an engineering student to prepare a final report for their project as it contains the guidelines for the final report .

3. Project Final Report Example

This template is a sample of a final project report of a scientific research project. It describes the objectives of the project conducted and also achieved outcomes of the project. It can be used by companies in the food industry to get an overview of the market.

4. Project Final Report in PDF

Size: 87 KB

This template is a sample of guidelines provided by a nursing foundation (FoNS) for the preparation of a final project report. It contains a list of topics and subtopics which are required to be mentioned to prepare a final report on any of their projects.

5. Sample Project Final Report

Size: 184 KB

This template is a sample of a project final report which has been prepared in two parts. The first part provides achievements and the feedback on the project’s implementation and the second part provides technical support to co-operation programs through a pilot scheme based on the achievements, and problems that the first part has undergone. It is primarily aimed at financially viable research startups.

6. Basic Project Final Report Example

Preparing a project final report is a long process. This template explains and guides you through the steps of creating a project final report through the use of an energy expenditure plan online, which is specifically designed for the benefit of Local Educational Agencies of the concerning area.

7. Project Final Report Format

If you are a professor and are required to manage several projects of students on software development, then this template can be useful to you to suggest a similar solution to your university as it will help manage the projects in an automated manner and will give a summary of project final reports very easily.

8. Sample Project Final Report Example

Size: 532 KB

This template is a sample of a RiCORE project final report. This template will provide you with the risk profile of the project and also explain the list of different phases of projects they have worked on to ensure the environmental impact is within manageable limits, and that the standards are acceptable to all member countries of the forum.

9. Basic Project Final Report

Size: 964 KB

Some organizations provide grants for the success of a project. This template provides a guide on the requirement of information that the organization wants in the final report before payment of the grant money.

10. Standard Project Final Report

This template is a standard final report of a project on an understanding of eco-innovation by MEI. This final report gives complete information about the eco-innovation drive that has been launched and also measures the competitiveness of eco-innovation for the benefit of the ecology.

11. Simple Project Final Report Example

Size: 264 KB

This template is a simple project final report on European educational research quality indicators. This template explains the research quality measurement and the new innovative methods introduced in the last few years in this arena.

12. Standard Project Final Report Sample

This template is a standard project final report of a study of conflict among the diverse societies in North Eastern India, and how can the conflicts be reduced. A grant is provided to the researchers for completing the project. This sample final report is to be submitted to avail the grant.

13. Formal Project Final Report

This template is a sample of a formal scientific project final report. This project was done in collaboration and the report discusses the ways to improve the long term safety assessment for a geological disposal facility.

14. Project Research Final Report

This template is a project research final report. While working on a project the members have to visit a lot of places. This final report includes the expenditure the members incurred while working on the project to submit to UGC for the sanctioned grant and also contains the research study matter.

15. Project Year Final Report

Size: 26 MB

This template is a final report of a canal lining demonstration project. In a large project, the workers have to take care of several aspects to make sure that everything is on track. This template gives detailed information about those aspects of the project.

16. Sample Project Final Report in PDF

This template shows goals, management practices and the monitoring results of the project and is a guide for others participating similar government irrigation projects.

17. Professional Project Final Report Example

Size: 877 KB

This template is a professional project final report of the Enewetak radiological support project by the United States Department of Nuclear Energy. It explains the usage of nuclear energy and its effects on the test area and how the reclamation work has been implemented for restoring the ecological balance, along with defense benefits due to nuclear energy.

18. Formal Project Final Report Example

This  Project Analysis Example  is a sample of project report of real-time monitoring and optimization of resource efficiency in integrated processing plants. This template discusses the main result, impact, analysis and the use of the project.

19. Professional Project Final Report

This is a sample of a project final report of business model innovation for high-performance buildings supported by whole life optimization. The project aims at creating innovative buildings that are optimized to conserve energy.

20. Project Final Report Template

If you are an electrical engineering student, then this template can be of great help to you. This template will guide you through the different aspects of the innovative project.

Text prompt

• Instructive
• Professional

Generate a report on the impact of technology in the classroom on student learning outcomes

Prepare a report analyzing the trends in student participation in sports and arts programs over the last five years at your school.

