The main purpose of writing
a project final report is to summarize the results
achieved by the project. It aims at documenting the success of the
project, lessons learned if any, deviations from the original set
goals and actual outcome achieved through the project. It is
prepared once the project is completed by the project manager and
is presented to everyone involved with the project like senior
management of the organization, clients or any other stakeholders.
Therefore it becomes very important to draft a final project report
wisely and perfectly. Writing an effective project final report is
a skill in itself and there is no proper set criteria for writing a
project final report, rather each format or method vary according
to the industry, organization or the project manager.
Let's discuss how to write a
proper project final report:
- Write according to the
reader: An effective project final report is the one which
is written according to the reader's perspective. A project report
is written especially for management and clients, therefore it
should be written according to layman's level of understanding. In
other words, it should avoid using terminologies which only a
specialist of that project can understand and if it is necessary to
use such terms than in the start of the report those terms should
be properly defined for the readers so that they can relate while
reading ahead.
- Structuring: An
effective project final report should be well structured, which
means that it should be written under different segments with
proper heading so that the reader is able to identify important
information and can refer back to them accordingly. It should have
headings like the purpose of the final report, summary in the end
etc.
- Data, facts and
figures: It is always believed that people understand the
information provided much more easily if that information is backed
up by data, facts and figures. Therefore the final project report
must include data to support what is being informed by that report.
The project manager can use various statistical tools like graphs,
pie charts, tables, spreadsheets etc to make the report more
interactive and real.
- Honest and truth:
The project report should just contain proper information of what
the project has achieved, what's not achieved and if the remaining
can be achieved. It should be a true and honest interpretation of
data and must not mislead or manipulate the stakeholders.
- Crisp and clear:
The project final report should not be lengthy or over informative.
It should just solve the basic purpose so that the reader does not
get bored while reading. The information should be precise, crisp
and clear.
- Performa for final project
report: However, as stated above that the final project
report may vary depending upon various factors but an effective
project final report must contain following sections:
- Section 1 :
Administrative Report
- Project Finances
- Total Funds Spent
- Source Mach Funds
- Section 2 :
Set Goals or Objectives (at the starting of the
project)
- Section 3 : Outcomes or
Accomplishment of the Project
- Section 4 : Project
Summary
.