how to write a report for a work project

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

Written by samantha ferguson.

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 .

⭐️ All your work in one place

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(4) How to Write Project Report: Step-By-Step Guide

By archtc on December 26, 2017 — 21 minutes to read

Make Your Project Reports Speak for Themselves—A Thorough Guide

At some point during the implementation of a project, a certain report has to be generated in order to paint a mental image of the whole project. Ultimately, a project report must maximize the insight gained with minimal effort from the reader. Apart from describing its results, it must also explain the implications of those results to the organization and its business operations.

• How to Write and Create Project Reports Part 1
• Project Report Free Download Part 2
• Additional Sources Part 3

There are a number of ways project reporting helps an organization, a team, and even the project itself and here are some of them:

It tracks the progress of the project

It helps identify risks, it helps manage project cost, it gives stakeholders an insight on how the project is performing.

Project reports provide stakeholders a bird’s eye view of its current state. It gives the team a clear understanding of their roles and the tasks that they are to accomplish. For the project manager, the reports provide them with updated relevant data. Lastly, project reports serve a basis for the decisions that have to be made at the top management level.

Project Status Report

The most common type of project report, a progress report provides a general state of the project to its stakeholders. It quantifies work performed and completed in measurable terms. It compares this with an established baseline to see if the project is on track or; if adjustments have to be made if the project is behind its schedule. It keeps everyone on the same page and manages each other’s expectations.

Project status reports are accomplished to serve the following purposes;

• to keep an updated flow of information in relation to the project’s progress
• to immediately address issues and concerns that may come up at any point of the project’s implementation or duration
• to document reasons for changes and adjustments made to the original plan for the project
• to monitor fund utilization and to ensure that the project expenses are still within the budget
• to serve as a basis for decision-making and addressing problems
• to keep track of the team’s performance and individual contributions
• to act as a uniform procedure for communicating project development to the stakeholders.

Status reports are most effective when they follow a standard form with predefined fields that need to be regularly updated. Doing so will save time and provide consistency and predictability of the information the stakeholders will receive about the status of the project.

WHAT TO INCLUDE

For a status report to be comprehensive, it must include the following elements:

Summary/overall health of the project, facts on the project progress, target vs. actual accomplishments, action(s) taken, risks and issues, keys to an effective project status report.

• Submit the report on time . A status report is time sensitive and sending it late defeats the purpose of such a report.
• Giving complete but inaccurate information is just as bad as giving accurate but incomplete information . Since stakeholders rely on the status report for a heads-up on the project, and its content is used as the basis for decision-making, it is critical that the report provides both complete and accurate information.
• Do not cover up bad news or adverse reports as these are all part of the transparency of the status report . Keep in mind that being open with the stakeholders, whether the project is sailing smoothly or not, will benefit both the team and the client, since any problems there are will be immediately given attention and solved.
• Be proud of the team’s accomplishments, after all, this is what the clients and the stakeholders will want to know about .
• Anticipate questions from the clients or stakeholders and be prepared to answer them .
• Be familiar with the culture of the organization and respect the information hierarchy they observe . There are instances when the CEO wants to be the first to know about the contents of these reports before cascading it to his downlines. On the other hand, middle managers will want a head start on these reports so they can also anticipate and prepare for any reaction from the top executives.
• Craft the status report in such a way that there will be no information overload . It should contain necessary information that the stakeholders need to know. Lengthy reports will consume not only the writer’s time but also that of the reader. Too many details also give an impression of micro management.

Risk Registers

All projects, or any activities of business, face risks. It is just a matter of how an organization identifies, assesses, analyzes, and monitors these risks. With a Risk Register, an organization is equipped with a tool to better respond to problems that may arise because of these risks. It helps in the decision-making process and enables the stakeholders to take care of the threats in the best way possible.

A Risk Register, also called an Issue Log, is iterative because it will be updated periodically depending on how often the team identifies a potential risk. It may also be updated if the characteristics of the existing potential risks change as the project progresses. 

The Risk Register document contains information about the following:

Risk Identification

• Risk Category:  Grouping these risks under different categories is helpful. Doing so will provide a way to make a plan of action that will address most, if not all of the risks falling under the same category, saving time, effort, and resources.
• Risk Description:  Provide a brief explanation of the identified potential risk. The description can be done in a variety of ways depending on the level of detail. A general description can be difficult to address while giving too much detail about the risk may entail a significant amount of work. Three factors to consider when making a risk description are: the way these risks are going to be managed, who will handle them, and the reporting requirements of the person receiving the risk register.
• Risk ID:  Assign a unique identification code to each risk identified to track it in the risk register easily. Create a system of coding in such a way that the category to which the said risk belongs is easily identifiable.

Risk Analysis

• Project Impact: Indicate the potential effect of the assumed risk on different aspects of the project such as budget, timelines, quality, and performance.
• Likelihood: Referring to the possibility of the risk occurring, the likelihood can be expressed qualitatively—high, medium, low—or quantitatively, if there is enough information available. Whatever criteria are to be used, assign a number—with the highest value corresponding to that which is most likely to occur.

A. Negligible B. Minor C. Moderate D. Significant E. Severe 

Here’s how it will look in a tabular form:

Risk Evaluation

Using the table above, the identified risk can be ranked this way:

• Risk Trigger: These are the potential risk events that will trigger the implementation of a contingency plan based on the risk management plan. This plan should have been prepared prior to the development of a risk register.

Risk Treatment

• Prevention Plan: This enumerates the steps or action to be taken to prevent the risks from occurring.
• Contingency Plan: On the other hand, the contingency plan determines the steps or action to be taken once the risk events have occurred. This program also contains the measures to be taken to reduce the impact of such risks to the project.
• Risk Owner: The person responsible for managing risk, and the implementation of the prevention and contingency plans, it can be anyone among the stakeholders—members of the team, a project manager, or project sponsors.
• Residual Risk: Sometimes, a risk cannot be entirely eliminated after treatment. Part of it may linger throughout the duration of the project, but once it has been treated, it can be considered as a low-level risk.

Keys to an Effective Risk Register

• The first risk register must be created as soon as the project plan and the risk management plan has been approved . This initial risk register must be integrated into the project plan.
• Active risks during a particular period must also be included in the project status report .
• Risk management is an iterative process which is why the risk register must also be updated from time to time . Updates can be made when new risks are identified or there have been changes in the risks already in the register.
• The numerical value assigned to the likelihood and severity levels must remain constant throughout the duration of the whole project .
• Likewise, any terms used must be defined, and this definition must be utilized consistently .

Project Closure Report

As the end of a project, a Project Closure Report signals its culmination. Its submission officially concludes a project and implies that funds and resources will no longer be needed, and everything will go back to its status prior to the implementation of the project.

This process is critical as it will officially tie up all loose ends and prevent confusion among stakeholders.

This particular type of project report summarizes information on the project results, the criteria used to measure the effectiveness of the project delivery process, and the feedback from the stakeholders. Each performance metric includes an assessment and a narration of how the team performed on such metrics.

This performance metric describes how the team utilized the budget in carrying out the project effectively. Under this performance metric, the following aspects are measured:

Component Breakdown

Budget variance, explanations for key variances.

Describe how the team implemented the project within the expected time frame and schedule.

Overall Project Duration

Schedule variance, the explanations for key variances, change management.

This metric refers to the team’s ability to handle and manage changes throughout the project’s implementation effectively. It is measured through the following:

Total Number of Changes

The impact of the changes, the highlight of changes, quality management.

This particular metric refers to the team’s ability to observe and comply with quality standards during the project’s implementation.

Total Number of Defects Identified

The explanation for resolved defects, risk and issue management.

This metric deals with how risks and matters that occurred during project implementation were handled and resolved by the team. Key points to include are the following:

The impact of the Risks and Issues to the Project

Human resource management.

This refers to the team’s ability to carry out the project effectively.

Project Organization Structure

This metric looks at how the stakeholders participated in the project.

Decision-makers

Communication management.

Under this metric, communication throughout the duration of the project is assessed.

Communication Management Plan

• Summarize essential feedback collected . Describe the method by which these comments were gathered and who was solicited for feedback. Also include how they responded to each question and briefly discuss which items received great responses from the participants and which ones got few answers.
• Take note of common themes or trends of feedback gathered .
• From the feedback gathered, also take note of any opportunities from this feedback and discuss how these opportunities can be applied to future projects, or in the organization itself .

Lesson Learned

• Give a brief discussion of what the team learned when carrying out the project . Among these learnings, discuss which ones can be applied to future projects and how it will impact not only those future projects but also the whole organization.

Other Metrics

Other points of interest may not have been captured in the Project Status Report and may be included in the Project Closeout Report. Some of these factors include:

Duration and Effort by Project Phase

Benefits realized, benchmark comparisons, keys to an effective project closure report.

• The closure report is mostly a summary of all efforts related to the project . It is important to ensure that all highlights of the project have been properly documented so that retrieval of these reports is easier and all efforts will be acknowledged.
• Emphasize the high points the project delivered, how efficiently it was done, and what has been learned from the process.
• If there are notable variances during the project implementation, make sure to provide a fact-based explanation on it . In addition, the impact of this difference must also be described.
• A critical point in a project closure report is establishing the link between the project performance, the lessons learned, and the steps that will be taken by the organization for its continuous improvement . Aside from the project deliverables, another valuable output of a project is the learnings derived from the process and how it will be translated into concrete concepts applicable to the business processes of the organization.

Executive Summary

A little bit different from the types of project reports previously mentioned, an Executive Summary  is a distinct kind of report which uses different language. It is a high-level report which aims to provide a bigger and deeper understanding of the project—how it will benefit the organization and how it will fit into future business strategies. It is written with a busy executive in mind, someone who has a lot of important things to do and may find reading a lengthy piece of prose a waste of precious time. Factual and objective, this particular type of project report must be able to provide a realistic status of the project, as business executives understand that everything may not go according to the plan.

Some may confuse an executive summary with an abstract but, in reality, they are clearly distinct from one another and serve a different purpose.

An abstract is usually written for academic or scientific papers. It is written with a topic sentence which, generally, gives an overview of what the article is about. It is, then, supported by two or three supporting sentences which support the main idea of the topic sentence.

An executive summary, on the other hand, is composed of different sections discussing almost every significant aspect of an undertaking. It consists of sequentially arranged key points supported by conclusions and recommendations. Check our in-depth article on how to write an effective executive summary .

Things to Remember in Writing Project Reports

Here are some of the principles that need to be observed in writing an effective project report;

Write for the reader

The report should have a structure, ensure that the report is evidence-based and is supported by data, make it as objective as possible, project report: free download.

Download Project Status Report XLSX

Download Project Update Report DOC

Download Project Update Report 2 DOCX

Download General Project Report DOCX

Additional Sources

• How to Write an Outstanding Weekly Report + Free Template Download
• How to Write a Project Status Dashboard and Project Tracking + Free Template Download
• How to Create a Project Meeting Template + Free Download

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How to Write a Project Management Report (+ Templates)

Written by: Unenabasi Ekeruke

Managing a project is tough work. With lots of tasks to oversee, it can be daunting for you to keep up and provide updates on project status.

That's where project management reports come in handy. They provide clear direction, help you make the right decisions and increase your chances of success.

Not sure how to create a project management report? You've come to the right place.

This article will show you everything you need to know about writing a project management report and templates to help you create one right away.

Let's get to it.

Here's a short selection of 8 easy-to-edit project management report templates you can edit, share and download with Visme. View more templates below:

Table of Contents

What is a project management report, why is project reporting important, project management report use cases, what to include in a project management report, how to create a project management report in 6 steps, 10 project management templates to use now, project reporting tips & best practices, your turn: create stunning project management reports with visme.

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A project management report is a document that provides information on the project's progress, performance and overall status. It serves as a key instrument for projects of all types and is used by key stakeholders, including:

• Project sponsors
• Top-level executives
• Project managers
• Team members

The report visualizes your project's realities, peculiarities and performance during the project life cycle . Depending on the project size and complexity, you submit it weekly, monthly or quarterly .

Your report could be a one-page document with links and appendices. You can also decide to make your report more detailed. It's entirely up to how much your stakeholders want to see.

Manage your projects in style

• Create professional branded documents , from project timelines to budgets
• Visualize important project metrics with engaging charts and infographics
• Allow your team to comment , collaborate and move from draft to final format in no time

Sign up. It’s free.

Project reports increase visibility and give you a complete insight into how your project is performing. But that's the tip of the iceberg regarding the benefits of creating one.

Let's take a look at the benefits of creating project management reports.

•  Project management reports enables managers and stakeholders to create realistic schedules, track progress and measure it against the original project plan .
• It helps you pinpoint potential risks and bottlenecks during a project and address them. You can decide to stop what is not working, continue doing what is working or review the entire process.
• Reporting puts you in charge of your project. You can easily keep an eye on team members' performance, quality of work and the progression, stagnation, or regression of certain aspects.
• Project reports provide a source of learning and clearer insights for current and future decision-making.
• The report makes it easier for you to develop accurate budgets, monitor your expenditure, control cost and manage your budget.

Project management involves many different layers and activities. As a result, there are many use cases for project management reports.

• Project status reports provide complete and timely updates about individual tasks, progress and the project's overall health.
• Project baseline reports compare the current project timeline with your original timeline, allowing you to learn from experience as you plan future projects.
• Time management reports contain every detail about the time your resources spent on the project. You can assess the budget each task consumes and the time used to schedule and make adjustments.
• Risk assessment reports categorize and prioritize predicted and current project risks. You can easily mitigate risk before it sabotages your project's success.
• Financial reports compare initial estimates of expenses, budgets, or projected profits to the actual numbers required. Each of these reports makes up the overall project management reports. And together, they help you plan, monitor and execute your project successfully.

There's no one-size-fits-all structure and content for project management reports. The report content may vary depending on your company, project type and project management requirements.

However, no matter the business, industry, project type, your report should contain these key elements listed below.

1. General Project Details

This section should include special identifiers like:

• Project name, reference number and date
• Name of the project manager
• Project sponsor, client's name and other key stakeholders
• Project start and expected end dates

2. Executive Summary

This section should summarize the project's purpose, scope, activities, timelines and milestones, anticipated obstacles and more.

3. Project Scope and Deliverables

Create a detailed list of project activities and tasks (pending, completed and upcoming). Also, visualize task dependencies to enable readers to track the relationship between different tasks.

4. Project Timelines and Milestones

Record timelines for each activity and the project start and end dates. If you're in the middle of a project, include data about the milestones completed and what's left.

5. Project Resources

The reader should understand who's responsible for certain deliverables and which aspects are being outsourced. Describe the tools, staffing and other resources used to achieve the project goals.

Mention which people or departments are in charge of various aspects of the project and the equipment, systems and programs they use.

6. Risk and Bottlenecks

Your project may run into anticipated risks or unexpected setbacks. These challenges may include scope creep, delays, technical failure, equipment breakdown, or insufficient funding.

Describe how you plan to mitigate these risks or remedy these challenges.

7. Project Change Management

Discuss whether or not a client, internal team or department has requested a change to the processes or deliverables. Provide updates on pending and approved project change requests.

8. Quality Assurance

Discuss the actions taken to ensure the project results are error-free or meet the expected requirements and standards.

9. Financial Information

Provide details about the projected or allotted budget and how funds are spent. Explain whether the projected budget covers the project resources. Also, mention whether or not the project will be completed within the allocated budget.

10. Overall Project Health and Well-being

Give a brief overview of the project's overall health. You can either write it or use visual aids like stoplight charts.

The goal of project reporting is to compile and present relevant information in a clear and concise format. You want stakeholders to glean valuable insights and use them to achieve success.

Here's how to create effective project management reports.

Step 1: Identify Your Project Report Objective

This step is paramount for every successful project management report. Consider the purpose of your project report.

Are you creating new tasks or dependencies? Have you identified new risks or do you want to explain project delays? Are you creating project change requests or updating the project scope? Or are you looking to convince sponsors to pump additional funds into the project?

Why is it critical to clearly state your objective? The answer is simple. It provides clear direction for the rest of the report, making it easy for readers to understand.

Step 2: Pinpoint Your Audience and Understand Their Expectations

The next step is to identify who will be reading the report and what they want to learn from it. Identifying your audience from the outset will give direction for your content.

Some details may be irrelevant to some audiences. Others might require more specific information. For example, top executives and investors may not have time to dive into the finer details. For this type of audience, visual aids like the one below are your best bet.

On the flip side, team members may be unable to get much out of a report showing only charts, numbers and notes.

Meet with your client or supervisor to understand what they expect from the report. They may have a specific report writing format , length, details and areas of interest they want you to include. Try to gather as much information as possible to make your report useful.

Some audiences may be unfamiliar with your profession's language, terms and jargon. Avoid using industry jargon that’s hard to explain. Instead, write in a tone that clearly explains your project information. Tailor your content, tone, language, structure, communication style and graphics to your reader.

Step 3: Gather Valuable Data for your Report

Solidify your reports with accurate data and facts from stakeholders and departments involved in the project.

Looking for financial data? Your accounting software is a great place to start. Or you can get information about resource utilization from your project management tool.

If you're looking to capture the true situation of things, don't just rely on qualitative data alone. Double down on qualitative data like ideas, behaviors and opinions as well. They provide more context and explain the stories behind the quantitative data.

For example, let's say quantitative data shows project delays and missed deadlines. You can gather qualitative data to uncover the root cause and how to mitigate it.

Step 4: Write Your Report

We have already shared what needs to be in your project management report. Now It's time to write it. Use pre-made templates with an organized structure like the one below to make it visually appealing.

Why does it matter? Well, no one wants to read reports in a jumbled and disorganized format. So you want to organize data and facts to make them easily digestible.

Start with a stunning cover page followed by a table of contents . Then move on to the executive summary and the body, which includes the key details. Finally, you can round off your report with a summary.

To make your report actionable, summarize it with key takeaways, action points and expectations.

Not sure how to get started? Visme has you covered. Our report maker is intuitive and easy to use, making report writing a breeze. You can start from scratch or use professionally-designed templates to create reports like:

• Project management reports
• Status update reports
• Marketing reports
• Dashboards and much more

In the latter part of this article, we'll discuss how to make the most of Visme templates.