How to Write a Project Report (with Best Practices Templates for Microsoft 365)

Key Take Aways

What you’ll learn:

• How AI can enhance project reports with predictive analysis and actionable insights
• A 7-step checklist for making sure that your project reports are easily accessible and consumable by stakeholder
• The importance of using project management software for streamlining project reporting, especially in the age of remote working
• Why you should use the Microsoft 365 platform for project reporting and some out of the box examples from BrightWork 365

By: Shubhangi Pandey | Published on: Jun 5, 2024 | Categories: BrightWork 365 , Microsoft 365 , Project Reporting | 0 comments

In an age where remote work is becoming the new every day and data-driven decision-making is more crucial than ever, project reporting has become more than a managerial obligation. It’s an art and a science that combines traditional project tracking with modern metrics and advanced data visualization.

This guide will walk you through seven essential steps to craft a project report that informs and engages your stakeholders. We’ll explore the role of AI in project management, delve into the importance of remote work metrics, and discuss cutting-edge data visualization tools that can make your reports more insightful.

Whether you’re a seasoned project manager or just getting started with project management basics , these steps will help you write a project report that adds value to your organization’s knowledge base for future projects.

Why are Project Management Tools Vital for Report Writing?

The importance of robust project management tools for effective report writing cannot be overstated. Here’s why:

• Centralization : Project management tools are a central hub for all your project data, streamlining project management and reporting processes.
• Efficient Tracking : These tools make it easier to monitor work progress during the monitoring phase of project management , helping you stay on top of tasks and milestones.
• Risk Identification : Advanced features enable you to spot potential risks early, allowing for proactive management.
• Stakeholder Communication : Keep all stakeholders in the loop with real-time updates and comprehensive reports.
• Data Visualization : Utilize features like Power BI to transform raw data into insightful visuals, aiding in better decision-making.
• Custom Reports : Depending on organizational needs, create specialized reports that offer in-depth analysis and recommendations upon project completion.

The Evolution of AI in Project Management Tools for Report Writing

When crafting an impactful project report, your tools can be a game-changer. And let’s talk about the elephant in the room: Artificial Intelligence. AI is no longer just a buzzword – it’s a reality transforming project management and reporting.

According to a systematic literature review published in MDPI , AI’s role in project management is increasingly significant, offering advanced capabilities like predictive analytics and risk assessment.

The Power of Predictive Analytics

These advanced AI tools centralize your project data and offer predictive analytics, risk assessment, and automated insights that can be invaluable for your report. Like Power BI revolutionized data visualization, AI algorithms can sift through massive amounts of data to highlight trends, predict risks, and recommend actions.

Making AI Accessible for Every Project Manager

Imagine reporting on what has happened and providing stakeholders with insights into what could happen. It’s like giving your project report a crystal ball. And don’t worry – embracing AI doesn’t mean you have to be a tech wizard. Many modern project management tools benefit from built-in AI features. 

A thesis from DiVA portal explores the implementation of AI in project management and its impact on working personnel, indicating that AI is becoming more accessible and user-friendly.

The Future of Data-Driven Decision Making

AI’s capabilities equip stakeholders with data-driven insights for strategic decisions. It’s not just about tracking work and identifying risks anymore – it’s about forecasting them and offering actionable solutions. Welcome to the future of project reporting.

Types of Project Reports and Their Formats

Understanding the types of project reports you need to create is crucial. Whether it’s a project summary report, a project health report, or a project completion report, each serves a unique purpose and audience.

Knowing the format, whether a pie chart, bar chart, or complete chart, can also help present the data effectively. Writing a report is a valuable opportunity to evaluate the project, document lessons learned, and add to your organization’s knowledge base for future projects.

Data Visualization: Modern Tools and Techniques

Data visualization has come a long way from simple pie charts and bar graphs. With the advent of AI, we now have tools that can display and interpret data. Think of AI-powered heat maps that can show project bottlenecks or predictive line graphs that forecast project completion based on current trends.

Techniques for Effective Data Presentation

Modern data visualization techniques like interactive dashboards, real-time data streams, and even augmented reality (AR) representations are making it easier than ever to understand complex project metrics. These aren’t just for show; they offer actionable insights that can significantly impact project outcomes.

Making Data Visualization Accessible

The best part? These advanced visualization tools are becoming increasingly user-friendly. You don’t need to be a data scientist to use them. Most project management software now integrates seamlessly with these tools, making it easier than ever to incorporate advanced data visualization into your regular reporting.

The New Normal of Remote Work

In today’s digital age, remote work is becoming the new normal. As project managers, adapting our reporting techniques to this changing landscape is crucial.

