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Define the project's purpose. Pinpoint your audience. Create a table of contents. Talk to your supervisor.
A project management report should outline the project's scope and end goal. Understanding the objective is key to comprehending the needs that this project hopes to meet. It is important for you and your audience to have a clear notion of the project's purpose to maximize the effectiveness of your report. Ask yourself, "How will this help my company, our client, or our community? Will this project possibly have a positive impact in other areas?" Understanding the overall scope may help you appreciate how this project may be useful to you and others. Know who will be reading the report and what they may wish to learn from it. Some details may be extraneous to certain audiences, while others may need to be provided with detailed information. Identifying your readers at the outset will provide direction for the project report content. Some audiences may not be familiar with the language, terms, and jargon often used in your working environment. If you are writing a report for a client, for example, avoid using technical jargon that requires lengthy explanations. Instead, plan to write in a voice that easily describes your project scope and timeline. A table of contents essentially provides an easy-to-read outline for your audience. At a quick glance, a reader can quickly understand the structure and substance of the document. A table of contents can also help busy readers find the information that is significant to them quickly and effectively. Perhaps an investor who is reading the report would like to review the budget first. Showing where the budget is in the table of contents will help guide the investor to the information they need. Have a meeting with your supervisor to understand the expectations of your project management report. Your supervisor may have particular points of interest, concerns, or details that they would like for you to include in the report. Your supervisor may also explain how long the report should be and if there are particular formats that your company requires for these types of reports. Try to collect as much useful information as you can to help make your report clear and useful. Ask your supervisor about what to include in the report. "I was thinking of including the results from last year's study in the project's introduction. Do you think this would help the readers understand the project's goals?" Your supervisor will appreciate the opportunity to give you feedback early in the process.