Step 5. Edit and Review Your Reports

Proofread and revise your content to make it worth the read. Don't be tempted to leave out this step no matter what happens.

Look out for spelling, punctuation and grammar errors, inconsistent data, cluttered designs and other flaws. Eliminate irrelevant details, replace missing data and revise the report until it is error-free. Otherwise, your report will look sloppy and unprofessional.

Check with your team to ensure you aren't missing out on extra updates or last-minute changes. They also offer an extra pair of eyes to spot errors and ensure nothing falls through the cracks.

With Visme, you can collaborate and revise your project with team members. Simply share your report with a link and password. You can set permissions to allow your team members to view, comment and edit the report. When anyone edits the file, you can track changes and anyone with the link will see the changes too.

Step 6: Share Your Report With Relevant Stakeholders

Once you've incorporated contributions from team members, you can share the report with your readers.

From your Visme dashboard, you can invite people via email to view, comment or edit the report. Or copy and share the report link with your audience. You can also download the report in PDF format and share it via email or the cloud.

Remember to ask your readers to confirm they've received the report and can view it.

Crafting a project management report worth reading can be challenging. But there's no doubt that Visme's report maker can make the process a breeze.

The software has an easy-to-use design editor, a rich library of templates , icons, stock images, videos and much more. Feel free to tailor these templates to your unique needs. You can replace the content, add or remove pages, upload logos and images, change fonts, colors and other elements.

Here are ten stunning Visme templates to help you get started.

1. Complete Project Report

Get stakeholder eyes on your project management reports with this attractive template. The cover and adjoining pages have an exquisite design and other elements that create a solid impression.

This template covers everything you need to effectively report your project's progress. It features an executive summary and summary of compelling figures, timelines, comparison of targets and outcomes, budget and expenditures.

Notice how this report uses charts, graphs, icons and images to visualize key project data. You can find and use all of these elements and more in Visme.

2. Landing Page Project Status Report

If you're struggling to communicate your project status, this template is a life-saver. This vibrant template has an elegant design and elements that attract the reader's attention.

You can easily capture project goals and status, inter-department KPIs, contributor APIs, upcoming tasks and more. Go ahead and add or edit the content, upload your logo and images to make this template your own.

3. Budget Report Template

With this template, you can keep budgets and expenditures in check. The template uses data visualization features ( charts, graphs and widgets) to reflect financial data.

In Visme, you'll find different visual aids and interactive elements to bring your information to life. At a glance, your stakeholders can also understand how much various items and projects cost and how profitable they may be in the future. You can customize this report for any unique business and project needs.

4. Simple Annual Report

Are you looking to show investors how your business has performed in the past year? This annual report template is the best tool to help you get cracking.

The template is characterized by a minimalistic design and a cool color scheme. You'll find beautiful images, charts, icons and other design elements that make it stand out.

Once you're done customizing your report, you can easily share it online via a link. You can also embed it on your website or blog or download it for offline use in various formats, like PDF and HTML5.

5. Simple Monthly Report

This template is perfect for updating stakeholders about project progress, business processes and activities. Notice how the design utilizes whitespace, classy typography and cool colors to produce an alluring design.

The table of content design shifts from the conventional list format. And the rest of the pages contain images, tables, charts and icons that increase visual impact. Feel free to add or subtract pages and replace the content with yours.

6. Annual Marketing Report Template

You've invested time, effort and resources into different marketing projects during the year. How do you convince the board that you're smashing your goals?

You need a template like this to show what you've been up to. It captures key aspects of your marketing project, like:

• Marketing activities and initiatives
• Strategic plans and future goals
• Financial highlights and more

The template has a captivating theme with customized content blocks, borders, icons, images and vector icons. You can get all of these design assets and more in Visme.

7. Corporate Project Status Reports

Not sure how to present timely updates about your project's overall progress? This professionally-designed status report template is the perfect tool to jumpstart your creativity.

It details each step of the project's execution and the most critical task in progress. The project's budget, milestones, upcoming tasks, potential risks and roadblocks and overall project health are also included.

This template uses a pie chart to capture team performance (KPIs), while the progress bar visualizes the project's health. No matter your business size, scope or niche, you can tweak this template to fit your business or project needs.

8. Creative Monthly Report

Use this template to clearly depict how various aspects of your business or project are performing. It gives you a closer look at what's working and what's not.

You can customize it to include the key elements that make up a project management report, including:

• The project overview
• Project scope
• Status or Project milestones and timelines

Jazz up your reports and draw attention to key data points using pie charts, bar graphs, timelines and interactive maps.

9. Weekly Project Status Report Template

This project management report template is suitable for businesses that want to gauge their progress against specific goals.

It has sections listing pending and completed tasks and how they impact the overall plan. Search through our vast library of vibrant, isometric, flat and outline images to find the best fit for your report.

10. Creative Annual Report

Our last pick is a visual-rich report template that focuses on the bigger picture. Gauge your company or project's health with this annual report template.

We recommend using this template for top management and stakeholders who may be unable to dive into finer details. To grab their attention, spice up your report with data and visual aids that communicate these things:

• What's been done
• What needs to be done
• Who's responsible for different tasks
• When each task will be completed
• The financial implications and so on

To get started, input your project data and change the fonts, color and logo to reflect your brand.

Ready to create project management reports that boost stakeholders' confidence in your project? Here are some tips and best practices you should have up your sleeve.

Make Your Report Brief and Data Rich

When writing a project management report, be concise. Make sure every word counts. Don't dwell on details your readers don't need to know. Otherwise, you'll lose your reader's attention.

Readers want to look through the report and grasp the action points and next steps as quickly as possible. Keep sentences short and to the point. Rather than long paragraphs, use bullet points to present information.

For example, you can list tasks or deliverables rather than describe them in detail.

Be Specific and Provide Context

Write your report in a way that makes the reader understand the true situation of things. Stakeholders need to know how significant the problem truly is.

For example, don't just say the deliverable is behind schedule or there's an urgent risk to be addressed. Instead, start by establishing the root causes of the delay. Is it due to scope creep, equipment failure, labor or financial shortages or acts of God?

Discuss how the situation will impact the entire project. Will you require additional resources, a supplementary budget or an adjustment in timelines? Do you need approval for a change request?

Be upfront about the solution or steps being taken to address it? If you need clients or other stakeholders to take action, clearly state who is responsible. Highlight what they are responsible for and when to do it.

Make It Visual

Top executives and project sponsors receive different types of reports daily. Hence the need to incorporate visuals like charts, graphs, maps, tables, diagrams, pictures, animations and video.

Visual aids break up text and make even lengthy reports easy to digest. But there's a caveat!

Don't just slam your audience with dull and pixelated visuals that don't add value to your report. Rather, make it eye-catching and visually pleasing to capture readers' attention.

Tables are perfect for communicating numbers like budget, timelines, percentage completed and more. Kanban boards give a general overview of the projects and help spot potential bottlenecks.

Use stoplight color-coded charts to indicate project health. Green shows the activities are on schedule and yellow indicates the project has risks or bottlenecks. Red shows the project has veered off track.

You can use infographics, flowcharts and process diagrams to depict the flow of work or document processes .

Graphs, bar charts and pie charts work magic for visualizing data like budgets, expenditures and income.

Animations, photos, videos, screenshots, samples, models and prototypes are suitable for showing your project in progress. For example, suppose you're building a website or app. In that case, you can share a demo video of the project at different phases.

You're probably wondering how to get your hands on all the visual aids mentioned above. Keep calm; Visme has got you. We have a rich library of 10,000+ images, videos, charts, vector icons and any other visual aid you can think of. You can pick and customize your visuals within minutes without professional help.

Keep Your Report on Brand

You need to do more than just add visuals to make your report shine. We recommend customizing your report to showcase your brand identity. The goal is to leave a solid impression on your audience.

With Visme, keeping your report on brand is a piece of cake, even if you're new to report design . After picking a template, you can add fonts and colors to different elements of your report. Feel free to add icons, illustrations and animations to make your report interactive.

Visme's Brand Design Tool helps you maintain design consistency. With a few clicks, you can customize and save your design elements and apply them to future projects.

Want to learn more about choosing the right color theme for your document? Read our article on color psychology in marketing or watch the video below.

Be Open To Constructive Feedback and Communication

After submitting your message project management report, your job isn't done just yet. Don't be in a hurry to close the communication channel with stakeholders. Go ahead and invite further questions and feedback on your reports.

We get it. This might be daunting considering the time spent on putting together your report. But try to be receptive to critique and suggestions.

The good part is that it ensures everyone is on the same page regarding the project collaboration. Also, acting on the feedback and suggestions can help steer the project in the right direction.

Project management reports provide a high-level overview of what's happening with your project. And having one that ticks all the right boxes plays a pivotal role in the project's success.

With Visme's report maker , you no longer have to outsource your design project. The tool makes it easy for anyone, regardless of skill level, to create documents they can be proud of. Browse our library of project report templates to find the right fit for your project.

Easily create project management report in Visme within minutes

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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.

Manage Projects with Microsoft 365, Power Platform, and Teams

Collaborate seamlessly from anywhere, with brightwork 365 and microsoft teams..

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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How to write a project report: [templates + guide] 

Writing a project report is an essential but often overlooked contributor to your project’s health.  However, without the use of automation and templates, it can be a little time-consuming to collect and organize the relevant data that the project generates.

In this post, we’ll explore the basics of project reporting. We’ve included some useful templates and tips to create clear and helpful project reports in less time.

If you want to start creating better project reports using monday.com, sign up today.

What is a project report?

A project report is a document where you share details about different areas of your project. Depending on the report type , your audience, and your intention, the details you showcase might differ.

Project reports can be broken down by time— daily, weekly, monthly, or quarterly— or a number of other factors like risk, budget, and project management style. Bottom line? They simplify the process of gathering and disseminating information about key information on the project. For instance, a typical report might include:

• Resources you’ve used so far
• How project time is being spent
• How you’re doing against key performance indicators (KPIs)
• Workload and team availability

What is the purpose of project reporting?

Reporting gives you, your team, and your stakeholders the ability to track project progress against the original plan. The main goal of a project report is to improve decision-making, to help you make sense of your project data, and decide what your next steps should be. This in turn can impact your budget, timeliness, and project success.

It also plays a vital role in your stakeholder engagement strategy, as it keeps everyone informed on the progress of projects they’re interested in. Those are just a few of the reasons why project reporting has become the most common activity among PMOs (Project Management Offices).

( Image Source )

5 steps to create a useful project report

Project reports can be useful – or they can end up as a 20-page PDF that lives in a drawer somewhere. To put together a report that your project stakeholders can use to gain insights, make decisions and optimize processes, take the following systematic approach to writing your project reports:

1. Define the purpose and scope: Clearly establish the goals, objectives, target audience, and information needs of your project report. 2. Gather and organize data: Collect and organize all relevant data, ensuring its accuracy and reliability. 3. Structure and outline: Create a clear and logical structure for your report and outline the key points you want to cover. 4. Present information effectively: Use clear and concise language and visual aids like graphs or charts to present the information in an easily understandable, visually appealing manner. 5. Review and revise: Proofread your report for any errors or inconsistencies, ensure that it addresses the defined purpose and scope, and revise as necessary to improve clarity.

The different types of project management reports [with templates]

You can split project reports into different types and categories. Here are five different types of project mangement reports, with monday.com templates you can customize for your unique project and team set-up.

1. Project status report

Probably the most frequently used, a project status report offers a general overview of the current status of your projects. A project status report answers the question: “How likely is it that we’ll complete this project on time without overrunning costs?”

These reports analyze whether you’re meeting project goals and key performance indicators. With our single project template , creating a status report is easier than ever.

2. Resource workload report

Resource workload reports help you visualize what your team’s working on, when they’re working on it, and how much work is left. These also reports help you understand how your assets are being used and make sure your actions are aligned with the overall objective.

Our resource management template helps you organize all your assets, locations, and people into one place and track every action with accuracy. You can also manage your resource allocation initiatives and make sure you don’t assign the same resource twice in multiple tasks.

3. Portfolio report

Portfolio reports take a look at all your projects and consolidate all the data into a single document. These reports capture high-level milestones, status, progress, and highlights of your portfolio strategy.

With our portfolio management template , you can track unlimited projects on a single board and get a quick snapshot of their health and profitability.

4. Task list/Time-tracking report

Time-tracking reports, also known as timesheets, help you measure how your team is spending their time and spot potential bottlenecks.

With our team task list template , you can bring in your entire organization, assign tasks to peers, track time and measure the project progress at a glance.

5. Expense report

A project might seem healthy – until everyone starts reporting expenses  at the end of the time period. With our expense tracking template , you can proactively manage your cash flow regardless of your accounting skills (or lack thereof!)

Want to try out these templates – and much more? Check out monday.com today.

FAQs about Project Reports

What are the benefits of a project report.

A project report provides a comprehensive overview of a project’s objectives, progress, and outcomes, serving as a valuable documentation and communication tool. It allows stakeholders to assess your project’s effectiveness, identify areas for improvement, and make informed decisions based on reliable data.

What are the main types of project reports?

The most commonly used types of project reports include:

• Progress reports
• Resource management reports
• Project portfolio reports
• Time-tracking reports
• Evaluation reports
• Final reports

What are the main components of a project report?

This will depend on the project and the type of report you’re using, but project reports might include:

• Project objective
• Project scope
• Project milestones
• Project expenses or budget
• Project schedule and timeline
• Project progress
• Resource management
• Risk assessment
• Stakeholder communication
• Financial summary

How to create insightful project reports with monday.com

monday.com makes it easy to create effective project reports. Try it for yourself and see:

Here’s why monday.com can make your project reporting better:

• Track project data in a centralized location, so you have all the information you need to make useful reports.
• Use monday.com’s customized visualization tools to visualize and summarize project data the way you want to see it.
• Set up dashboards to see all of your projects at a glance.
• Take advantage of monday.com’s reporting functionality . You can choose between built-in report templates or customized reports if you have more specific requirements.
• Share your reports with project stakeholders , team members, or even clients directly from monday.com.
• Our embedded communication tools let you collaborate on your reports in real-time, gather feedback, and address any questions or concerns.

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How to Write a Report for Maximum Clarity and Impact

Sudarshan Somanathan

Head of Content

January 26, 2024

If you’re a professional in any industry, you know that sharing ideas and findings through well-crafted reports is a skill that will set you apart from your peers.

But writing a compelling report may seem daunting at first. It requires a well-thought-out  approach.

What elements or sources should you incorporate to ensure your report is comprehensive and engaging? And how do you organize each section for maximum impact?

In this guide, we’ll explore the ins and outs of report writing, breaking it down step by step. We’ll also introduce you to some game-changing features in ClickUp, a platform that will make your report-writing journey smoother and more collaborative. Let’s dive in!

Understanding Report Writing

Different types of reports and report writing, key components of report writing, how to write a report, utilizing templates for report writing, wrapping up.

Before we explore the intricacies of how to write a report, let’s establish a solid understanding of what report writing entails. Report writing encompasses the art and science of transforming raw information into a cohesive and structured document.

A well-crafted report is more than a collection of facts; it’s a narrative that provides clarity, insight, and direction. In business, accurate and insightful reports help with informed decision-making.

Adept report writing is a strategic skill that distills complex data into understandable insights. Whether documenting project progress, detailing financial metrics, or analyzing market trends, reports provide a medium.

Reports take various forms in academic and professional settings. In academia and business, research reports provide insights into scientific studies. Policy-makers rely on book reports, and field study reports for ground-level information.

A project report or summary is a comprehensive document that outlines a project’s objectives, progress, challenges, and outcomes. Writing effective project reports demands attention to clear objectives, systematic data collection, and a concise presentation of findings.

Progress, technical, functional, marketing, academic, sales reports, and case studies serve diverse purposes. Each type is purposefully crafted to fulfill specific objectives, catering to the distinct needs within organizations.

Despite their differences in subject, these reports adhere to common attributes, principles, and formats in report writing.

Here, we’ll explore five common types of reports and explain their distinct characteristics. We’ll also show you how to write a report for successful outcomes in your respective fields.

1. Research reports

Research reports meticulously explore a specific topic, utilizing surveys, experiments, or literature reviews. Geared toward contributing to existing knowledge, these reports offer a detailed and authoritative understanding of the subject.

Key features include an extensive literature review, a well-defined methodology, a systematic presentation of findings, and conclusive insights derived from rigorous research.

When writing a research report, start with a clear and focused research question. Conduct thorough literature reviews to identify existing gaps.

Define a precise methodology, outlining your approach step by step. Present your findings in a structured manner, ensuring clarity in your delivery. Employ conclusive insights to draw actionable conclusions.

2. Business reports

Business reports intricately analyze business-related information, which includes financial performance, project updates, and strategic plans.

They inform stakeholders, investors, or internal teams about business operations and performance metrics.

A comprehensive report includes financial statements and concise summaries of ongoing projects. It also provides strategic recommendations tailored to the specific needs and interests of the target audience.

Start with a clear executive summary, move on to financial analysis, offer insights into profitability and performance indicators.

Prioritize clarity and brevity to communicate complex information effectively. Use data visualization tools when necessary to enhance understanding.

3. Technical reports

Technical reports convey complex technical information, procedures, or analyses. Predominantly utilized in science and engineering, these reports aim to communicate intricate technical details.

Specialized language, detailed procedures, and precise data presentation are hallmarks of technical reports, requiring a certain level of expertise for comprehension. These reports often serve as valuable technical references, aiding decision-making, troubleshooting, and further research.

As a professional, ensure your technical reports cater to the specific needs of your audience.

Leverage technical writing software and tools to enhance the precision and effectiveness of your communication. They help maintain a delicate balance between technical depth and clarity for seamless comprehension.

Detail procedures meticulously, leaving no room for ambiguity and aiding professionals in replicating processes or methodologies. Precisely present data, graphs, or tables to reinforce findings.