Critical Metrics for Remote Teams

When it comes to remote teams, some metrics become even more critical. Think along the lines of ‘Remote Engagement Rate,’ ‘Digital Communication Effectiveness,’ and ‘Virtual Team Collaboration.’ These KPIs offer a more nuanced understanding of how remote teams are performing.

Tools for Tracking Remote Work Metrics

Fortunately, modern project management tools have features specifically designed to track these remote work metrics. From time-tracking software to virtual “water cooler” moments captured for team morale, these tools make remote work measurable in ways we couldn’t have imagined a few years ago.

Project Timeline and Milestones

A well-defined project timeline and key milestones are essential for any project. They not only help in keeping the project on track but also provide a basis for decision-making. 

Project management software can automate this process, ensuring that reports are always up-to-date. Try the steps outlined below for writing better project reports.

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How to Write a Project Report in 7 Steps

Writing an effective project report is crucial for evaluating the project’s health, keeping stakeholders informed, and setting the stage for future projects. Here are seven steps to guide you through the process.

Step 1. Decide the Objective

Take some time during the project management initiation phase to think about the purpose of the report. Do you need to describe, explain, recommend, or persuade? Having a clear goal from the outset ensures that you stay focused, making engaging your reader easier.

Understanding the objective is the cornerstone of effective project reporting. Whether crafting a project summary report or a detailed project performance report, aligning your content with the aim will make your report more coherent and actionable.

This is also the stage where you decide the key milestones and metrics to highlight in the report.

Step 2. Understand Your Audience

Understanding your audience is crucial for crafting a report that resonates. Whether you’re writing for stakeholders or team members, the language, data, and visuals should be tailored to their preferences and needs.

• Language & Tone : Consider the communication style of your audience. Is a formal or informal tone more appropriate? Tailoring your language can build rapport and make your message more impactful.
• Data & Graphics : Choose the types of data and visual aids that will most effectively convey your message to your specific audience.
• Personal Preferences : Pay attention to how your audience typically communicates, whether in emails or other documents and try to mirror that style.
• Report Format : Different stakeholders may require different levels of detail. A project manager may want an in-depth analysis, while a sponsor only needs an executive summary.
• Audience Personas : Utilize audience personas to guide the tone, style, and content, ensuring your report caters to the diverse needs of all project stakeholders.

Step 3. Report Format and Type

Before you start, check the report format and type. Do you need to submit a written report or deliver a presentation? Do you need to craft a formal, informal, financial, annual, technical, fact-finding, or problem-solving report?

You should also confirm if any project management templates are available within the organization.

Checking these details can save time later on!

Different types of project reports serve other purposes. A project status report provides a snapshot of where the project is, while a project health report dives deeper into metrics. 

Make sure to consider the medium – will this report be a PDF, a slideshow, or an interactive dashboard? The format can significantly impact how the information is received.

Sep 4. Gather the Facts and Data

Including engaging facts and data will solidify your argument. Start with your collaborative project site and work out as needed. Remember to cite sources such as articles, case studies, and interviews.

To build a compelling case in your report, start mining your collaborative project site for crucial metrics like project milestones, resource utilization, and project health. Supplement this with additional data from external sources like articles and case studies. 

Utilize data visualization tools like pie charts or bar graphs to make complex information easily digestible. Ensure the data is current to maintain the report’s credibility and remember to cite your sources for added reliability.

Step 5. Structure the Report

How you arrange your report is pivotal in how well your audience can digest the material. A logically organized report improves readability and amplifies its impact in delivering the core message.

Your report should have a natural progression, leading the reader from one point to the next until a decisive conclusion is reached. Generally, a report is segmented into four key components:

• Opening Overview: This is the first thing your reader will see, and it’s usually crafted after the rest of the report is complete. Make this section compelling, as it often influences whether the reader will delve deeper into the report.
• Introduction: This section sets the stage by offering background information and outlining the report’s cover. Make sure to specify the report’s scope and any methodologies employed.
• Body: Here’s where your writing prowess comes into play. This is the meat of the report, filled with background, analyses, discussions, and actionable recommendations. Utilize data and visual aids to bolster your arguments.
• Final Thoughts: This is where you tie all the report’s elements together in a neat bow. Clearly state the following steps and any actions the reader should consider.

Step 6. Readability

Spend some time making the report accessible and enjoyable to read. If working in Word, the Navigation pane is a great way to help your reader work through the document. Use formatting, visuals, and lists to break up long text sections.