4. Incident reports

Incident reports involve the meticulous documentation of unexpected events or issues. They’re typically written down, outlining real events, the sequence of events, and the corresponding responses.

These are designed to analyze incidents thoroughly, learn from them, and establish preventive measures for future occurrences.

Detailed descriptions of the incident and its immediate and potential impact form the core of incident reports. Recommendations for improvement ensure a comprehensive understanding and proactive approach.

When drafting incident reports, ensure a detailed chronology of events and responses.

Incident report templates guide professionals in crafting detailed narratives, ensuring comprehensive documentation.

Consider the templates for documentation and to enhance preparedness, minimize risks, and cultivate a safer and more resilient environment in your field.

5. Progress reports

Progress reports track the ongoing development of a project or initiative, documenting achievements, challenges, and future plans.

They’re primarily geared toward providing decision-makers with valuable insights and relevant data, enabling informed decision-making.

These reports include milestone tracking, performance indicators, project reports, and a narrative that details the project’s progress and outlines anticipated future milestones.

To create an effective progress report, focus on quantifiable achievements and challenges. Tailor the report to decision-makers, providing them with a concise and forward-looking overview.

Now, let’s delve deeper into the essential components of a well-structured report.

To write impactful reports, you need to grasp the basics. From the initial impression set by the title page to the nuanced details in appendices and executive briefs, each element plays a vital role in improving the report’s effectiveness and readability.

Here are the key components contributing to a comprehensive report’s structure and depth.

1. Title page

Serves as the face of the report, providing crucial information at a glance. It includes title, author’s name, date, and relevant institutional information.

2. Abstract or executive summary 

Summarizes the report’s main points. Offers a quick overview for readers with time constraints, acting as a stand-alone summary highlighting key findings and recommendations.

3. Table of contents

Outlines the structure and organization of the report, aiding readers in navigation. Accuracy in page references is vital, ensuring a reliable roadmap for easy access to specific content areas.

4. Introduction

Acts as the opening chapter, setting the stage for the report. States the report’s purpose and scope, offering a concise yet comprehensive overview of what follows. Guides readers toward a clear understanding of the report’s objectives and what they can expect within its content.

5. Methodology or approach 

Details of how the research or analysis was conducted. Essential for transparency, allowing others to replicate the study and verify its validity.

6. Findings or results 

Presents the main outcomes or discoveries derived from the research. Backed by data, evidence, or examples, ensuring the credibility and reliability of the presented findings.

7. Discussion or analysis 

Interprets the report findings, providing context and deeper understanding. Offers insights and potential implications, elevating the report beyond a mere presentation of facts.

8. Recommendations 

Suggest actions based on the report’s findings. Provides decision-makers clear directions on how to respond to the presented information.

9. Conclusion 

Summarize the report’s key points. Reinforces the main theme, leaving a lasting impression on the reader.

10. References or bibliography 

Cites sources used for reference in the report, ensuring its credibility and allowing for further exploration. Adheres to a standardized citation format for most reports, enhancing the report’s professionalism and academic integrity.

Let’s explore a few additional components that enhance a report’s completeness. Incorporating these into your report ensures it is a valuable and impactful document in your professional endeavors.

• Appendix: Houses supplementary materials such as charts, graphs, or detailed data to enhance comprehensiveness and provide additional information
• Acknowledgments: Conveys gratitude to those who contributed and ensures proper recognition to foster a collaborative and appreciative tone within the report
• Glossary of terminology: Defines technical terms or jargon for better reader comprehension, especially in reports with specialized language
• Visual elements: Incorporates visuals like charts, graphs, or images. Aids in presenting complex data or concepts, enhancing reader engagement and understanding
• Executive brief: Offers a condensed executive summary version, providing a quick snapshot of the report’s key elements for efficient decision-making
• Quality assurance or peer review: Involves a thorough review process to catch errors or inconsistencies, ensuring the information presented is accurate and trustworthy
• Action plan: Propose a step-by-step plan based on recommendations to help execute the next steps effectively, translating recommendations into tangible results
• Monitoring and evaluation: Establish a system for ongoing assessment after the report’s implementation. Ensures continuous improvement, allowing for adjustments based on real-world outcomes

You need the right tools and a systematic approach to write effective reports. Let’s explore the intricacies of report creation.

Here are the practical steps to craft a good report that grabs attention and delivers impact:

1. Define your purpose and audience

Before you start writing a report, clearly define why you’re creating the report and who will be reading it.

Ask yourself: What is the main objective of the report or article? Is it to inform, persuade, or analyze? Understanding your audience is paramount.

Tailor your language, tone, and content to cater to your readers’ specific needs, expectations, and level of expertise.

2. Research thoroughly

Gather all necessary information through extensive research and credible sources, ensuring a well-rounded understanding of your subject matter. To expedite this process, leverage ClickUp AI features . Utilize its advanced capabilities to quickly summarize lengthy documents, extracting key insights efficiently.

Explore a diverse array of over a hundred meticulously crafted and research-backed AI tools, offering tailored solutions for every role and use case.

Incorporating AI streamlines your research and improves the precision of data extraction.

3. Plan your structure

Before you start writing, plan the structure of your report. Develop a comprehensive roadmap outlining each section, ensuring your narrative’s logical flow and coherence.

A well-structured outline acts as a guide, facilitating seamless transitions between ideas and topics. To simplify this task, use ClickUp AI’s intuitive features to create organized outlines.

This optimization refines your report’s structure, enhancing readability, overall quality, and impact.

4. Utilize ClickUp’s features for drafting

Leverage ClickUp Docs for a seamless writing experience beyond traditional document creation. Take advantage of the platform’s collaborative features like Assigned Comments for efficient teamwork.

Here’s how to utilize ClickUp Docs to expedite your workflow and enrich your work experience.

• Integration with workflows: Link Docs and tasks together for centralized access. Enhance workflows by adding widgets to update project statuses, assign tasks, and more—all within the document editor
• Tagging and task assignment: Simultaneously edit documents with your team in real time. Tag team members with comments, assign action items, and convert text into trackable tasks for seamless idea management
• Efficient document management: Quickly access document templates for immediate drafting. Save frequently used documents as templates for convenient access in the future
• Advanced document settings: Customize font type, size, height, page width, and more according to your preferences. Keep track of essential metrics, including character count, word count, and reading time for each page in your Doc
• Enhanced document customization: Customize your document’s appearance with an overview and headers. Ensure a structured and visually appealing layout for a more engaging reader experience

5. Leverage AI writing tools and start organizing with checklists

Unleash your creativity and conquer writer’s block with various advanced AI writing tools like ClickUp AI.  It provides a dynamic solution for brainstorming, generating content, and breaking creative barriers.

Utilize ClickUp’s Checklists to ensure a systematic approach to your tasks, covering all necessary points seamlessly. Stay on top of your progress and deadlines, enhancing your productivity and reducing the risk of overlooking crucial details.

Keep all your work organized by categorizing Docs within ClickUp, facilitating easy access and searchability. Ensure the security of your Docs with privacy and edit controls, allowing you to manage who can access and edit your documents.

6. Revise and edit

After completing your first draft, reviewing your report for clarity, coherence, and accuracy is crucial. Ensure your ideas flow seamlessly, maintaining a logical structure throughout the document. Utilize writing assistant software for valuable insights into your writing style. Whether refining grammar, improving sentence structure, or fine-tuning vocabulary, the best writing assistant software is a virtual guide. These advanced tools also suggest improvements, enhancing your report’s overall readability.

To enhance your editing process, leverage ClickUp’s advanced commenting features. Solicit feedback from colleagues directly within the document to promote constructive input.

Ensure there are no grammatical mistakes or typos. ClickUp’s collaborative features make it easy for multiple eyes to review.

7. Format professionally

Attention to formatting is pivotal for a polished and professional-looking report. Ensure consistency in font styles, headings, spacing, and alignment throughout the body of the report.

ClickUp’s versatile templates are an excellent starting point, offering pre-designed layouts that can significantly enhance your report’s visual appeal.

From case study templates and daily report templates to annual report templates , ClickUp offers a variety of templates for quick content creation.

Leveraging these templates streamlines the formatting process, providing a structured framework.

8. Finalize and distribute with confidence

Once you’ve confirmed that all the data in your report aligns with your standards, proceed to the finalization step. Double-check all components, including content, formatting, and accuracy.

Confirm that your report aligns with the initial purpose and effectively communicates your findings. Once satisfied, proceed to distribute your report to the intended audience.

Consider the most appropriate channels for dissemination, ensuring accessibility and relevance to the recipients. Whether through email, a shared platform, or a presentation, choose a method that aligns with your audience’s preferences.

Templates are a game-changer when it comes to report writing. They provide a structured starting point, saving you time and ensuring consistency.

With predefined structures, formats, and prompts, content writing templates help streamline your writing workflow. Whether a seasoned writer or tackling a new project, incorporating free content writing templates into your toolkit can significantly boost productivity.

Here are some ClickUp templates to leverage:

1. Report cover template

The Report Cover Template in ClickUp efficiently creates professional and visually appealing covers for various reports. It streamlines the design process and customization options, allowing users to:

• Create modern, stylish covers for reports
• Customize fonts and colors, and include logos or images
• Maintain consistency in branding across marketing reports

Steps to use the Report Cover Template involve setting the tone, selecting suitable designs, adding necessary details, finalizing, and printing. Collaboration, brainstorming, and progress tracking are facilitated within ClickUp’s workspace.

2. Report requirements template

The Report Requirements Template by ClickUp offers an efficient and organized approach to creating comprehensive reports. It streamlines the process by:

• Providing a consistent format for data collection, ensuring accuracy, completeness, and improved efficiency
• Offering structured elements like custom statuses, fields, views, and project management tools
• Guiding users through steps like defining the report’s purpose, establishing timelines, gathering resources, outlining content, and reviewing the final report

This template helps you:

• Clearly define report objectives and structure content
• Assign tasks, set timelines, and monitor progress
• Collect, organize, and analyze data for cohesive reports
• Facilitate collaboration among team members and ensure efficient communication throughout the report creation process

The Report Requirements Template facilitates project requirement documentation for business analysts. Integrating this template into your ClickUp Workspace helps maintain cohesion and clarity within teams, streamlining the process from report conceptualization to delivery.

3. Project reporting template

Project reporting is crucial for a project manager to gauge a project’s health and address critical areas needing attention. The Project Reporting Template comprehensively overviews high-level Key Performance Indicators (KPIs) and overall project performance.

It assists in monitoring essential project elements such as tasks, expenses, and pending action items. Click Up’s Project Reporting Template is a centralized tool for project managers, providing insights into the project’s progress and potential bottlenecks.

With a clear snapshot of crucial project metrics, managers make informed decisions and allocate resources effectively to ensure project success. Streamline your project reporting with this template, covering key project elements.

By incorporating these templates into your report-writing process, you save time. You benefit from a proven framework designed to enhance the clarity and organization of your report.

In today’s dynamic professional environment, proficient communication through reports is indispensable. Whether conveying research findings, business updates, or project progress, mastering the art of report writing can elevate your career. ClickUp AI features and Click Up Docs transform the writing process into an efficient, collaborative, and enjoyable journey. So, when you undertake your next report-writing venture, follow the steps, embrace the templates, and let ClickUp be your ally in crafting impactful reports.

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How to write a Project Report - Guide & Templates

Table of contents, what is a project outline, what is a project report.

A project report is a document created for a team or company that ensures a project stays on track. The project report should describe progress, milestones, and roadblocks.

Why is a project report important?

Project Reports are a core part of any project management process. There are a few key documents necessary for successful project progress, and a project report is undoubtedly one of them.

Alongside a project plan, a project report holds significant weight in justifying budgets, team members, tools, and other resources. In this article, we'll explore one of the two types of project reports any project manager needs to be able to write.Report number one is an ongoing project status report ; this report will be needed on more than one occasion throughout a project's life span and explores the overall progress of the project.

Report number two is a project completion report ; this report comes at the end of the project and wraps everything up.

We've also provided a project report template that you can adapt to your project and project report type that you need.

A Complete Guide to Project Reports

Why write a project report in the first place.

This report is so crucial in keeping key players up to date - we'll explore who exactly you need to be writing for in the next point. A project status report is needed to give a summary of a project , significant changes, and to keep a record of the project's progress.

A project status report adds milestones and target reminders to the process. Without the report, many project teams will struggle to keep up the momentum on long term projects.

Who prepares project reports?

A project status report is typically prepared by insiders who are involved in its day-to-day workings. Usually this is the project management team, a body of project managers and department executives with general or specific knowledge of the project.

Who is a project status report for?

A project report will need to be written for different people; each stakeholder will require different information that's important to them - remember this when putting together the progress of the project. It's not a one size fits all situation.

You may be dealing with sensitive information that could damage relationships or even severe them if put in front of the wrong eyes. At the same time, you could be releasing information that isn't relevant to certain people; in receiving an onslaught of information someone may miss the data or info that is specifically important for their eyes.

Different people that need to see an ongoing project status report:  

• Project Stakeholders need the status report to stay in the loop and aligned with other team members
• Project Team need to know the project's progress across all departments and divisions
• ‍ Project Sponsors use the project status report to provide necessary guidance and resources to the teams and managers
• Leadership uses project status reports to stay apprised of the project's progress
• ‍ Finance Team use the project status report to determine areas that need funding allocation and to avoid potential cost overruns
• ‍ Contractors can see the project's priorities and timelines and allocate time and resources accordingly
• ‍ Project Management uses the status report to produce project manager reports on their department's progress

When to write a project status report?

This largely depends on the timeline (or predicted timeline for that matter) outlined in your project manager reports . If your project is expected to run over a few years, it may be best to create quarterly project status reports. However, if your project is set to run around six months to a year, monthly is recommended.

For all of the help that project status reports provide, it's important to remember that they can be pretty time consuming to make. We've provided a sample project report in this article to make your job easier; however, it's still a process. This is why we recommend incorporating a project proposal template as well.

For all the time a project manager is putting into a status report, they're not putting the work into managing their team. Pick a regular period to deliver the report in and put it in the Gantt calendar. Be conscious of the time it consumes, and try to stick to the real-time delivery dates.

In doing this, you'll save a lot of time with unnecessary communication from different players. Questions like "What’s the status of XYZ?" "How's the budget looking for XYZ for the project?" can all wait for the regular report- leaving the team to focus on their job.

How to write a Project Report in 7 Steps

Step 1: define your objectives.

Clearly state the purpose of the report and explain why it is necessary. Defining your objectives and providing smart goal examples can help you stay focused while writing and keep those reading the report engaged and informed.

Step 2: Have Your Audience in Mind

When writing project reports, tailor the content and your tone of voice to the audience as much as possible. Use impactful graphics and important data to connect with the people who will be reading this report.

Step 3: Write the Outline

Before you start writing, first create a list of all the sections in your report. For more details, check "What to Include in a Project Status" below, or take a look at our status report templates .

Step 4: First Draft

After your outline and analysis, you can start a rough draft.  As the name suggests, it doesn't need to be perfect. If you are looking for a tool to help you put together project reports, try our document editor .

Step 5: Fine Tune Your Analysis

As time permits and new information comes in, fill in any data gaps or highlight any current or potential issues you find. Use the 'Findings' section to focus on the values, and make clear any limitations of the analysis.

Step 6: Recommend Next Steps

Once you have completed your data analysis, you will be able to propose actionable ideas towards the project's mutually desired outcome. The more solid your analysis and findings are, the more credible your project reports will be.

Step 7: Polish for Distribution

Before you send your report, proofread for grammar, spelling, and typos so that your final document looks as professional as possible. If you're sending the report in a group email, keep an eye on the file size.

What to include in a project status report?

Depending on who you're writing the report for, this will change. However, there are a few core elements to include for the project progress , despite who is reading the project report. ‍

Executive Summary

If you are wondering how to write a report about a project, start with an executive summary. Short overviews provide the reader with the essential takeaways from the report without having to read all the project details. Executive summaries are very helpful for those who need a quick glance at the project's general direction without wading through a lot of data.

Project Progress

In the project status report, the project's progress is tracked with real metrics. This provides an overview of the project's status and budget and also identifies potential risks and issues. This data-driven approach provides project management with feedback and enables them to make adjustments.

It's important to document all of the resources you had mapped out in your project plan . What do you have left still available? What have you used and found insufficient? Of what resources do you need more? This can include project management tools and physical resources like software or a PDF, but also human resources.

Timelines and targets

It's essential to give everyone an overview of your project timelines in these status reports, especially those that are outside of your project team and not using the project management software you're using.

At this point, be realistic with your timelines, not optimistic . Refer back to your Gantt calendar to help with this. Save your optimism for team meetings to spur your project team on in working more efficiently and hitting deadlines. In the reporting part, you need to be honest with your timelines and deliverables, both with the goals you have or have not hit and those you expect to be on time with or not.

Many players further down the line will be working on the information you provided in this section of the project reports, it therefore needs to be accurate so they can manage their workload and be available on the predicted date.

Notable changes

This can radically vary but needs to be anything notable that's happened and is no longer abiding by the initial project plan. If you're using editable report samples for projects rather than a PDF, you can go back and edit your project plan to accommodate changes.

However, it's not recommended. You can't guarantee that your team will continuously be referencing the initial project plan once they've got a clear scope of what they need to do for the entire project.

Funding & budgets

The project manager should use the time dedicated to a project status report to reflect his or her budget. Accounting skills are vital for a project manager's success, and being able to handle a large budget will come in handy when it comes to managing the overall funding of a project.

In this part of the report, give a clear overview of expenses, predicted expenses, and visually highlights where you were over or under budget in real-time. The team can learn from this, not only for future projects but even for next month's project management status report.

Team performance

Use goals and targets to quantitatively identify if the team is performing well. While doing this, it's essential to consider the hurdles they've had to jump along the way. Have they faced exceptional circumstances that were not planned? If so, how did they cope and react to these challenges?  

Risk management

This is the final part of the Project Status report and one of the most important skill sets for a successful project manager: Risk Management . A project manager needs to have a certain amount of hindsight at play in their everyday work and be able to give an executive summary of all risks.

In the project status report, give an overview of any predicted risks and try to display them tiered so that any reader has a clear overview of what the greatest risks are right through to very low-level risks, and what can be done to prevent them. Always have a Plan B and adapt it every time a project status report is created.

The risk management report is often best accompanied by a risk analysis meeting. Come out of your meeting with detailed meeting minutes and use your team's knowledge and perspective to give a comprehensive overview of all the risks at play.

Project Report Examples

There are several different types of project reports. Here are some project reporting examples of the most widely used types.

Project Status Report

A project status report is used to communicate the project’s progress and to ensure that all parties involved are kept in the loop. Project status report examples include updates to all stakeholders as the project progresses, amended project plans, and notifications of any issues or risks that have arisen.

Project Tracking Report

Project tracking reports provide real numbers, metrics, and other key indicators of the project's progress. Tracking project report examples include data concerning project status, tasks, team performance, completion rate and other metrics in a comprehensive report.

Project Performance Report

Project performance reports are a more specialized project status report. Examples include overviews of progress, resource allocation, and costs. Project performance reports help monitor the project's current direction and forecast its success. Using performance reports, the team can address issues that are holding the project back.

Project Health Report

Project health reports are an example of project management reports that help identify potential issues before they occur, saving the firm money, time, and resources. When project sponsors and supervisors are notified of risks, they can adjust strategy accordingly before problems manifest.

Project Summary Report

You are writing for busy people when you prepare a project management report. Examples of tasks completed and financials let them see important data quickly, then allocate their time to sections that directly concern them. A project summary report should highlight key milestones and point out upcoming tasks.

Project Time Tracking Report

Project time tracking reports can help project managers gauge their teams' efficiency and identify areas for improvement. For example, project reports can show which parts of the project are requiring more time to complete and reallocate resources from issues that are requiring less hours than expected.

‍ Best practices when writing a project report

Wondering how to write a report on a project effectively? Look no further, we've got you covered!There are a few things you need to remember when putting together a project report to help ensure it's efficient and supports the project's success.

Knowing how to write project reports successfully is largely dependent on honesty.

There is no use in hiding deliverables or viewing the truth through rose-tinted glasses. You're not creating a presentation to win someone over here; you're creating a factual report to make sure everyone has as clear an overview as possible.

Stay honest throughout your reporting, give accurate numbers (don't round up or down), and don't make excuses. Remain critical.

Give as much information as possible

This comes at your judgment, but the more relevant information, the better. A project manager will have a fantastic overview of a project and the current status. For that reason, they're the best person to put together a project status report.

However, a project manager shouldn't be afraid to let team members fill in parts of the report if they have a better overview of a particular task within the project. Assign different areas of the project report to different team members and then review everything before the report is submitted.

Write clearly

Clear and concise writing skills are so crucial in making sure your project report is understood. Don't view the project status report as something you just need to get done and delivered.

Review it, make sure there are no spelling mistakes or grammatical errors. You'll be surprised at what the power of a comma can, do. See? Make sure the read of your report is as smooth as your project management skills.

Celebrate success

For all of the faults, risks, and problems you report in your project status report, it's essential to document your successes. A project is a rollercoaster. There will be ups and downs and spirals and flips. Identify which of these are wins and celebrate them.

By celebrating success, you will lift the morale of the project team and remind the project manager of what has been achieved so far.

Write for aliens

A proper project manager report example will be accessible for a wide audience.You'll be writing a project plan for many people, many of whom will not have had direct exposure to your team, your company, or the task/s at hand. When we say write for aliens, we mean writing for someone who has no clue what's happening.

Even the simplest of abbreviations or presumptions can be interpreted as something entirely different by someone else. Leave no room for error or misunderstanding.

Don't be afraid to use visuals

Visual support is fantastic for getting your point across or displaying information more clearly in a project status report. Visual aids can break up the monotony of the report if there's a lot of copy, which will be a welcomed relief on the eyes of any reader.

They say a picture is worth a thousand words and for a good reason, if you're struggling to get your point across, then look for an example of it online. Use visuals as a supporting example of what you're saying.  

Automate processes where you can

Despite each project having its own landscape, you can surprise yourself with the amount that you can automate in your reporting process. Learn how to make the most of excel spreadsheets and tool integrations to see how you can backfill or auto-populate data into your project report.

It's these small time-saving hacks that will make your project report more efficient and better looking in the future.

A Project Report Template

Use this project report sample as a starting point for your project reports. Adapt it to your company and project needs and share it with the right people to ensure your project stays on track.

Clément Rog is working in our Marketing team from Lyon, France. He loves geography, playing legos with his son, and sharing convictions about marketing or design.

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What Is a Project Report?

Why are project reports important.

Read more: What is Project Management? Definition, Types & Examples

Examples of Project Reports

Tips for creating useful project reports.

• Pinpoint the purpose: Understand the purpose of the project report and what you are being asked to convey.
• Know the audience: Who are you creating the report for, and what they want to know about the project?
• Choose a report format: Choose whether it will be a presentation, a link to a file, or a printed document.
• Draft the report: Create a rough draft of what you are preparing and review it carefully. Make sure you are including all of the details you want to share with the team, and reach out to team leads to fill in any gaps before finalizing.
• Consider layout: Give the report a good structure and effective layout. Make it easy to spot the most important information first at a scan, and list other details as secondary.
• Highlight key content: If a report is more than a few pages in length, create a table of contents and subheadings for easy review. Readers should be able to quickly find key information.
• Proofread: Use simple and easy-to-read language that is free of grammatical, spelling, and punctuation errors.

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How to Write a Great Project Report

Project reports assist in monitoring current progress and comparing it to the original schedule.

A project report is a handy tool for project managers as it helps them stay focused on tasks and keeps team members on track to achieving a successful project outcome. It also provides status updates at each key step of the project, so that project stakeholders, the management, and other relevant personnel can follow the progression of the entire project until completion. 

Key components of project management reports include an executive summary, the project’s progress, potential risks and risk management steps, the project budget, and project timelines . It may also be necessary to include the project team’s performance, resources allocated to the project, and a conclusion. 

Here are the steps you should take to write a project report:

1. Determine the Project Report’s Purpose

Before you can write a project report, you need to determine its goals and objectives. Knowing these helps you set the path the entire report will follow.

To identify the report’s purpose and goals, first, figure out why you’re writing the project report and what it hopes to achieve. For instance, does the project report aim to describe something to your upper management team, or does it aim to persuade the project sponsor to take action on something? 

Here are some typical business report objectives:

• Selecting the best investment proposal
• Approval of project
• Risk identification
• Cost management
• Financial assistance
• Test business soundness
• Reevaluating project cost values and budgets
• Performance evaluation to keep the project on track
• Providing status updates to verify the project’s progress

How well you understand your objectives determines how clear and descriptive the report will be and how easy it will be for readers to quickly grasp your points. The report objectives help to provide context for the project and ensure you touch on the essential aspects of the project that are necessary to achieve your project goals.

2. Know Your Audience

Good knowledge of your audience—who you’re writing for—helps you better understand how to write a project report excellently. Knowing your audience helps you determine the communication style for your report. It also helps you understand the type of information to include, whether you should write using plain language or in industry jargon, and whether you should use graphics, among other things. 

For instance, when writing a technical report for team members in a software development project, you may feel comfortable using your industry’s terms. If the report will also be shared with clients who are not in the tech field, you may consider writing plainly, in lay terms. 

Note, though, that there are instances your project report audience is a mix of different categories of individuals. Check out the diagram below:

In a scenario where your audience consists of key stakeholders who don’t know the industry jargon and your team who is familiar with the technical language, ensure that you use a universal or widely recognized style of report writing. For instance, if you really need to include technical concepts since there’s no other way to describe a concept, include a definition of the concept.

3. Specify the Report Type and Format

Before you write a project report, check to see which type of report will be the most suitable for the report. Again, you want every part of your project report to be clearly understood. You won’t be able to achieve that if your report is the wrong type.

Ultimately, your report type will depend on your report objective. Here are some examples of project reports you can have depending on your project report goal:

• Annual reports
• Project status updates
• Project health reports
• Project summary reports
• Weekly status reports
• Project risk reports
• Time-tracking reports
• Technical reports
• Financial reports, etc.

So, if you have to provide an overview of the results of your recently-concluded marketing campaign to upper management, project summary reports might be your best bet. If you need to provide weekly updates on the status of the company’s website redesign, then weekly status reports will do.

Once you’ve determined your project report type, you can easily determine its format. You can access report templates, like the one below, online. They come pre-structured for your use, so all you need to do is follow the flow when drafting your report.

If your organization uses a tool for project management , you can also check if the platform has a project report template you can use.

Your company’s preferred project management software can give your team real-time access to the report. Creating a QR code for a PDF document, meanwhile, may be a good way to distribute the report to those who have no access to the software. All they need to do is take a picture of the QR code, click on the link, and they’ll have access to the document.

4. Write the Report

Even if you already know your project report flow thanks to your project report template, it can still be difficult to determine what to write in each report’s section. 

What you need to remember is that report sections will vary depending on the project report type. However, all reports have four primary parts:

Executive Summary

This is the leading part of the report, but it can only be put together when you’ve finished writing the entire report. 

It should briefly summarize what your report is about. It may include the following critical elements enumerated above.

Introduction

When putting your project report together, the introduction comes beneath the summary. In your introduction, you provide the context within which the report was written. Unlike the executive summary which usually already incorporates some report conclusions, your introduction doesn’t include any of those.

This part of the report should be written in non-technical language, again for clarity for every audience category.

Usually the lengthiest part of your project report, the body requires you to go into full, technical details, if necessary. To structure this section of the report, you must fully discuss the work and efforts exerted to complete the project up until the time of writing. It should contain your analysis, data, background info, and other relevant discussions.  

Here, you bring together all the elements of your report to a close. If there are any actions you want your audience to take after reading your report, this is a good place to state them.

Back up the content of your report with quality facts and data. Engaging and useful data helps readers believe your deductions and serves as evidence or proof that what you have said is true. They eliminate assumptions or guesses and help key stakeholders make informed decisions. 

In some cases, facts and data also help to measure the progress on the journey to achieving set project milestones. They highlight specific areas that require more attention, resources, organization, or research to ensure the success of the project.

Contrary to popular belief, data is not entirely the same as fact. Data is a recording of a fact or figure that is gathered for analysis or reference. A fact, on the other hand, is a piece of information that can be proven to be true by the use of evidence.

For documents like customer service reports that analyze a lot of numerical data, it’s best to present such data visually for the sake of clarity. 

You may present the numerical data in a pie graph or a bar chart , like in the customer service team report above, for instance. 

As you include visuals in your report, ensure that the key elements in the graphic representation are clear and readable. Individual elements of visuals should be distinct, regardless of the background color of the report document.

Lastly, it’s crucial to cite any sources you use in your report to make it credible and authoritative. 

5. Edit and Proofread

Like every piece of writing, there are bound to be errors and miscommunication in the report after the first draft. So, you must read and review your report a couple of times to ensure you spot and eliminate these. 

Break up long paragraphs of text with whitespace or visuals to improve readability. Correct spelling mistakes or grammatical issues. Also, make sure your language tone is consistent throughout the report.

You can ask a colleague to help you review the report for errors or employ editing services if you want a professional alternative. You can also use a grammar or spell-checker tool to help you identify mistakes.

Editing and proofreading the report are critical to ensuring you come up with a final document that achieves its purpose. So, don’t skip this critical step.

Final Thoughts

As a project manager , you will have to learn how to draft project reports for your team members, the management, and relevant project stakeholders. 

The good news is, writing a project report isn’t as hard as it sounds. 

Begin by gaining a good understanding of the purpose of the report. Then determine the audience you’re writing for and the type of report you want to write. Write the content of your report under the four main report elements. Incorporate facts and data to solidify your report. Lastly, edit and review your work for any errors you may have missed. 

Follow these tips and you’ll create an excellent project report that achieves its purpose. Good luck!

About the Author: James Westfield is the Marketing Manager for Writer , an AI writing platform designed for teams. He has over 10 years of experience in the industry. When James isn’t in the office, you can find him on the golf course.

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How to prepare a project management report

A project management report is an essential project management tool.

It provides a summary overview of the project’s status that you can share with stakeholders, clients and team members. Ideally, the project report is just a page or two long. And it ensures everyone can quickly assess what’s on schedule, and what’s lagging behind or is overdue.

Good communication, management, and organization are central to effective  project management . Regular project management reports help to ensure your project stays on track. And you can also use project reports to manage risk, as well as monitor budgets, and timelines.

Furthermore, the project report can double up as a record-keeping tool for past decisions and actions.

The frequency of your project management report depends on the project’s size and complexity. Monthly reporting is a minimum requirement for most projects, and many produce weekly status reports.

It’s also good practice to produce project management reports throughout the entire lifecycle of the project.

What information needs to be included in a project management report?

The report’s purpose is to update all  project stakeholders  on progress and identify any major issues that might have arisen..

The detail may vary from project to project, but all project management reports should include the following information:

Project milestones

Latest project update

Current project health

The aim is to provide a high-level snapshot of where things are at. Project stakeholders want to be able to see at a glance the project’s status. Make sure your project report clearly identifies the following:

An assessment of the project’s progress against the project plan: Is the project ahead or behind schedule?

A rundown on tasks completed and what’s next in the pipeline: Is overall completion of tasks on track?

A summary of actual costs against budget: Is the budget over or underspent?

An overview of project risks and any issues identified: Has the project’s risk profile changed requiring action?

Plus, any action points or to-do items that need attention.

Tips on how to write a project management report

Keep it short and simple.  Project stakeholders don’t want to get bogged down in too much detail. The report should provide an accessible overview of the project’s status. A weekly 20-page document will simply go unread.

Be concise, and avoid technical jargon.  Not all stakeholders will be familiar with the project’s acronyms or technical terms. Make it an easy read for everyone by using everyday language.

Make it visual.  Charts, graphs, and diagrams will bring the data to life, making it much more accessible. In Teamwork.com, project management reports are color-coded to show the status of whether it’s completed, active or late. This makes it easier for project stakeholders to see at a glance where things are at.

Be honest about progress.  If the project is behind schedule or is over budget, it’s best to be upfront. After all, the sooner a problem is identified, then the sooner it can be resolved and the project can move forward.

Highlight any action points.  Make it easy for project stakeholders. If a client, team member or stakeholder needs to do something, then clearly identify what’s required, by who and when.

Project Management Reporting: Conclusion

A well-prepared project management report is an excellent tool for keeping everyone updated. Plus, it will help you to effectively manage the project and keep it on track.

For more information and advice on project management, check out our  project management workbook .

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Project Reporting: In-Depth Guide to Project Reports

Project reports and reporting are a fundamental part of project management and a project’s success. Documents such as the project summary report serve as practical tools that provide a detailed account of the project’s progress, challenges, and strategies.

Documenting every aspect of a project includes following certain steps and making sure that information is available to managers, stakeholders, and team members.

Whether you’re a seasoned project manager wanting to refine your own project management skills and create better project reports or want to create a project report for the first time, this article will guide you through the entire reporting process.

Want to create comprehensive project reports with just a few clicks?

Choose a simple, fast and secure time tracking solution that ensures timely timesheets, keeps your project budgets in check and automatically calculates billable hours.

What is project reporting?

Project reporting is the process of collecting, analyzing, and disseminating information about a project’s progress and project team performance.

This kind of reporting involves gathering project data like key metrics and insights related to various aspects of the project, including timelines, project budget , resources, the status of operations, risks, and project milestones .

Project reporting exists to keep stakeholders and team members informed about the project’s development, being an essential tool when making decisions regarding any related situation.

The bottom line is that effective project reporting provides transparency on every action for everyone involved. Project reporting serves as a communication tool, fostering collaboration and accountability among team members and stakeholders . 

What is a project report?

A project report is a detailed document that provides a detailed overview of a project’s planning, execution, and outcomes.

It serves as a formal record, communicating essential information about the project’s progress, performance, and status to the various project stakeholders involved. This document plays a crucial role in fostering communication, transparency, and accountability within a project, assisting decision-makers when making decisions.

Typically, project management reports include these key points:

• The current status of the project and the project’s current direction
• Information about the timeline and project schedule
• Details about the project budget and resources used and/or needed
• Cost-benefit analysis report
• An outline of the upcoming tasks, realistic project objectives, and key milestones
• Strategies to address challenges, ensuring stakeholders clearly understand the project’s trajectory.

It’s important to also include an assessment of potential risks and challenges , and the solutions that may be the appropriate response if those ever arise.

It must also include the list of the pre-determined key performance indicators (KPIs) , measures that assess the project’s performance against predefined project goals and objectives.

Who prepares a project report?

Usually, the project report is the responsibility of the project manager , unless another member of the team is designated to do it. It’s important to add that the responsibility for creating the project report may vary depending on the size and structure of the organization , as well as the nature of the project.

The project manager is usually the most well-acquainted team member with the project’s details, progress, and challenges, making them the best person to provide a complete and detailed project overview report .

In larger organizations, there might be dedicated project coordinators, analysts, or reporting specialists who collaborate with the project manager to gather relevant information and create the report.

Benefits of a project report in project management

A project report is a vital part of a project management operation not only for its purpose as a reference document but also as a communication tool.

Beyond being a formality, a well-crafted project report is essential in communicating information to stakeholders, guiding decision-making, and ensuring transparency throughout the project lifecycle .

Let’s explore the benefits of building a project report.

1. Improving communication and transparency

It serves as a communication bridge, offering stakeholders, team members, and decision-makers a clear and transparent view of the project’s status, progress, successes, and challenges.

2. Informing decision-making

Because it provides detailed insights into various aspects of the project, the project report empowers decision-makers to make informed choices. It facilitates the identification of potential issues and allows for timely adjustments to keep the project on track.

• Read also: Why quick decision-making is so important?

3. Informing resource allocation

Project reports include information on budget use, resource allocation , and financial aspects, among others. This data enables organizations to optimize resource allocation for current and future projects.