Readability is not just about the text but also about the visual elements like pie charts, bar colors, and even the background color of the report. Use these elements to break the monotony and make the report more engaging. Also, consider adding a table of contents for longer reports to improve navigation.

Step 7. Edit

The first draft of the report is rarely perfect, so you will need to edit and revise the content. If possible, set the document aside for a few days before reviewing it or ask a colleague to review it.

Editing is not just about correcting grammatical errors – it’s also about ensuring that the report aligns with its initial objectives and is tailored to its audience. Use this stage to refine the report’s structure, clarify its key points, and eliminate any unnecessary jargon or technical terms to the reader’s understanding.

Automate and Streamline Project Reporting with Microsoft 365

Project reporting can often be a laborious and time-consuming task. Especially on a project where there are so many moving parts and different people involved, getting a clear picture of what’s going on can be pretty tricky.

That is why we recommend moving to a cloud-based solution for project management and reporting – and you might have guessed it: we recommend Microsoft 365! If you’re considering SharePoint, check out our build vs buy guide.

Why use Microsoft 365 for project reporting?

There are many benefits to using Microsoft 365 as the platform for your project management reporting, including:

• Centralizing your project management and reporting on Microsoft 365 brings your project information into one place, so you can automate reporting and save time. If you’re still using excel for project management , here’s why you should consider switching.
• You can access configurable and filterable reports based on the audience by leveraging the available reporting mechanisms in Power Apps, Power BI, and Excel. Everyone can see the information in the way they need.
• Linked into the Microsoft 365 ecosystem, reports can appear in Power Apps, Power BI, exported to Excel, emailed in Outlook, or seen in MS Teams, so reports are available wherever the audience is working.
• Having project data maintained in a single platform means that project reports are always up to date. No more chasing up PMs or team members for the latest document version!

5 Ways you can use BrightWork 365 for Project and Portfolio Reporting

BrightWork 365 is a project and portfolio management solution for Microsoft 365 and the Power Platform. Here are five ways you can leverage BrightWork 365 and Microsoft 365 for more efficient project reporting:

1. Capture Project Status Reports in a few minutes

BrightWork project sites have a “Status” tab where the project manager can capture what is happening. This is not a status report but a place for the PM to log the current status.

It is not a snapshot, as it will change regularly, but the info here will become part of the status report once the PM creates one. once the PM chooses to create one.

The Status Reports tab is where you can capture a snapshot of the project status at a point in time. It will bring in all the info from the “Status” tab, but you have the ability to add comments.

2. Track the project schedule with Gantt

3. Get High-Level Visibility into Programs and Portfolios

BrightWork 365 enables a hierarchy for your project management – with Portfolios being the highest level. For example, a portfolio may house all the projects in a company.

4. Surface Risks and Issues across all projects

One of the most critical elements for senior executives and project stakeholders is being aware of the project risks, especially understanding any issues that arise quickly.

5. Leverage Visual and Interactive Reports

The type and format of a report often depends on the audience. For example, senior executives often want the high-level details of a project. That’s where BrightWork 365 Power BI Dashboards come in.

Spend less time on your project reports with BrightWork 365

Streamline your project reporting process with BrightWork 365, a tool to centralize and automate your project data. Whether you prefer real-time dashboards or scheduled email reports, BrightWork 365 adapts to your needs, eliminating the tedious aspects of project reporting. Consider the following:

• Centralization : BrightWork 365 consolidates all project information into a single platform, making it easier to manage and report.
• Real-Time Reporting : As data is updated, reports are generated in real-time, ensuring you always have the most current information.
• Flexible Access : Reports can be accessed through various methods, including logging in to view customizable dashboards or receiving scheduled email summaries.
• Efficiency : The tool automates the reporting process, freeing time and reducing manual effort.

Conclusion: The Future of Project Reporting

Project reporting has undergone a significant transformation, thanks partly to technological advancements like Microsoft 365 and BrightWork 365 . As we’ve discussed, it’s not just about tracking tasks and milestones anymore. 

Today’s project reports are data-rich, AI-enhanced documents that offer predictive analytics and actionable insights. They also cater to the unique challenges and KPIs relevant to remote teams.

As we look to the future, we can expect even more advancements in project reporting technology. However, the core principles of clear objectives, a deep understanding of your audience, and a well-structured format will remain constant. 

By adhering to the steps outlined in this guide, you’ll be well-equipped to adapt to new tools and technologies, ensuring that your project reports remain valuable for decision-making and strategic planning.