4. Enabling risk management

The identification and assessment of risks are integral components of a project report. This information helps teams develop strategies to mitigate risks, enhancing overall project resilience.

5. Evaluating performance

Having key performance indicators (KPIs) and progress updates in a project report enables stakeholders to evaluate the project’s performance against predefined benchmarks, ensuring alignment with organizational objectives.

6. Engaging stakeholders

A well-prepared project report keeps stakeholders informed about the project’s purpose, goals, and accomplishments. This involvement fosters a sense of collaboration and accountability.

7. Documentation purposes

Project reports serve as crucial documentation for auditing purposes and compliance with organizational standards, industry regulations, or contractual obligations. It also creates a historical record of the project, providing a reference point for future projects.

8. Evaluating the project

When the project is complete, the report serves as a comprehensive record for evaluating the project’s overall success, documenting lessons learned, and facilitating the closure process.

9. Continuous improvement

Through the analysis of past projects documented in reports, organizations can get valuable insights and use this information for continuous improvement. Lessons learned from one project can inform the approach to future initiatives.

12 Common project report types

Various types of project reports cater to different needs and objectives throughout the project lifecycle. There is often a need for more than one effective project report, and it’s essential to understand the different types of reports and when to use them.

Understanding the nuances of these project report types allows project managers and teams to tailor their communication to specific needs and issues.

1. Progress report (aka project status report)

This type of report provides an overview of the project’s status, highlighting completed tasks, milestones achieved, and work in progress. It keeps stakeholders informed about the project’s development.

For basic progress reporting, use the task tracker template .

2. Risk report

This one focuses on identifying, assessing, and managing potential risks associated with the project. It also helps to outline strategies to manage projects, mitigate risks, and ensure proactive risk management.

• Read also: How to create a project risk management plan

3. Financial report

Another type of project management report is a financial report. It documents the details of the project’s financial aspects, including budget allocation, expenses, resource utilization, etc. It helps in tracking financial health and adherence to budget requirements.

• TIP: Read our guide about cost tracking in project management
• Check out: Markup Calculator and Margin Calculator

4. Quality assurance report

It focuses on the quality of project deliverables, processes, and outcomes. It outlines measures taken to secure the overall quality of the project.

5. Status report

The project status report provides a concise summary of the project’s current state, including accomplishments, challenges, and upcoming milestones.

Project status reports are also known as project health reports.

6. Milestone report

This type of project completion report highlights the specific milestones achieved during the project, indicating progress and how the project timeline is being handled.

7. Issues log

The issues log document issues or challenges encountered during the project. It includes details about the nature of the issue, its impact, and proposed or implemented solutions.

8. Implementation report or project summary report

Created after the completion of the project, this report evaluates all project data, including the project plan, results, outcomes, what was learned during the project, and its overall project success. It provides insights for future projects.

9. Resource allocation report

The resource reports summarize the distribution of resources, including staff, equipment, materials, and budget. It helps optimize resource utilization when managing projects and ensures that resources meet the project requirements.

10. Communication plan

Those are project reports that outline the communication strategy and explain how information is shared among team members, stakeholders, and other relevant parties.

11. Forecast report

Forecast project reports created by project managers include projections for future project activities and potential challenges, supporting planning and decision-making for the upcoming phases of the project.

12. Closure report

This type of report summarizes the project’s overall performance, achievements, and challenges, and it should also include recommendations for future work. 

How to write a project report

Making sure that effective project reporting is in place is incredibly helpful for the project’s lifecycle. By structuring the report for maximum impact, each step plays a crucial role in delivering clear and useful information to stakeholders.

To create effective project reports, follow these tips:

Define the main goal of the project report

Consider what information you want to convey, whether you need to address project risks, and who the intended audience is.

Research your audience well

Tailor your language and wording based on your audience. Before building and sending a report, understand who will receive it and adjust your communication style accordingly.

Choose the type or types of report you’ll be using

Evaluate the team’s needs, the stakeholders’ expectations, and the project type to determine the most suitable report type. Align it with the project itself.

Use templates

Templates can save you precious time. Find or create templates tailored to the specific focus of your report to expedite the formatting process and provide a standardized structure for conveying the same data more effectively.

• TIP: Save time by downloading these time management templates that you can use for reporting.

Make sure you’re including all the relevant information

A comprehensive report should include the most important details from your project, focusing on the most recent and critical information. Keep the report concise by including essential elements such as original deadlines, project tasks completed, potential issues, and individual team member responsibilities.

Keep the information well-organized

The report needs to be fairly easy to consult for clarity and impact. Prioritize information based on importance, arranging it in a logical order.

Choose the report format

Choosing the right report format is crucial as it ensures that the information is presented in a clear, accessible, and engaging manner.

This usually means using familiar formats like PowerPoint slides, PDFs, interactive dashboards, or Word docs to fit what different project stakeholders prefer.

Use a structure

A well-defined structure typically includes an executive summary, an introduction, a body of information presenting essential information (issues, team needs, project analysis, etc), and a conclusion.

Revise it and proofread it thoroughly

Do meticulously proofread for spelling errors, formatting issues, and accuracy in calculations and numbers . Ask for input from team members to catch any errors you might have missed. Another pair of eyes can be a big help.

Depending on the project needs or the company’s policy itself, it’s advised to maintain a regular reporting routine to provide project stakeholders with a consistent view of the project’s progress.

Create automated project reports with Timeular

As we’ve been explaining through this article, accurate project reporting is essential for successful project management. The key element of your project reports are time reports .

This is where a time reporting system like Timeular comes in , providing automated time tracking.

They not only enhance the accuracy and efficiency of your project reports but also offer comprehensive insights. They help in minimizing errors in tracking work hours and project progress, making the reporting process more streamlined and reliable.

Effortless, smart, and secure project time tracking

Timeular is a user-friendly and secure app that helps you create time reports with just a few clicks:

• Create detailed project reports
• Manage project expenses and project budgets
• Generate availability reports and reports on resource allocation
• Monitor the time dedicated to specific tasks
• Evaluate the productivity of your project team

Its simplicity and smart features make time tracking an integral and effortless part of your project management routine.

Choose your favorite time tracking method

In Timeular, you can pick the time tracking method that best adapts to your workstyle: use a physical time Tracker , automatic time tracking , or keyboard shortcuts , all ensuring a smooth and fast tracking experience.

Effects? Time tracking takes less than 1 minute a day!

Don’t chase timesheets ever again

All team members track work time, time off, and overtime in a single place. Thanks to effortless time capturing , which can be either automated or enhanced by smart time tracking methods and automated tracking reminders , you make sure that timesheets are always complete and ready whenever you need to write a project report.

Track billable hours automatically

As a project manager, you can effortlessly tag tasks as billable or non-billable, allowing for simple tracking of time invested in various projects and clients. By assigning hourly rates to specific tasks or team members, the system automatically computes costs.

This feature is instrumental in checking up project’s health and creating an insightful project management report. Monitoring project expenses, guaranteeing precise client billing , and offering valuable information regarding your team’s productivity additionally improves your project management skills .

• Discover the benefits of the Timeular billable hours tracker for more details.

You can finally keep project budgets in check

Timeular’s data is particularly valuable for creating precise status reports regarding project budgets. Keep your budgets in check by setting the planned hours for each project and hourly rates for each task or team member.

We will let you know when you are approaching certain limits to keep you away from overspending and overservicing your clients.

Smoothly integrate with your project management tools

You can easily track the time of all the tasks monitored in your project management software thanks to integrations provided by Timeular and Zapier. You can build your own integrations, too, using API.

• Salesforce time tracking
• ClickUp time tracking
• Jira time tracking
• HubSpot time tracking
• Trello time tracking

Project reporting is an integral aspect of project management , a compass that guides projects from inception to completion. Hopefully, this article serves as a guide that has proven the significance of project reports, their types, and the critical role they play in effective communication, decision-making, and accountability.

From understanding the basics of project reporting to exploring various report types , including progress reports, risk reports, and financial reports, this guide can help project managers and teams with the knowledge to tailor their reporting to the project’s specific needs.

As we also explored, the benefits of project reporting are vast , from improving communication and transparency to informing decision-making, optimizing resource allocation, and enabling risk management.

Project reports not only document project details but also contribute to continuous improvement and serve as historical records for future initiatives.

You might be interested in:

• Project management tracking
• What is project monitoring?
• How to measure project profitability
• Timekeeping policy
• What is the first step in project cost management?
• How to sell consulting services

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Project Management Report: Examples and Writing Tips

• 1.  Project Management Basics
• 2.  Project Management Methodologies
• 3.  Project Management Life Cycle
• 4.  Best Project Management Software
• 5.  Team Collaboration Tips
• 6.  Agile Methodology Basics
• 7.  Agile Project Management Tools & Techniques
• 8.  Project Management Frameworks
• 9.  Resources
• 10.  Glossary
• Advanced Terminology
• Methodologies
• PM Software Features
• Basic Terminology
• Professional Development
• Agile Project Management
• Project Management Guide

How to Write a Project Management Report

A project management report is a summary overview of the current status of a project. It is a formal record of the state of a project at a given time. The exact form and details may vary depending on your company and project management office requirements. Many businesses have their own project management report templates their project managers adhere to.

Depending on the size and complexity of your projects, a project management report may be required weekly or monthly. It is provided to all project stakeholders to help keep them up to date with the progress of the project and any pressing challenges it may be facing. 

Project management reports are useful for all sorts of different types of projects across a variety of industries. For example:

• A marketing project manager could provide a regular project status report to the entire organization so they can keep tabs on how the company rebrand is progressing
• A software development team might use resource reports to effectively plan a sprint and ensure they have the resources they need
• An executive might present a project risk report to the company’s board of directors to get guidance and help navigating potential issues and roadblocks
• A project manager could use a project performance report to monitor the project budget, schedule, and success metrics, and share that crucial information with leaders
• A leadership team could use a time tracking report to understand how the team’s time is being used and how the team could become more efficient

That’s only the beginning. There are numerous types of project management reports that can be used for an assortment of project goals and scenarios. 

Most project management reports are single-pagers but may have appendices or links to more information for stakeholders who wish to delve into the details. However, project reporting can be much more in-depth in some companies and circumstances.

But regardless of the specific report, the point remains the same: Project management reports are intended to provide a clearer understanding of a project — whether it’s only getting started, in progress, or just wrapped up. 

Project management reports are as unique as projects themselves.  

Whether you’re creating a one-page report or a comprehensive one, Wrike is the must-have tool for project planning, monitoring, and reporting.  

What is included in a project management report?

As you figure out how to prepare a project report, you’re bound to have one big question: What should you include?

The information you include in your project management report will largely depend on the type of project, the scope of the project, your organizational processes, as well as your goal in generating a project report in the first place. 

Understanding and appropriately allocating project resources will likely require more detail and a far more comprehensive report than providing a straightforward status update. And in general, more complex projects typically require more complex project reports. 

With that said, there are some standard elements that apply to project reports across nearly every industry, organization, and type of project. Whether you need them all or only a few, here are some key characteristics to consider when creating your own project report. 

Identifying project information

Think of this as the “basics” of your project. While it might seem like overkill to include it in every single project report you create, doing so (ideally, near the top of your report) gives people the necessary context they need about the project before reviewing the report.

You’re essentially laying the groundwork for them, which is especially important for people who might not be privy to every single report or who only need to be kept updated at a high level. They aren’t as close to the project, so they likely require regular refreshers.

• Project name: Give your project a name to quickly and easily identify it. Resist the urge to get too creative — instead, name your project something instantly recognizable and intuitive (for example, “CompanyXYZ Website Revamp”).
• Project number (if it has one): If your company uses project numbers or any other identifying code, include that on each report as well.
• Name of project manager: If and when people have questions after reviewing the report, this means they can quickly understand their best point of contact for more information. 
• Project sponsor(s): Your project sponsor is the person (or people) at the senior leadership level that’s providing resources and overall support for the project. For many people, it’s easy to confuse this person with the project manager. So, listing the sponsor on each report provides clarity about those roles.
• Start date of the project: Timing matters for projects. Including the project’s start date at the top of the report helps people instantly glean how long the project has been progressing and how much time has already been invested. 
• Expected end date: Projects don’t stretch into eternity (at least, they shouldn’t). Including the project’s anticipated end date with the start date means people can understand the overall timeframe of the project.
• Customer name and information: If you work in professional services or any industry where you’re doing work for customers, the customer’s name and other identifying details should be included on the project report. That helps ensure accuracy in reporting and also makes file management a little easier. 
• Date the project report is released: Particularly for long projects, you could generate many reports throughout the process — maybe even dozens of them. Dating each project report means you can maintain a paper trail and ensure those reports are easy to refer back to and make sense of in the future. 

Key metrics of project success

Exactly what metrics you report on will depend on the intention of your overall report. For example, a project risk report will dedicate much more space and detail to potential threats to the project while a project status report will focus far more on the tasks that have been completed and what’s still left to do. 

It’s important to include some project success metrics in each report you generate. Much like the basic identifying project information, it’s helpful context for any team members or stakeholders who review the report. Think of it almost like the project’s highlight reel. It’s a quick rundown of project performance that should be included at the beginning of your report (after the identifying information) or at the very end, depending on your report formatting. 

• Schedule progress against plan: Is the project ahead of or behind schedule? How far ahead or how far behind? This helps people understand a more realistic timeline as well as how much time is left for the project.
• Current cost versus budget: Is the project under budget or over? How much over or under? It can also be helpful to include a few notes or bullet points about how the budget or project plan will be adjusted or managed moving forward, particularly if you’ve already experienced severe overages.
• Current scope compared to plan: Has the project scope changed since the project began? If so, how? Understanding how the scope evolves throughout the project will make it easier for everyone to manage resources and expectations.
• Planned versus actual resourcing: Are any resources missing or overallocated? How will you secure or reallocate resources moving forward?
• Overview of risks: Are there any high risks that need to be managed?
• Current quality findings: Has quality testing been done? Were there any issues?

Additional information to include

• Project change management : This is usually an update of any pending and approved change requests for the project.
• Actions taken: This provides a high-level summary of key actions taken and decisions made since the last project report. It can also include accomplishments, such as milestones recently met.
• Decisions required: If there is a crucial decision that needs to be made, this is the right place to share it, whose decision it is, and when it’s due. An example could be sponsor approval for the project management plan .
• Upcoming milestones: Deliverables due soon and milestones approaching are communicated here.
• Task lists : This is a list of all the tasks to be completed to deliver the project successfully. Task lists should have the start and end dates of the included tasks.

Types of project management reports

Below is a list of the most important project management reports you may need to track and report on your project status.

Time tracking reports

Time tracking reports show what projects your team members are spending time on. This helps you improve project management and communicate adequately with stakeholders about a project ’ s progress. Time tracking reports provide useful data to improve scheduling and resource management and boost revenue, especially in professional services agencies and companies.

Project status reports

Project status reports communicate how a project is progressing within a specific period. This helps to keep stakeholders updated on the project ’ s progress and any emerging issues with cost, scope, schedules, or risks. You can easily compare a project status report to the project baseline or project plan to assess how well it is doing. Project status reports typically include the work that ’ s been completed, a summary of the project’s costs and schedule, a plan for what is to follow, and any issues and risks.

Project health reports

Project health reports provide a snapshot of the status of a project. This helps to share how well or poorly a project is doing. Project health reports show what ’ s been done, what ’ s on schedule, and what ’ s overdue. They make it easy to communicate to team members and stakeholders about the overall health of a project. A project health report makes it obvious if you ’ ve stayed on track or deviated far from the project plan. It brings to the forefront the most important tasks to tackle to get a project back on the intended path. Different teams and companies may have unique ways of organizing their own project health reports.

Project risk reports

Project risk reports identify and categorize risks in a project based on their severity and likelihood of happening. This helps prioritize issues and eliminate harmful risks before they cause irreparable damage or project failure. Project risk reports communicate problems to stakeholders so they can take action. The goal of project risk reports is to catch and identify project risks before they occur.

Variance reports

Variance reports show how a project has deviated from the project plan or baseline. This helps compare how a project is doing with the project plan and reduce any chances of project failure. With a variance report, project teams can monitor actual and planned performances and ensure they are on track with the project scope, costs, and schedules. This helps mitigate risks and implement change management procedures where necessary. Variance reports also aid in planning for future projects.

Resource reports

Resource reports are helpful for managing available resources and planning a successful project. You can use them to adjust workloads and make decisions to make the project workflow more efficient and effective. Resource reports take costs, schedule, and scope of work remaining into consideration to make the best resourcing decisions for the project and team. It’s easy to see how much team members have on their plate and redistribute work to achieve the desired results and complete the project.

How often should you report on projects as a manager?

There’s no set cadence for your project reports. However, when determining how often you should send a project report to the team or other stakeholders, here are a few important elements to think through: 

• How long is the project’s timeline? For a project that spans many months, reporting daily would be overkill. But for a project that only spans a week or two, a quick daily report could be warranted. The duration of your overall project is one of your most important considerations when figuring out how often to create and share project reports. 
• What are client or stakeholder expectations? Are you creating deliverables for clients that expect frequent communication? Or have stakeholders expressed that they’d like regular weekly updates? Keep in mind that being a project manager is ultimately a service position, so you’ll need to consider other people’s needs, expectations, and preferences in terms of reporting cadence.
• How much has the project changed? Whether the project scope has ballooned, broader organizational goals have shifted substantially, or the team recently achieved a significant project milestone, major and consequential changes to the project almost always warrant a report and an update to stakeholders — even if it’s not your “regularly scheduled” time to send one. 

If you still feel unsure about how often to report on projects, have a conversation with the project team and any relevant stakeholders to get their insights on a cadence that would keep them informed without making them feel overwhelmed.