Editor’s Note: This post was originally published in September 2016 and has been updated for freshness, accuracy, and comprehensiveness

Image credit 

Shubhangi Pandey

BrightWork Content Marketer

Shubhangi is a product marketing enthusiast, who enjoys testing and sharing the BrightWork 365 project portfolio management solution capabilities with Microsoft 365 users. You can see her take on the experience of the template-driven BrightWork 365 solution, its unique project management success approach, and other personalized services across the site and social channels. Beyond BrightWork, Shubhangi loves to hunt for the newest Chai Latte-serving café, where she can read and write for hours.

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Table of Contents

What is a project report, how to create a project report in 5 steps, project report objectives, project report components, common project report types, project report use cases, project report examples, opening and viewing reports with microsoft , change data in your report , change the report format , make your report , share your report , choose the right program, train to become a project leader today, mastering project reports: a guide to success.

Managing a project is by no means an easy feat. Many moving parts can make it complicated to stay focused on the tasks and keep stakeholders up to date on the project status. This is why project reports are a useful tool for project managers .

These project reports can be used to provide direction for team members, offer status updates for partners or management teams, and successfully manage risk mitigation – to name just a few! 

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Let’s take a closer look at how to create a project report including its many objectives, components, and examples of project reports.

A project report is a comprehensive document that provides detailed information about a specific project. It typically outlines the project's objectives, scope, methodology, progress, findings, and outcomes. A project report often includes details about the project's goals, activities, timelines, resources used, challenges faced, and the results achieved. It serves as a formal record of the project's lifecycle, serving both as a documentation of the work done and as a communication tool to convey the project's status and outcomes to stakeholders, sponsors, or interested parties. Project reports are commonly used in various fields such as business, engineering, research, and academia to assess the effectiveness and success of a project.

Creating project reports is an integral part of evaluating project success. Documenting the lessons learned and sharing them with a larger team in an organized way can help with future projects. You can use different tools to put together your project report. Here are 7 basic steps involved in creating a project report - 

1. Know Your Objective 

Sit down, evaluate your objectives, and understand what you want to describe, explain, recommend, and prove with your report. Having set goals will not only help you proceed with your project report but also help readers understand your point of view. 

2. Recognize Your Audience

Your audience plays an essential role in making your project report a success. A formal annual report differs from a financial report: the language, representation of data, and analysis changes per your target audience . 

3. Data Collection 

The chances of you having a solid report is when data supports it. Data plays an essential role in making people believe in your derivations. Also, support your claims by citing sources such as case studies, surveys, interviews, etc. 

4. Structure the Report

A project report is further divided into certain sections. These 4 are the most common divisions of a project report:

• Summary: The summary gives the reader a download of all covered in the project report. Even though a summary is placed at the beginning of a project report, you can only write it once your entire report is complete. 
• Introduction: Mention the outline of the report, give context and mention the scope and methodologies used in the report. 
• Body: This is the lengthy section of the report as it contains background details, analysis, data, and graphics. 
• Conclusion: This section brings the entire project report together. 

5. Edit and Proofread 

Once your project report is ready, read it multiple times with some time gap. You can ask your co-workers to review it. 

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Every project report starts with a solid project report objective. Your objective should provide precise direction for the rest of the report. Consider what purpose you want your project report to serve. Are you describing new risks or explaining project delays? Or will your report focus on persuading management teams or stockholders to invest additional funds into the project? 

A thorough understanding of your objective will help guide you in writing the report and make the purpose of the report clear to all stakeholders.

Here are a few examples of project report objectives:

• Requesting approval for a new project
• Tracking the progress of the project
• Identifying and managing risks
• Managing costs and budgets
• Requesting financial assistance

Your project report will be bursting with essential information about your project. Although the content of your report will differ depending on the type of report you’re creating, keeping your report organized will make it easy for the reader to follow along without missing any critical points. Organize your data and content into sections that allow all stakeholders to quickly reference.

Consider including some of the following project report components:

Executive Summary 

The first section of your report will likely include an executive summary. The brief overview should provide all the essential takeaways from the report, allowing the reader to understand the report's contents without having to read through all of the project details.

Project Progress

This component includes real metrics that track your project’s progress. It offers an overview of the project's status and budget while identifying risks or issues that may have emerged. Helping project management and other stakeholders reflect on the project schedule and make amendments as needed.

Risks and Risk Management

What risks have developed that may affect the quality, timeline, or budget of your project? How will you control these emerging elements? It’s inevitable that all projects will face risks, so it’s how you intend to manage those risks that’s important to the project team and stakeholders. Include a detailed analysis of the risk, your proposed solutions, and how these new elements will affect the project as a whole. 

Are your financials where they need to be for the current status of your project? Will more capital be required to reach your goals effectively? Provide a detailed overview of the allocation of your budget including materials, labor, and operating costs. 

Reflect on your project goals. Is the project behind, ahead, or on schedule? How will any changes to your timelines affect your budget or resources? Include an overview of tasks that have already been completed and a comprehensive schedule of remaining tasks.

Resources may include materials, machinery, or even funding required to complete your project. Provide a detailed summary of your current resource allocation. What are detrimental resources for your project running low? Are there any excess amounts?  

Team Performance

Is your team completing tasks efficiently? Are there any skill or knowledge gaps that need to be addressed? Compare your team’s performance to your initial goals to identify the group’s progress.

A project report is a simple and detailed description of the essence of the project and its aims and aspirations. The business management team and stakeholders are kept updated on every development regarding the project; based on that, they prepare their strategy. This vital information keeps the communication line open between the management team and the stakeholders, providing them with a complete picture of every action concerning the project. 

A project report includes the necessary recommendations for all types of businesses, established and start-ups. Moreover, organizations use project reports to procure financial help from institutions. Project reports can be of various types that help everyone complete a project successfully. Based on the report, your team can take up any activity that benefits the project. 

Status Reports

It talks about the progress going on with a project. It also states various significant activities associated with the project. This status report organizes the communication medium between the team and the stakeholders. It summarizes the finished tasks on the project at hand. It includes the budgetary details and the timeline of the project. It also helps identify the risks related to the project and measures to tackle them beforehand. The status report also keeps track of the events or actions or any activity taken in the past. Status reports are carried out weekly, daily, monthly, or quarterly. They help collect and distribute information about crucial activities in a project in a smooth manner. 

Progress Report

While executing a project, a progress report is inevitably carried out to update everything about the project. It usually includes things like if the project baseline is fulfilled. It indicates the initial plan you prepared along with your stakeholders about a project regarding the expectations, schedules, cost, deliverables , and scope of it. A progress report informs your stakeholders how much progress has been made in the above directions. 

You should prepare this status report in a specific manner by stating the project title, contact information, a summary of the status, and providing all the information about the budget, timeline, and expected completion date of the project. You can take the help of several such free templates available online to make the status report. 

Risk Reports

This type of report explains the risks associated with the project in a documented form. It covers details about risks that are managed already and the emerging ones. It includes the overall risk profile of the project. Risk reports identify and state potential risks that could alter the duration of the project and tips to manage them. 

Board Executive Reports

An executive report is a summary of the business plan of an organization for lending partners. It enables the team members to collect and combine the results of numerous research studies to help them decide on the project. It is the starting point of arranging a dialogue with the investors. It should be written in such a way that it creates the best impression in the minds of the lenders. It should be short and precise and comprehensively analyze the project. 

Cost Benefit Analysis Report

This kind of report helps organizations know if a particular project is possible or not. It will show you how much the project will benefit your organization against the investment. It will help you decide if a project is worth taking on for your organization and how much business profit it will get you at the end of the day. Alternatively, it will also help your organization better utilize its resources while progressing with the project. You can monitor your project expenses and spending to manage your funds better. 

Resource Reports

This report highlights the distribution of resources according to the project tasks. The team members and the investors get the necessary information by reading this report on how well the resources are distributed in the project. It will give detailed narration about which team is assigned to which task according to the date wise. This type of report is beneficial for an organization to know if there is over allocation of resources as this could harm the project. Overall allocation happens when there are insufficient resources to complete all the crucial activities of the project. 

Variance Reports

This report helps you compare your overall project plan with the project's end result. It uses metrics to inform you if your project is running according to the timeline, ahead of time, or running late. Moreover, it will streamline the data based on the comparisons you have made on the project. With the availability of various project management tools , preparing this kind of report has become easier now. It cuts down your hard work by creating the project activity report and conveying it to the stakeholders. 