Tips for effective project reporting

When writing a project management report, it is essential to keep the following in mind:

• Be concise and share results and outcomes: Don't focus on details your stakeholders don't need to know. Try to use bullet points, not paragraphs. If you create a 10-page document every week, no one is likely to read it. Plus, you won't have time to manage the actual project.
• Understand your audience: Make sure the project report is not too technical and avoid jargon. Otherwise, your stakeholders won't be able to understand it.
• Provide context: Don't just say a deliverable will be two weeks late. Share how it will impact the rest of the project and what actions are being taken to resolve it. Stakeholders need to know how significant the problem truly is.
• Be clear about any asks: If you require your stakeholders to do something, make sure you explicitly mention who is responsible, what they are responsible for, and when it needs to be done.
• Make it visual: Use project management software that offers project management report templates . This allows stakeholders to quickly identify which projects are struggling and what areas they are struggling with before reading further into the project report. Executives may receive dozens of project management reports (or more) every week, so making your project reports easy to read is crucial.

Project management report example

How can Wrike help you with project management reports? 

Learning how to write a management report for your projects might seem daunting, but using the right software can make all the difference in the reporting process — whether you’re reporting on a small project or are tasked with enterprise project management . 

Wrike has all of the features you need to make every type of project a success, including reports . These reports are completely customizable and make it easy to gather all of the data you need from your tasks and projects and generate a helpful summary that you, your team, and all of your stakeholders can easily understand.

No more combing through spreadsheets or scrolling through endless email threads to find and compile the information you need. Wrike will gather your project-related information right from the source and save you all of the mundane and tedious work that’s usually synonymous with reporting. 

And if you’re tired of reports being lost, misfiled, or even hitting the recycling bin after a cursory glance, Wrike makes storage and management of your reports easy too. You can access and view all reports created by or shared with you by simply clicking “Reports.” It’s painless to find the information you need and you also have the peace of mind that you can always refer back to those reports in the future. 

Ready to jump in with project reporting that’s more helpful and less of a hassle? Get started with a two-week free trial of Wrike today and see how simple project management reports can be.

Further reading

7 Stakeholders to Consult Before Starting a New Project

Stop Projects From Derailing With Wrike’s New Report Templates

What It Means to Be a Digital Project Manager

How Successful Teams Use Project Management Software

Basic Project Management

• Project Charter
• Project Management Stakeholders
• What is a Project?
• Work Breakdown Structure
• Project Objectives
• Project Baseline
• Project Management Scheduling
• Project Management Work Packages
• Project Management Scope
• Scope Creep

Advanced Project Management

• What is PERT?
• Network Diagram
• Risk Management
• Cost Estimation
• Feasibility Study
• Monte Carlo Analysis
• Project Integration
• Cost Management
• PMI Project Management
• What To Do With Certification
• Certification
• Become Certified
• PMP Certification
• Best Certification

Software Features

• Critical Success Factors
• Capacity Planning
• User Role Access Permissions
• Time Tracking
• Budget Tracking
• Request Forms
• Work Assignments
• Version Control
• Dependency Managements
• Project management Milestones
• Project Management Software
• Project Management Tools
• Project Management System
• Gantt Charts

Table of Contents

What is a project report, 5 steps to create a project report from scratch, 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, how to create a project report: objectives, components, and more.

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. 

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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

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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.

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How to Write a Work Report

Last Updated: January 15, 2024 Fact Checked

This article was co-authored by Madison Boehm and by wikiHow staff writer, Danielle Blinka, MA, MPA . Madison Boehm is a Business Advisor and the Co-Founder of Jaxson Maximus, a men’s salon and custom clothiers based in southern Florida. She specializes in business development, operations, and finance. Additionally, she has experience in the salon, clothing, and retail sectors. Madison holds a BBA in Entrepreneurship and Marketing from The University of Houston. There are 9 references cited in this article, which can be found at the bottom of the page. This article has been fact-checked, ensuring the accuracy of any cited facts and confirming the authority of its sources. This article has been viewed 182,220 times.

Writing a work report might feel overwhelming, but it might be easier than you think. Work reports are typically used to explain your progress on a work project or provide your conclusions and recommendations regarding a workplace issue. To easily write an effective work report, start by considering your purpose, audience, research, and message. Then, draft your report using a typical format for business reports. Finally, you can revise the report to make it effective.

Planning a Work Report

• For example, your purpose may be to analyze a business issue, explain the results of a project you worked on, or provide your supervisor with an overview of your work progress. [2] X Research source

• Who all will read your report? Include anyone who might reasonably use the report in your audience.
• If you’re writing for different types of readers, include all necessary information for your least informed reader to understand. However, use headings for each section so that informed readers can skip information that is redundant for them. [4] X Research source You might also include sections for each audience to address their concerns.

• Financial information
• Statistical information
• Questionnaires
• Interviews with experts, coworkers, clients, etc.

• Has the project scope changed?
• What tasks have you done since the last progress report?
• What tasks are you going to do next?
• Are you on track to complete the project on time? If not, why?
• What obstacles have you encountered, and how will you overcome them?
• Did you learn any lessons this month?

• In most cases, you’ll start your report by explaining your results, conclusions, or recommendations. Then, explain how you got to this point and your reasoning, if applicable.
• If you are about to make a controversial conclusion or recommendation, explain your process and reasoning first so your audience will be able to understand why you arrived at this idea.

Drafting a Work Report

• In some cases, you might also include a cover letter to explain why you wrote the report, what it includes, and what you think needs to be done next. This is more common for reports that have taken a long time to prepare or require an additional explanation before the reader looks at the report itself.
• For a progress report, list your name, project name, date, and reporting period on a title page. Put each item on a separate line. You can label each line with “name,” “project name,” “date,” and “reporting period,” or you can just list the information. [8] X Research source
• Ask your boss if there are specific recommendations for formatting your work report. They’re your best resource for preparing your report.

• You don’t need to summarize the entire report. Just focus on the most important ideas in the report, such as the key recommendations or conclusions you’re presenting.
• If you’re writing a progress report, you can skip this section.

• Use titles and headers for each section so your report is easy to read.
• If you’re writing a progress report, you usually don’t need to include a table of contents, unless your boss prefers that you do. However, include titles and headers for each section to make it easier to navigate your report.

• Your introduction doesn’t need to be long. Be direct and specific so that your reader will understand the context and purpose without a lengthy explanation.
• Write 2-4 paragraphs for your introduction.
• For a progress report, your introduction should only be 1-2 paragraphs long. It should summarize your project and what you hope to accomplish. You might also preview the work you’ve completed and what you plan to do next.

• In most cases, this section will include an introductory paragraph and a list of the conclusions you reached.
• Here’s what a conclusion might look like: “1. Our population is aging, leading to more health risks among our clientele.”
• If you’re writing a progress report, you won’t have any results or conclusions to present. Instead, list your accomplishments or completed tasks in the section after your introduction. You might also provide a short 2-4 sentence paragraph in this section. However, a list is usually sufficient. You might list “Raised $200 to pay for festival tent,” “Contracted with Your Party Plan to manage festival planning,” and “Surveyed 1500 residents to gather public input.” [12] X Research source

• For example, you might write, “1. Train all employees to perform CPR.”
• If you’re writing a progress report, you’ll instead list the next tasks or goals that you plan to accomplish in your upcoming work period. For example, you might list “Find vendors for the festival,” “Approve festival designs,” and “Order promotional posters.” [13] X Research source

• This includes a lengthier discussion of your research and evaluations.
• This section should be the longest in your report.
• If you’re writing a progress report, you can skip this section. In its place, include a section on the obstacles you faced while working on the project, as well as how you overcame them. [14] X Research source You might write, “Many residents didn’t return the survey because it didn’t include prepaid postage. Moving forward, we’ll include postage on our surveys or give residents the option of doing their survey digitally.”

• Unless otherwise instructed, use APA formatting for business reports.
• You can skip this section if you’re preparing a progress report.

• For example, you might have “Appendix A,” “Appendix B,” and “Appendix C.”
• If you’re writing a progress report, you don’t need to include this section.

• You might write, “The arts festival planning project is on track for completion on schedule. We’ve completed 90% of our pre-planning activities and are now shifting attention to purchasing materials. The project has no outstanding obstacles, but we will address any that arise in the future.”

Making Your Report Effective

• Your headings might include: Introduction, Completed Tasks, Goals for Next Quarter, Obstacles and Solutions, and Conclusion.
• Tailor your headings to fit the information in your report.
• For a progress report, your audience will likely be your supervisor, team, or clients. [16] X Research source

• You would write, "Revenues are up 50% for the fourth quarter," rather than, "Revenues sky-rocketed by 50% to generate stellar fourth quarter earnings."

• Keep in mind that some work reports may be long, as they may cover a lot of information. However, your writing should still be concise.
• It's okay to write, "Sales increased over the last quarter after the sales staff implemented cold calling," rather than, "We saw an exponential increase in revenues over the past selling quarter as our talented, dedicated sales people began cold calling potential clients to ask them to purchase more products."
• First, give an overall summary of the business. It should not be long. You have to grab the reader's attention right away. Or else no one will read a 100-page document. [19] X Research source
• Then give an overall snapshot of where you are at financially, where you are in terms of the business and the team. [20] X Research source
• After that, go into your past report and show that you have been making revenue in the current year. Then mention that you will try to take the business in a particular direction based on the trends.

• Rather than writing, "Disengaged staff members are low in morale, making the office feel like a soulless machine," you could write, "Staff members whose productivity numbers rated lower than others reported feeling disengaged."

• Keep your language professional throughout your report.

• If you can, have someone else proofread your report for you, as it's difficult to spot all of your own mistakes.
• If time allows, set aside your report for at least 24 hours before you proofread it.

Outline for a Work Report

Expert Q&A

• After you write your first work report, you can use it as a template for future reports. Thanks Helpful 0 Not Helpful 0
• Your workplace may have a template for work reports. Talk to your supervisor to see if you can use a template for your report. Thanks Helpful 0 Not Helpful 0
• If you can, base your report format on an existing work report from your business or organization. Check the files at your office or ask your coworker or supervisor for a copy of an existing report. Thanks Helpful 0 Not Helpful 0

• If you’re using an existing report as an example, don’t copy the wording in that report. This is plagiarism and will likely result in you facing professional consequences. Thanks Helpful 2 Not Helpful 0

You Might Also Like

• ↑ https://www.unr.edu/writing-speaking-center/student-resources/writing-speaking-resources/how-to-write-a-business-report
• ↑ https://www.cipd.org/uk/learning/support-for-students/currently-studying/business-report-writing/
• ↑ https://www.grammarly.com/blog/how-to-write-a-report/
• ↑ https://people.montefiore.uliege.be/mfonder/INFO0064/report_writing_instructions.pdf
• ↑ https://www.e-education.psu.edu/styleforstudents/c6_p10.html
• ↑ https://bizfluent.com/how-7883364-write-report-boss.html
• ↑ https://www.auckland.ac.nz/en/engineering/current-students/undergraduate/practical-work/practical-work-reports.html
• ↑ https://hrnews.co.uk/what-is-a-work-report-and-how-to-write-it/
• ↑ https://wac.colostate.edu/docs/tipsheets/writing_business_reports.pdf

About This Article

To write a work report, use a cover or title page to provide the name of your report, the date, and the names of the authors. Next, provide a brief executive summary detailing the key information, such as the mission statement, objective, company information, and growth highlights. After your summary, include a table of contents listing what’s in your report. Then, at the beginning of your actual report, include an introduction that gives an overview of the report. After your introduction, give an overview of your research or evaluations and how your findings relate back to the topic of your report. Following the overview, give your recommendations for moving forward and conclude your report. To learn how to add an appendix to your report, keep reading! Did this summary help you? Yes No

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Project Management Report: 6 Best Practices for Writing One

Table of contents

To see what Databox can do for you, including how it helps you track and visualize your performance data in real-time, check out our home page. Click here .

Creating a project management report that’s read cover to cover is easier said than done.

For starters, shortlisting project metrics to feature in the report can be confusing. Choosing a report layout doesn’t make things any easier. To top it all, you need to revise the report at least twice to ensure there’s no reporting error.

So where do you start? What metrics should you choose?

We’ve got answers to these questions and more – all sourced from 48 experts who run multiple projects at a time. Half of these contributors come from the B2C services/products industry. For the remaining half, 25% are from B2B services/projects businesses, and 25% work in agencies (digital, media, or marketing).

Here’s what we’ll cover today:

What is a Project Management Report?

What should be included in a project management report, how often should you report on projects, 6 best practices for writing a project management report, top tools for making project management reports.

A project management report is a short document sharing an overview of a project’s progress. It helps you:

• Track project progress – see what’s covered, what’s in the pipeline, and so on.
• Identify risks and schedule variances to manage them well on time.
• Provide a documented record of how a project progressed for future decision-making.

According to our respondents, the most important metrics to add to a project management report are:

• Cycle Time . The time you spend working on a project, including the wait stages that occur between tasks completion.
• On-Time Completion Percentage . A quick, at-a-glance progress bar showing how much of the project is complete.
• Time Spent . The time you’ve already spent on completing the project.
• Budget Variance . A measure of how well the project is on track with its decided budget. If it’s not, by how much is it going under or over budget.

While these are the top there (Time Spent and On-Time Completion Percentage tie at number 2), other essential information to add to a project management report include:

• Planned Hours vs. Time Spent . An overview of how well the project is on track of the time dedicated to it.
• Cost Performance Index (CPI). A measure of how the budgeted cost of work completed (calculate using Earned Value) compares with the actual cost of the work completed (measured using Actual Costs). CPI is calculated by dividing EV by AC.
• Customer Satisfaction/Loyalty . How satisfied is your client/customer? A simple starred rating system can help monitor this.
• Customer Complaints . Number and a brief description of the complaints your client/customer made.
• Budget Creation (Or Revision) Cycle Time . The time spent on creating the new budget (after its variance).
• Number of Change Requests . A quick look at the requests the client made.
• Return On Investment (ROI). Depending on your project’s stage, this is the profit generated or profit expected to be generated. It’s usually calculated by taking the actual or estimated income and subtracting it from the actual or estimated costs.
• Number of Adjustments to the Schedule . How many times changes were made to the planned project schedule?
• Resource Capacity. Or how many in-house team members are available to take on the project tasks.
• Number of Project Milestones Completed On Time . A quick look at how many of the project milestones you were able to hit as per the set schedule.
• Planned Value . The cost allotted to the work you’ve scheduled.
• Line Items in Budget. How planned budget divides into different categories such as the budget for supplies, budget for salaries, budget for fringe benefits, and more.
• Number of Errors . Number and overview of mistakes made throughout the project lifecycle.
• Number of Returns .
• Training/Research Needed for Project . A brief look at the research or training given for completing the project including costs incurred and the time spent on it.
• Number of Cancelled Projects . A number of projects dropped (either from your end or the client’s end).
• Number of Budget Iterations . Or how many times you had to revise the budget due to the variances in the actual budget planned and budget spent.
• Net Promoter Score . A numerical score estimate of how likely your client/customer is to recommend your services to others.
• Resource Conflict YOY . A rundown of how many projects require the same resource (read: particular employees) for their completion.
• Billable Utilization . A measure of how much of employees’ available time is spent on project-related activities.
• Employee Churn Rate. Or the number of employees that leave your agency or business in a specified time (helpful so you can tell how the churn rate impacts ongoing projects)
• FTE Days vs. Calendar Days. FTE refers to the number of hours worked by a single employee in a week. For example, 40 hours a week (1 FTE) i.e. 8 hours for 5 days are the standard working hours at most companies. So if you have 3 full-time employees and 2 part-time employees working 3 days a week, then the total FTE becomes (3 1) + (2 0.6)= 4.2.

That said, the exact metrics that you add to your project management report depend on:

• The type of report you’re creating (project pipeline overview or specific project report)
• Who you’re creating it for (teammates, stakeholders, or clients) and
• Report complexity and frequency (weekly reports, for example, aren’t as in-depth as quarterly reports).

PRO TIP: Get a Live Overview of Your Most Important Projects In a Single Dashboard

Project management is all about juggling: resources, expectations, people, data, and much more. And as a project manager, you not only have to know where your projects are at any given moment, but you also have to be aware of where they’re going and where they need to be in the future. To do that using a project management system, you need an actionable dashboard that allows you to monitor metrics like:

• Number of tasks completed by project. Get a live update on the total number of tasks that have been completed in a particular project and track how many tasks actually get completed on a daily basis. 
• Total hours tracked. See how many hours are tracked on a monthly, quarterly and yearly basis. Split tracked time by project, client, tasks, and team.
• Tasks overdue by project. At any time, see how many project tasks are overdue, and take appropriate action to get them back on track.
• Tasks completed by project. At any time, see how many tasks have been completed in a project and how many tasks remain to be completed. 

Now you can benefit from the experience of our project managers, who have put together great plug-and-play Databox templates showing the most important KPIs for tracking your team’s performance. It’s simple to implement and start using as a standalone dashboard or in management reports, and best of all, it’s free!

You can easily set it up in just a few clicks – no coding required.

To set up the dashboard, follow these 3 simple steps:

Step 1: Get the template 

Step 2: Connect your project management tool with Databox. 

Step 3: Watch your dashboard populate in seconds.

This brings us to our next question: how often should you be creating a project management report? Let’s look at that next.

The answer to this depends on your project’s duration and reporting processes.

Our research tells us that the majority, 77.1% of our contributors, have projects running for about a year or less. Only 22.92% of respondents on average have projects that last longer than one year.

It’s why it makes sense to report either monthly or quarterly instead of daily. No wonder, more than half of our respondents share they typically report monthly on their projects.

That said, your reporting processes also play a role. For example, you could be having a monthly reporting process in place to keep clients updated on the project progress. Similarly, you could be creating internal project reports weekly or monthly.

Now that you know what to include in your project management report and how often to create it, let’s look at how you can improve your reports by writing them well.

Here are our expert-backed tips for you:

• Use simple language
• Create a simple report layout
• Use videos or dashboard to report on projects
• Make it easy to read
• Visualize data
• Use templates

1. Keep it simple

An effective way to improve project management reporting is to simplify everything – from the words you use to the metrics you add to the report.

To begin with, simple words make it easy to understand what you’re sharing. This is important because no one – neither your clients nor the stakeholders – have the time to decipher difficult vocabulary and technical jargon. Using simple language makes understanding quick and easy though.