Gap Analysis Report

This report will examine the project's current status in the context of schedule, cost, and labor and, subsequently, compare the targeted status. It discovers and examines the gap between these two aspects and prepares a strategy or action plan on how to do the needful to reach the targeted objectives. Every business, whether a budding one or an established one, will need this kind of gap analysis report to perform better in terms of projects. This report will tell you how to take the successful step to graduate to the next level of your business. This will tell you whether you are fulfilling your business objectives and using your resources carefully. 

There are several common use cases for project reports in project management. These include:

Project Status Report 

A project status report is used regularly throughout a project to communicate the project’s progress in conjunction with the original project plan. The status report of a project provides all stakeholders with updates on the project’s development and performance. Your status report may cover issues or risks that have emerged and include your amended project plan.

Project Tracking Report

A project tracking report offers real numbers, metrics, and other key indicators that measure the project’s overarching progress. This comprehensive report covers all aspects of the project, including project status, tasks, project team performance, and how much of the project has been completed.

Project Performance Report

Performance reports provide an overview of the project’s progress, a breakdown of resource allocation, and costs to date. Your performance report will help monitor the project’s current direction and forecast how well it will perform.  

Project Health Report

A health report offers an analysis of any problem areas or risks within your project. Completing a project health report can help identify any potential issues before they occur, saving you time, money, and resources.

Project Summary Report

A project summary report provides a quick snapshot of the project’s status. Along with tasks completed and a summary of financials, the brief report should include any key highlights or milestones and a glance at upcoming scheduled tasks. 

Project Time Tracking Report

Project time tracking reports help the team and all stakeholders better understand the time allocation for each task. It’s a useful tool for project managers to gauge their teams' efficiency and identify what areas need improvement. 

Not sure where to start with your next project report? Consulting the right project report example can help you gain the direction you need.

Click here for a status report example.

Using Project, one can easily create new reports or customize them for various types of project data without relying on any other application or software. MS Project offers dozens that you can use right away. You can also customize any report’s content and look or build a new one from scratch.

• Click the Report tab and then click the View Reports group. 
• Select the type of report you need.

For instance, if you have to open the Project Overview report, navigate Report > Dashboards > Project Overview.

Reports Dashboard Option

Reports are customizable. So, you choose the data that MS Project will show in any part of a report. Follow the steps below to change the data in your report:

• Click the chart or table you would like to alter. 
• Use the Field list pane present on the right side to select fields to filter and show data. 
• Also, clicking a chart displays three pop-up buttons on the right-hand side of the chart. You can opt for the Chart Elements or Chart Filters button to select elements and filter chart data.

For instance, take the previous Project Overview report as an example. You can change the % Complete chart and display critical subtasks rather than top-level summary tasks using the below-mentioned steps:

• Click anywhere in the % Complete chart.
• Now, in the Field List pane, navigate to the Filter box. 
• Select the Critical option.
• Next, pick level 2 in the Outline Level box. Let’s suppose that this is the first level of the outline with subtasks rather than summary tasks.
• The chart will reflect the change as you make your selections.

Changes in the % Complete Chart

Using Project, you can go from monotonous black-white to vivid effects and colors. With the Split view, you will be able to view the real-time report changes while you make the changes. To change the report format, take the following steps:

• Click the report (you can click anywhere).
• Now click Report Tools and click the Design tab. It will display options for changing the look of the entire report. 
• Using this tab, you can alter the color, font, or theme of the entire report. You can also include images, charts, shapes, or tables here.

Report Tools Options

• Clicking on individual elements such as tables, charts, and others of a report will display new tabs at the top of the screen for formatting that part. 

Table Styles

• Use the Drawing Tools Format tab to change shapes. 
• The Picture Tools Format tab will help you add picture effects.  
• You can configure and tweak tables using the Table Tools Design and Table Tools Layout tabs. 
• The Chart Tools Format and Chart Tools Design tabs help tweak charts. Also, clicking on a chart displays three buttons on the right side of the chart. You can use the Chart Styles button to modify the chart color or style. 

Suppose you plan to change the % Complete chart in the Project Overview report. Click anywhere in the chart and tap on the Chart Tools Design.

% Complete Chart

• From the Chart Styles, pick a new style for your chart. The option selected in the following image adds shadows to the columns and removes the lines.

Chart Styles in Chart Tools Design

• Next, you can click Chart Tools Design > Change Chart Type to add some depth.

• You can change the columns by clicking Column > 3-D Stacked Column.

• To add a background color, click Chart Tools Format > Shape Fill. Now pick a new color. You can explore more color options by clicking on more fill colors.