Sonia Navarro from Navarro Paving agrees. “The most effective practice that has done wonders for my project management report would be being concise and straightforward.”

Navarro lays out how they ensure their project management reports follow this tactic: “Our reports move along the hierarchy chain and are seen by company stakeholders consisting of mostly C-level executives. Some of these individuals have technical knowledge while others don’t.”

“So, when creating a report, we assume that no one has the technical expertise,” Navarro outlines.

“This assumption allows us to use easy-to-understand terminology. This best practice allowed us to close the communication gap between managers and their respective team members. We avoid using jargon so that stakeholders can easily understand the report without having to read extensive texts.”

Related : Business Report: What is it & How to Write a Great One? (With Examples)

2. Create a simple report layout

Again, this helps with making your report easy to read by making it clutter-free. The key here is to identify the most important project management metrics to add to your report and how you’ll present them.

Related : Reporting Strategy for Multiple Audiences: 6 Tips for Getting Started

Take it from growth360’ s Sasha Matviienko who shares their project updates over three main areas only. These are:

• “The Planned vs Actual numbers for the resources that we used
• Progress that was achieved compared to the planned timeline
• Team utilization.”

Says Matviienko: “When we shifted to this methodology, we were able to get a good understanding of the budget, timeline, and hours that our team has. So we always know what to focus on in order to improve project execution.”

Not only that but having a strong grip on your team availability and the free hours available helps you decide how many projects to take on in the future. This way, these important metrics help manage open projects as well as project pipeline better.

Like Matviienko, Adil Advani from WELLPCB also focuses on keeping their project management reports simple. The layout they follow? “The most effective approach I use is a short summary of my achievements followed by some specific recommendations on what could be improved.”

“This combination enabled people who were not in the know about my work to see how successful it has been without having to read an entire report or dig through details they didn’t need, while at the same time helping those who want more information find out exactly where it can be found quickly and easily (for example with headings),” Advani elaborates.

“Another benefit is that this format requires less energy because there are fewer words per sentence than when you write everything down chronologically; as such, if you have writer’s block or just feel tired after working hard on your projects then this practice helps put the finishing touches back into perspective.”

Not to mention, the layout combats reader fatigue too.

3. Use videos and dashboards to report on projects

If you aren’t a fan of writing reports, you can try any of the following two options – as suggested by Hannah Buchholz from ClearPivot :

• Create project update videos
• Use centralized dashboards

In Buchholz’s words: “Instead of writing reports, we either have monthly meetings or share videos with clients to update them on how the project is going. We use Databox which makes it very easy for the clients to visualize and understand how things are trending.”

Creating videos is a straightforward affair. Simply record your screen sharing your project management dashboard and walk viewers through updates. Screen recording software such as Loom, VEED, and Vimeo can help with this.

However, it’s important to bear in mind that you need to keep your videos short and to the point instead of going on and on. In short, remember to respect your viewers’ time.

Plus, even as you create a video, you need to add captions to it to make it more accessible. And, make sure to include bullet points in written text with the video for a quick overview of what’s in the video.

To some of you, this can be a lot of work. An alternative? Buchholz’s second recommendation. Databox.

Use it to create dashboards showing project progress . The interesting bit? project management metrics are automatically updated in real-time so you don’t have to do any manual work.

What’s more, if you like, you can pair the dashboard update with a quick video. However, you wouldn’t need to supplement this video with written text as the dashboard already features all the required info in a visually engaging manner.

4. Make it easy to read

Only Stitch’s Susan Melony recommends keeping the report’s format simple to improve its readability.

Sharing their experience, Melony writes, “It took a while for us to come up with the perfect reporting style that everybody agreed to. The components of the report were the same practice. We have always believed in keeping the format simple and easy to read because we believe in transparency between the organization.”

“Reports are to be submitted monthly as an amalgamation of the progress at the company, giving an overview of the activities, highlighting strengths and weaknesses to work on in the next month,” Melony explains.

“We switched to a cost-effective project management tool that helped data collection and storage, the most commonly used is Monday.com and ProofHub.”

“ Project management tools , no doubt have increased efficiency in the company as it has helped us plan a project, giving us valuable input depending on the inflow and outflow of cash and previous sales records,” Melony continues.  

“It is time-saving as compared to manually entering data, it is automated and chances of error are also minimized. Digitizing project management has helped us largely in allocating resources and controlling project risks in the future.”

The takeaway? Using the right project management tool can help you save time, reduce the risk of reporting errors, and create reports that are easy to read.

5. Visualize data

Instead of sharing hard numbers as plain text, present them as charts and graphs to make them easy to read and digest. Doing so also aids decision-making as Victoria Mendoza from MediaPeanut notes.

“As a project management expert and as CEO at MediaPeanut, I have prepared numerous reports in the past decade and I think the most important thing to do is to separate data and figures from your insights, opinion, and analysis [using data visualization],” Mendoza highlights.

Snorkel-Mart’s David Morgan also applauds using visuals in project management reports. “Adding visuals to my reports allowed every stakeholder in my organization to easily understand where they are struggling and how it is affecting the entire project.”

“The color code option in Teamwork also made it easier to judge the status of a project, if it is active, late, or completed,” adds Morgan. “It was also critical to make our reports easier to interpret, as executives received dozens of reports every week. So, making them visual, cut their work in half.”

Sharing their process, Mendoza writes: “Whenever I prepare my PM reports in the past, I usually come up with a good layout to distinguish what are the hard data and numbers that need to be considered in decision making.”

“In my experience with various clients, they usually go by the numbers and would value the figures rather than what the one making the report has to say,” observes Mendoza.

“While it is also a good backup information for the graphs and tables, most of our clients really want the figures to speak for themselves. Why we separate figures, numbers, and graphs from our observations and personal opinion in the reports is important as we don’t want to be subjective with our reporting.”

Related : How to Visualize Data: 6 Rules, Tips and Best Practices

And one good way to separate the two is by using subheadings carefully. For example, when adding your recommendations, add a subheading reading “next steps” or “suggestions.”

In a nutshell, using this layout for project management reporting helps you back your observations by data and evidence according to Mendoza.

6. Use templates

“The most effective way to write a project management report is to create a template ,” opines Austin Fain from Perfect Steel Solutions . “You can create a skeleton that works for any occasion.”

Says Fain: “After years of writing technical reports, I have realized this is the best way to save time and energy. This unfinished draft can be filled in by every individual involved in the project and I can edit it later. It has increased my efficiency as I work on more projects simultaneously.”

“I also realized that the analysis part can be changed for each report depending on the requirements,” Fain adds.

“So, I don’t need to think a lot each time. I believe we saved a lot of time and energy after creating a comprehensive report. This is because we have a pre-prepared template, so we don’t have to create a new draft for each report.

The time spent on developing reports is utilized elsewhere, as I just change the structure a little and show it to the higher-ups. They can add essential information, and I edit it later on. This has an overall positive impact on our productivity levels.”

And, finally, before we wrap this up, let’s look at the tools used for project management reporting. Did you know that project marketing tools are among the most frequently used tools for performance monitoring and reporting (source: Databox’s State of Business Reporting )?

According to our research, over half of our contributors use Trello, making it the most popular tool. Other widely used tools include Asana, a centralized dashboard such as Databox, and Monday.

When choosing from these tools for managing your projects though, make sure you select the one that has the lowest learning curve. This will make it easy for you to not only get started but also regularly use the tool.

Improve Project Management Reporting with Databox

In summary, effective project management reporting helps you track progress and performance. In turn, this helps you handle current and future projects better.

But you don’t have to put hours and hours of work into creating project management reports. Instead, use Databox to quickly create visually engaging dashboards that show all your essential project metrics on one screen.

Since the metrics are auto-updated, you don’t have to worry about reporting errors as well.

It’s easy, isn’t it? So take Databox for a drive for free today and instantly improve your project reporting game.

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Masooma is a freelance writer for SaaS and a lover to-do lists. When she's not writing, she usually has her head buried in a business book or fantasy novel.

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• 8 steps to write an effective project s ...

8 steps to write an effective project status report

Effective project status reports are the best way to keep your stakeholders aligned and in the loop during your project progress. These high-level updates proactively let your team know if a project is on track, at risk, or off track—so you can course correct if necessary to hit your deadlines every time. Learn how to create project status reports in a few easy steps, plus check out a template you can use right away.

It’s the end of the week and here you are again: having to dig through a variety of spreadsheets, emails, and tools to patch together an update of how your project is doing. 

Instead of manually assembling this information, use a project status report template to streamline this process for you. That way, you spend less time on unnecessary data gathering and more time on work that matters. 

Whether you’re gearing up for your first ever project status report or you’re looking for a better system than the one you currently use, this article will walk you through what a progress report is, how you can build one, and how to use project status reports to hit your project deadlines on time, every time. Here’s how.

What is a project status report?

Project status reports are timely updates on the progress of your projects. Written concisely, project reports offer high-level information about project progress, so team members get at-a-glance insight into what’s happening within the project. With a timely status report, you can ensure your entire project team and cross-functional stakeholders understand what’s on track, what’s blocked, and what’s coming next. 

Regularly sharing project status reports is important because they help you keep all project stakeholders in the loop and aligned on how your project is progressing. They answer the questions everyone has before team members even have a chance to ask them. They show and tell your team that you’re on track, making you (and everyone else) feel confident.

How often you share project status reports depends on your project’s timeline. Some projects benefit from weekly reporting, while others only need to be updated once a month. Schedule your project reports as frequently as is helpful for your stakeholders. These shouldn’t be reactive reports on things going poorly—rather, effective reports keep your team updated on the project’s progress, whether the project is on track, at risk, or off track.

The benefits of effective project reporting

Reporting isn’t just something you should do for the sake of doing it. Effective reporting has a variety of benefits. When you correctly report on project status, you effectively: 

Keep track of project health

The worst thing for a project is when you arrive at the end of the timeline and realize you were off track the whole time. No one likes being blindsided—and as the project manager, you’re empowered to make sure your team is aware of your project health at all times. 

Progress reports are a way to do that without too much manual work. Because these reports mix high-level summaries with some important metrics, everyone has a sense of the project's health. And if the project is off track? You can quickly and proactively fix it—so you still hit your project deadline on time and on budget.

Summarize project progress

Project status reports are not real-time reports. These reports are summaries of what happened during the past week, two weeks, or month of project work. They’re an opportunity for your stakeholders to stay informed on how well you’re sticking to the project plan . 

If you’re looking for tips on how to report on projects in real time, check out our article on universal reporting tools for every team . 

Reduce manual work

As the project manager, you already have enough on your plate. You don’t need to also spend hours every week or month grabbing data from different places. Project reporting tools make it easy to find all of this information in one place, and create a project status report with the click of a button. 

Share next steps and action items

Project status reports should go out to your project team, project sponsor, important stakeholders, and cross-functional team members. Because these are high-level reports, they’re appropriate for anyone who wants to stay informed about project progress. 

This is the optimal way to let everyone know what’s happening without getting into the details. If there are important project next steps or action items, share them here so everyone knows what to expect. 

Proactively identify blockers

If your project isn’t on track, your status report lets others know what the delay is and what you’re doing to resolve any blockers, allowing you to show off your proactive approach to getting things back to where they should be. Similar to the project risk management process , proactive status reporting helps you identify and overcome issues before they impact your project timeline.

Say goodbye to status meetings

The day of the status meeting is over. We now know these aren’t effective ways to spend your time. Unlike face-to-face meetings, project status reports are shared in a central tool that team members can check asynchronously when they want to. They can refer back to the information, or dig deeper into the project if necessary. Save your face-to-face meeting time for valuable meetings like brainstormings or all hands. 

Before you report: Combine reporting with effective project management

The biggest benefit of project status reporting is that it reduces your manual work, centralizes information, and makes it easy to keep everyone up to date. If your information is scattered across multiple tools, you can’t effectively use project reporting templates—you still need to manually open this Excel spreadsheet and that team email to gather your information. 

Instead, make sure you’re using project management software as your central source of truth. With project management software you:

Have a central source of truth so team members can see who’s doing what by when. 

Can easily visualize project information in a Gantt chart , Kanban board , calendar, or spreadsheet-style list view. 

Create status reports with the click of a button. 

Offer a place for team members who read the status report and want more details to look and find the information they need. 

Have access to additional project information, like your project plan, communication plan , project goals, milestones, deliverables , and more.

Naturally, we think Asana is a great option. Asana is a work management tool your entire team can use. Your cross-functional collaborators need a way to view past status reports. Your key stakeholders need a bird’s eye view of the entire program or project portfolio management progress. And your team members need a way to track individual work throughout the project lifecycle.

8 steps to write a great project status report

So, how do you go about doing project status reports? Be sure to create a clear structure you can use consistently for all future status reports. You should also make sure it matches with your project brief to keep your report on topic.

Follow this guide to understand what to include in your project status report, and watch as we put each step into practice with an example of an Employee Satisfaction project.

1. Build your report where work lives

Before you build your report, make sure you’re already tracking your work information in a project management tool. That way, you don’t have to manually grab information from a host of sources—instead, you can reduce manual work and create a report with a few clicks. 

Starting off with a project management tool makes it easy to capture dependencies and note upcoming tasks so you’re never blindsided about your project health.

2. Name your report

A great option is to simply use the project name for clarity. If you’re reporting on this project regularly, you should also include a date or timestamp.

Example project report title: February 2020 - Employee satisfaction initiative

3. Indicate project health

The project health is the current status of the project. Project health may change from report to report, especially if you run into blockers or unblock big project risks. Look for a project management tool that allows you to communicate the project’s status and whether or not it’s on track. One way to do this is to use a color coding system (green = on track, yellow = at risk, red = off track).

Example project health update: Project status is on track.

4. Quickly summarize the status report

Your project status report summary should be brief—about 2-3 sentences. The goal here is to give readers who may not have time to read the entire report a quick TL;DR of the most important facts. 

This is the first section of your report, so it’s the best place to: 

Include highlights

Flag major blockers

Note unexpected project risks

Example status report summary: Our survey results are in and being reviewed. At first glance, we’re seeing 80% employee satisfaction, up 3 points from the last survey. The Engagement Committee is working with the Executive team on what new engagement initiatives to implement in our key target areas, which include career growth and transparency.

5. Add a high-level overview of each key area

Depending on your project, your key areas may vary from report to report, or they may stay consistent. For example, in an Agile project that’s continuously improving, you’d likely use dynamic key areas that cover the things your team worked on during the last sprint. Alternatively, for an event planning project, there are a set number of key areas that you always want to touch on, like promotion, signups, and speakers. 

For each key area in the status report, add a few bullet points that give an update on progress, accomplishments, and upcoming work.

Example high-level overview of a key area: Survey results

70% of employees took the satisfaction survey.

Our overall satisfaction rating is 80%.

Only 57% of employees report having a clear path towards career advancement, down 5% since the last survey. 

41% of employees listed transparency as the number one improvement they’d like to see.

6. Add links to other documents or resources

While you shouldn’t include every little detail about how your project is going, some people will want to know more. For stakeholders who are looking for more in-depth information, provide links to documents or resources. This can include more specific project information, like links to specific project milestones , or the broader impacts of the project, like a reference to the business goals the project is contributing to.

Example: Include a link to the employee satisfaction survey , as well as to the larger company OKR around increasing employee engagement over the course of the fiscal year.

7. Flag any blockers the project has run into

All projects run into roadblocks. These can come in the form of project risks , unexpected increases to the budget , or delays that impact the project timeline . Keeping stakeholders in the loop when issues arise will help everyone adjust accordingly to stay on track. 

Example roadblock: The executive team wants to look at results before the engagement committee meets again, but won’t be able to do so for another three weeks. This will delay our overall project timeline.

8. Highlight next steps

These could include a list of next steps, kudos you want to give someone, or anything else you want to highlight.

Example: Thank you Sarah A. for sending out multiple communications to employees encouraging them to participate in the survey!

Template for creating your project status report

To quickly put everything you learned in the previous section to use, write your next project status report using this easy-to-fill-out template:

Report name:

Name your report. This can be as simple as the project name and the date of the report.

Project health:

Is the project on track, at risk, or delayed?

Include a short description of the most important takeaways from your project status report here. Keep in mind that busy stakeholders may only look at this section, so include any highlights or blockers the entire team needs to know about

Key area 1: High-level overview

Specific details about progress, accomplishments, and upcoming work.

Key area 2: High-level overview

Key area 3: High-level overview

Additional information and links: 

Link to relevant project details or higher-level project information that stakeholders might be curious about. This section is a chance for team members to dig deeper on specifics, or understand how the project initiative fits into your larger strategic goals . 

Are there any challenges you’re facing? How will you resolve them?

Additional notes or highlights:

Are there any additional things your team needs to know? What are the main next steps? 

Example project status report

While a how-to guide on writing project status reports is helpful, sometimes seeing a real-life example allows you to really see what your own update could look like, right? We thought you might agree, so here’s an example you may find useful:

Report name: Ebook launch

Project status: On track

Great progress this week! We are still in the concept phase, but Avery Lomax will be choosing a topic this week. Content and Design teams are standing by and ready to get started once we give the go ahead.

Planning team met to discuss an overall topic

We have three final ideas and will choose one on Friday

A brief is due to the Content team the following Thursday

The Content team is ready to start writing copy as soon as our idea is finalized

They are gathering pertinent company information that should be included

Design reviewed five ebook examples to determine the style they liked

They will be choosing a template by next Tuesday

Jen is out of the office all next week so please direct any content questions to Joy

Thank you to Henry for curating a huge list of topics for us to choose from!

Issues/challenges:

The e-book’s deadline is tight, as we all know. It’s critical that we’re all working in our project management tool to keep everyone organized and on track. Thanks!

Streamline reporting with a work management tool

The above report is clear and easy to follow. By building this report in a work management tool like Asana, you can automatically fill each section but the summary. Here’s what the above report looks like in Asana:

Project status reporting best practices

Now you know what to include in your project status report, but you may still have a few additional questions. As you’re creating status reports for your project, these best practices will help you formulate a winning update.