Color Options for Chart

• Alter bar colors by selecting the bars and then click the Chart Tools Format > Shape Fill option. Pick the color you want. 
• You can drag the numbers upwards to get them off the chart. 

The above-stated changes will be reflected as follows.

% Complete Chart on Making the Changes 

Take the following steps to create a new report. 

• Click the Report tab and then click New Report.
• Pick from the four options: 
• Blank: Provides a blank canvas that you can use to add charts, text, tables, and images using the Report Tools Design tab.
• Chart: It is suitable for comparing Actual Work, Work by default, and Remaining Work. Using the Field List pane, you can pick different fields for comparison or use the controls to alter the format and color of the chart.
• Table: It displays tabular information. Using the Field List pane, you can select what fields are to be displayed in the table.  
• Comparison: It gives you two charts side-by-side. Initially, they will have the same data. You can click on the chart and choose the information of your choice in the Field List pane. 

Types of New Report Styles

• Name your report and start adding information to it. All charts are fully customizable. You can easily add or delete elements to meet your needs.
• You can make your new report available for future projects by using the Organizer to copy this new report into the global template. 
• Click anywhere in the report.
• Navigate Report Tools Design > Copy Report.

Copy Report Option

• Now paste the report into any program of your choice. You might have to resize or align the report when you paste it elsewhere. You can also opt for the printing option for sharing hard copies. 

Are you looking to take your project management skills to the next level? Look no further than Simplilearn's comprehensive project management courses!

Our courses are designed to help professionals at every level of experience to develop and enhance their project management skills, whether you're just starting out in the field or looking to advance your career. With our courses, you'll gain practical, hands-on experience in managing projects from start to finish, and learn best practices and industry standards that will set you apart from the competition.

Program Name PMP® Certification Training Course PMP Plus Post Graduate Program In Project Management glyph Icons All Geos All Geos All Geos University PMI Simplilearn University of Massachusetts Amherst Course Duration 90 Days of Flexible Access to Online Classes 36 Months 6 Months Coding experience reqd No No No Skills you wll learn 8+ PM skills including Work Breakdown Structure, Gantt Charts, Resource Allocation, Leadership and more. 6 courses including Project Management, Agile Scrum Master, Implementing a PMO, and More 9+ skills including Project Management, Quality Management, Agile Management, Design Thinking and More. Additional Benefits -Experiential learning through case studies -Global Teaching Assistance -35PDUs -Learn by working on real-world problems -24x7 Learning support from mentors -Earn 60+ PDU’s -3 year course access Cost $$ $$$$ $$$$ Explore Program Explore Program Explore Program

Become a digital-age project leader with Simplilearn’s PMP® Certification Training . Created to align with the Project Management Professional (PMP®) certification, you’ll learn the frameworks, tools, and skills to drive successful projects.

In this course, you will learn how to manage quality and risk, create effective strategies, implement best practices, and ultimately, deliver results.

1. What is a project report and its significance?

A project report summarizes a project's key aspects, including its goals, timeline, budget, progress, and outcomes. It provides project managers with critical information to monitor and evaluate the project's performance, identify potential risks and challenges, and communicate progress to stakeholders.

2. What is the format of a project report?

A project report format is completely customizable depending on the project requirements and your choices. However, it should focus on the specific objectives of the project, its methodology,  major findings, and progress. 

3. How do you prepare a project report?

Preparing a project report is simple. Click Report > New Report and choose from the four options. Now, give a suitable name to the report and start adding information. 

4. What is a project report with an example?

A project report is a document providing detail on the project’s overall status or specific aspects of its performance. Irrespective of the report type, it contains project data based on economic, financial, technical, managerial or production aspects. For example, a Cost Overview report tells the current cost status of the project. It also reveals planned costs, remaining costs, cumulative costs, actual costs, and percentage of completion to help understand if the project is within budget.

5. How do you write a complete project report?

Writing a complete project report entails a proper start and closure, including

• Labeling the document and writing the project overview 
• Including a section for the project’s scope 
• A well-formulated project performance analysis.
• Highlighting the project’s accomplishments, results, and outcomes.

Our Project Management Courses Duration And Fees

Project Management Courses typically range from a few weeks to several months, with fees varying based on program and institution.

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Get Affiliated Certifications with Live Class programs

• PMP, PMI, PMBOK, CAPM, PgMP, PfMP, ACP, PBA, RMP, SP, and OPM3 are registered marks of the Project Management Institute, Inc.