How often should you report out?

The frequency with which you send project updates depends on the type of project you’re running. If your project has a short timeframe, or if things are moving quickly, aim to send weekly project status reports. Alternatively, if the initiative you’re reporting on is a long-term project, you probably only need to send biweekly or even monthly reports. The most important thing is making sure your project stakeholders are up to date. 

When you use a project reporting tool, you can set a task for yourself to always send status reports on a certain day each week. These recurring reminders make it easy to keep stakeholders informed, whether you're sending weekly status updates or monthly progress reports. Either way, stakeholders will begin to expect your updates, which means less frequent check-ins from them (plus they’ll appreciate always being in the loop).

By sending regular reports, you can avoid multiple meetings related to a project (we all know unnecessary meetings have their own reputation ). Skip the check-in meetings and save your time for more important work.

Who should you include?

It depends on the project and who is involved, but typically plan to send an update to any stakeholders working on your project. You should have created a stakeholder analysis—outlining all stakeholders, sponsors, and team members—during the project planning process, but refer to your project plan if you aren’t sure.

Even if that week’s status report doesn’t affect a particular team member, you should still share it with everyone. It’s important for everyone to have a high-level overview. Team members who don’t need to review the report in depth can quickly skim your summary section, while others who are more involved can dive into the details you’ve provided. 

How detailed should you get?

A project status report shouldn’t offer every little detail. Let the work tell the story—you’re simply curating information and adding a little color. Think of a project status report as a top line message—just the most important pieces of your project that affect most of stakeholders should be included.

You should always indicate whether the project is on track, at risk, or off track, give a quick summary of what’s complete and what’s upcoming, then link out to other resources for people who want more details.

Where should you write your project status report?

The best way to draft and share status updates is with a work management tool . Look for a tool that offers an overview of your project, so your team has a central source of truth for all project-related work. That way, instead of managing projects in spreadsheets , you can keep it all—status updates, project briefs, key deliverables, and important project milestones—in one place. Your reports will be easily shareable, and stakeholders can look back on previous reports at any time, avoiding email overload on your end.

Wrapping your project up: summarizing your work

The status reports we’ve been talking about are always sent during a project to keep everyone in the loop. However, once the project is finished, it’s smart to send out a final summary report. Think of this as the executive summary for your project. This is your chance to offer stakeholders a wrap-up to the project. Use it to officially close it out.

Again, it’s a high-level overview, but instead of including updates and statuses, you’ll provide a summary of how the overall project went. Here are a few questions to answer in a project summary report:

What were the goals of this project and were they met?

Was the project completed on time and on budget (if applicable)?

What successes should be highlighted?

What challenges did we run into?

What can we learn from this project to help us on future projects?

Keep every stakeholder on track with status reports that write themselves

If you’re looking to over-deliver on your next project, try sending project status updates. They keep you productive, efficient, and accountable, while giving everyone else a quick (and engaging) look into what’s been happening. 

Use the resources we’ve provided to create reports that give just enough information without diving into too much detail. Find a project management solution like Asana that has features designed specifically to help with status reports. You’ll save time and be as organized as possible.

Related resources

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How Asana uses work management for employee onboarding

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How to Write a Solid Progress Report for Project Success

Progress reports are like project status updates that help everyone involved understand how things are going. Writing a solid progress report is crucial for keeping your project on track and ensuring its success. In this guide, we’ll break down the process of creating a great progress report, making it easy for you to communicate your project’s progress effectively. We have also included progress report templates for you to get started right away.

Progress Report Template

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What is a Progress Report

A progress report is a document that provides an overview of the status, advancements, and achievements of a project or task. It typically outlines what has been accomplished, what is currently in progress, and any challenges or obstacles encountered. Progress reports are commonly used in various settings, such as work, education, or personal projects, to keep stakeholders informed about the project’s developments and to ensure everyone is on the same page regarding the current state of affairs.

Progress Report Templates to Keep Track of Project Progress

Daily Progress Report Template

Project Status Report Template

Project Status Summary

Project Dashboard Template

Project Status Summary Template

Why You Need to Use a Progress Report

A progress report promotes a culture of collaboration, accountability, and continuous improvement in project management. Here are several reasons why a progress report is important.

Clear communication: Keeps everyone on the same page by sharing what’s happening in a project.

Tracking achievements: Highlights what has been successfully completed, boosting team morale.

Problem-solving: Identifies and addresses challenges, helping to find solutions and stay on track.

Decision-making: Provides real-time information for informed decision-making during the project.

Accountability: Holds team members responsible for their tasks and deadlines.

Learning and improvement: Creates a record of progress, facilitating learning for future projects.

Efficiency: Keeps the team working efficiently by preventing confusion and misunderstandings.

Collaboration: Encourages collaboration and coordination among team members.

Key Components of a Progress Report

The following components of a progress report collectively provide a comprehensive view of the project’s progress, challenges, and future plans, enabling effective communication and decision-making.

• Introduction : Brief overview of the project, including its purpose and objectives.
• Work completed : Summary of tasks or milestones achieved since the last report.
• Work in progress : Description of current activities, tasks underway, and their status.
• Challenges and issues : Identification and discussion of any problems, roadblocks, or challenges faced.
• Achievements : Recognition and celebration of significant accomplishments and milestones.
• Upcoming tasks : Outline of the next steps, tasks, or milestones planned for the future.
• Timeline and schedule : Review or adjustment of the project timeline or schedule, if necessary.
• Budget overview : Overview of the project’s financial status, including spendings and any budget changes.
• Recommendations : Suggestions for improvements or changes to improve project efficiency.
• Conclusion : A brief summary and conclusion, often including an overall project status assessment.

Challenges of Creating and Using a Progress Report

While project reports are handy for keeping track of project progress, they can pose some challenges.

Time-consuming: Writing a progress report can take time away from actual project work.

Communication issues: Making sure that everyone understands the report may be challenging.

Data accuracy: Getting accurate information for the report can sometimes be difficult.

Overlooking details: Important details may be unintentionally left out.

Balancing detail and brevity: Finding the right level of detail without making the report too lengthy can be tricky.

Tracking complex projects: Managing and reporting progress for complex projects may pose a challenge.

Ensuring regular updates: Getting everyone to consistently update progress can be a hurdle, especially in dynamic work environments.

Best Practices for Creating an Effective Progress Report

Creating an effective progress report involves following some best practices:

• Keep your report clear and straightforward, avoiding jargon or overly complex language.
• Highlight the most important information, emphasizing achievements and addressing challenges.
• Use a consistent format and structure for easy comprehension.
• Submit reports on time to make sure that the information is relevant and up-to-date.
• Provide enough detail to convey the message, but avoid unnecessary information that may overwhelm.
• Use charts or diagrams to visually represent data and trends for better understanding.
• Include potential solutions when discussing challenges, promoting a proactive approach.

Create Your Next Progress Report with Creately

Simplify the process of creating progress reports and streamline project management, communication, and improve overall project success with Creately ’s visual collaboration platform.

Task tracking and assignment

Use the built-in project management tools to create, assign, and track tasks right on the canvas. Assign responsibilities, set due dates, and monitor progress with Agile Kanban boards, Gantt charts, timelines and more. Create task cards containing detailed information, descriptions, due dates, and assigned responsibilities.

Notes and attachments

Record additional details and attach documents, files, and screenshots related to your tasks and projects with per item integrated notes panel and custom data fields. Or easily embed files and attachments right on the workspace to centralize project information. Work together on project documentation with teammates with full multiplayer text and visual collaboration.

Real-time collaboration

Get any number of participants on the same workspace and track their additions to the progress report in real-time. Collaborate with others in the project seamlessly with true multi-user collaboration features including synced previews and comments and discussion threads. Use Creately’s Microsoft Teams integration to brainstorm, plan, run projects during meetings.

Pre-made templates

Get a head start with ready-to-use progress report templates and other project documentation templates available right inside the app. Explore 1000s more templates and examples for various scenarios in the community.

Comprehensive shape libraries

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Amanda Athuraliya is the communication specialist/content writer at Creately, online diagramming and collaboration tool. She is an avid reader, a budding writer and a passionate researcher who loves to write about all kinds of topics.

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How to Write a Scope of Work (Examples & Templates Included)

What Is a Scope of Work?

A scope of work document is an agreement on the work you’re going to perform on the project. The scope of work in project management  includes deliverables, a timeline, milestones and reports. Let’s look closer at each of these elements below.

What Should Be Included in a Scope of Work Document?

Below is an overview of the main components of a scope of work. You can add or remove some of these elements to better adjust to your project stakeholders’ requirements.

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Scope Of Work Template

Use this free Scope Of Work Template for Word to manage your projects better.

Project Deliverables

This is what your project delivers. Whether it’s a product or a service, it’s the reason you’re executing the project for your customer, stakeholder or sponsor. Whatever that deliverable is, and it can be some sort of document or report, software, product, build (or all of the above), you need to clearly identify each item here. Creating a work breakdown structure can help with this step. Also, make sure there’s an acceptance criterion for the project deliverables, such as quality standards or functional requirements.

Project Timeline

Think of a timeline as a road leading from the start of a project to its end. It’s a section of the document that delineates the major phases across the schedule of the project’s duration. It should also mark the points in the project when your deliverables are ready. As you can guess, it’s essential to scope out the overall plan of any project. This is best presented visually, like a rolled-up Gantt chart plan, so the stakeholders can see the high-level timeline.

Project Milestones

Projects can be long and complex, which is why they’re laid out over a timeline and broken down into more manageable parts called tasks. Larger phases of the project are marked by what’s called a milestone . It’s a way to help you monitor the progress of the project to ensure it’s adhering to your planned schedule. Define your key milestones on a timeline in the scope of work document, including project kickoffs, meetings, hand-offs, etc.

Project Reports

You’ll be generating reports throughout the project, delivered to either your team or customer, stakeholder or sponsor. These can include status reports , progress reports, variance reports and more. They’re a formal record of the progress of your project, but they’re also a means of communication beyond whether the project’s on schedule or not.

Depending on how you customize reports , there’s a wealth of data that can serve a number of different audiences. Define how you’ll be reporting on the project and when the stakeholders can be expecting them and from whom.

Scope of Work Template

Now that you know what’s included in this all important document, download our free scope of work template for Word . It has everything you need to make a scope of work document for your own project, so your stakeholders know exactly what to expect in terms of schedule, deliverables and effort.

How to Write a Scope of Work

Now that we’ve listed the elements of a scope of work document, let’s go through the step-by-step process of writing one. These steps can help you create a scope of work for different industries such as construction or manufacturing.

• Define the project goals: Before writing a scope of work, you should define what project goals will be accomplished through the execution of the project tasks that’ll be included in your scope of work.
• Use a work breakdown structure to identify project tasks: The first step when writing a scope of work is to identify all your project tasks. This is done by using a work breakdown structure (WBS), a project management tool that lets you break down projects and work packages into individual tasks, so you can better plan and schedule them.
• Determine your project deliverables: A project deliverable is a tangible or intangible output from tasks. They’re an important part of a scope of work as they’re the outcomes of the project.
• Establish acceptance criteria for your project deliverables: Project deliverables must meet the acceptance criteria established by the project client, such as quality standards or functionality requirements.
• Use the CPM method to create a project timeline: The critical path method is a project scheduling technique that allows project managers to create a project timeline and estimate project duration by identifying the longest sequence of tasks. It’s important that you use this or other project scheduling techniques to create a realistic schedule for your scope of work.
• Establish payment terms for the project: You may include payment terms as a section of your scope of work.
• Establish project reporting procedures: Communication between the project team and project stakeholders is very important, so your scope of work document should include a section that explains how reporting will take place.

Scope of Work Example

To understand the purpose and importance of a scope of work in project management, let’s start with a simple scope of work example, planning a wedding. A wedding is a project, and depending on the bridezilla (or groomzilla), it could be bigger and more complicated than building a highway or an airport.

Let’s take one aspect of that larger project, the wedding invitations, and break this down into a scope of work. We’ll outline the deliverables, timeline, milestones and reports in this scope of work example.

Deliverables

• Invite list
• Addresses of attendees
• Addressed envelopes
• Jan. 1: Decide on the invite list
• Feb. 1: Have addresses collected of attendees
• March 1: Pick invitation style and have printed
• April 1: Address and mail invites
• May 1: Get the final count of guests
• June 1: Wedding
• Selection of guests and collection of addresses
• Mailing of invitations
• The final count of attendees
• Check on the status of address collection
• Stay in touch with the printer for progress on invitations
• Check RSVPs against the invitation list

With ProjectManager , you can build a project timeline in seconds with our online Gantt chart maker. Map your scope of work, create a budget, assign tasks, add dependencies and more. Then present to your team and stakeholders to get the project moving on the right foot. Try it free today.

Construction Scope of Work Example

Now, let’s create a scope of work for a small construction project , building a house. This project involves many steps, but for practical purposes, this construction scope of work example will only focus on some of the main deliverables, timelines, milestones and reports.

Project deliverables: These project deliverables are individual, tangible outputs from different construction activities.

• Land clearing
• Ground leveling
• Sewer Lines
• Wood Framing
• Sheathing Installation
• HVAC system installation
• Electrical panels and wiring installation
• Roof installation
• Insulation installation
• Drywall installation
• Interior painting, appliances, cabinets and other final details

Project Timeline: The scope of work timeline depends on the complexity of the construction design and the agreement that the project owner reaches with the general contractor, who will hire subcontractors to accomplish different types of construction work.

Project Milestones: The scope of work milestones marks important achievements during the project as tasks are executed . Instead of referring to individual project deliverables, they describe project phases that have been completed successfully. As a project manager, you might choose the milestones that are significant for your project.

• The building envelope has been completed
• Foundation, framing, plumbing and electrical inspections have been passed
• Exterior work has been completed
• Interior work has been completed
• Project has been delivered successfully

Project Reports: The reports that you use to track the scope of work might vary, but these are essential construction project reports.

• Project status reports
• Daily construction logs
• Construction punch list

Why Is It Important to Write a Scope of Work?

Here are some of the reasons why writing a scope of work is beneficial for projects.

Defines the Project Scope

The main purpose of a scope of work is to define the scope of a project . This means defining the work that’ll be done as well as project exclusions, activities or deliverables which aren’t part of a project.

Prevents Scope Creep

Scope creep is a risk that can affect any project. It occurs when additional project tasks are added to the initial project scope during the execution of a project. These unplanned additions of work cause extra costs and derail the project schedule. Scope creep can be avoided by having a clear scope of work that establishes what will and what won’t be executed. However, changes might be made to the project scope by using a change request, another important project management document.

Sets Clear Expectations for Project Stakeholders

Without a scope of work document, project stakeholders might have unrealistic expectations about a project , such as assuming certain tasks and deliverables will be done. Therefore, it’s important for project managers and project teams to make sure there’s a scope of work that lets stakeholders know what to expect.

Scope of Work Tips

But before you get to writing, you need to make sure you follow these tips.

• Be specific : explain the terms used clearly
• Use visuals : a picture is worth a thousand words
• Get sign-offs : make sure everyone who needs to okay the work, does

It’s not that difficult, but it needs to be thorough because you don’t want to have to play catch-up with paperwork when you’re in the heat of the project.

Pro tip: The SOW is essential to the project plan and is often included as part of the overall project plan, but it can be time-consuming to write. We’ve created dozens of project management templates to help you create all your project documents. 

How to Manage Your Scope of Work With Project Management Software

It can feel overwhelming with so many tasks to keep track of, but project management software can simplify the process. In ProjectManager , you can import your spreadsheet or use one of our industry-specific templates to get you started.

A list of tasks is only a start. To bring order to that chaos, you’ll want to estimate duration by adding start and finish dates. We then automatically put your tasks on a timeline in our Gantt chart project view , so you can see the whole project in one place. Further reign in the tasks by prioritizing them, linking dependencies to prevent bottlenecks later in the project and setting milestones to break up the larger project into more manageable phases.

Collaborate at the Task Level

Tasks need people to execute them and move your project forward. You have your schedule, so onboard your team and start assigning them tasks. You can do this from any of our multiple project views. We offer collaborative tools that make teams more productive and help them work together. You can direct them with task descriptions and by attaching files to the task. Then, they can work together, commenting at the task level with other team members, who are notified by email. This is great for remote teams and even those working in the same room.

Track Progress to Stay On Time and Under Budget

Speaking of distributed teams, how can you keep track of their progress if you can’t check in on them? We solve that problem with great monitoring features, such as a real-time dashboard that shows you task progress, costs and other high-level views of the project. Our software takes status updates and automatically displays them in easy-to-read charts and graphs. You can even share them at stakeholder meetings to keep them in the loop.

For more in-depth data, we feature one-click reports that can be filtered to show just the data you’re looking for. Reports track project variance, workload and more. You’ll catch issues and resolve them quickly before they become problems that threaten to derail your project.

If you want that scope of work to be the beginning of a beautiful project, then try ProjectManager for free with our 30-day trial offer.

Video: Scope of Work Best Practices

In this video, Jennifer Bridges, PMP, shows you how to write a scope of work for project management . Follow her steps to get started or use our project plan and scope document template!

Here’s a shot of the whiteboard for your reference!

If you need a tool that can help you manage and track your scope of work document, then sign up for our software now at ProjectManager .

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What is Project 2025? The plans for Trump's second term, explained

A far-right blueprint for a second Donald Trump administration has become an increasing source of controversy, leading Trump to at least try to distance himself from it.

But what would Project 2025 actually do?

Clocking in at a staggering 920 pages, the proposal from the conservative Heritage Foundation and more than 100 like-minded groups outlines step-by-step plans to give the next president massive new powers and politicize federal agencies.

It also outlines a long wish list of conservative ideas he would pursue with those powers. Among other things, Project 2025 proposes:

•  Passing sweeping tax cuts

•  Limiting the U.S. role in NATO

•  Developing new nuclear weapons

•  Abolishing the Department of Education and the National Oceanic and Atmospheric Administration

•  Reversing the FDA’s approval of abortion pills

•  Reducing legal immigration

• Ending Head Start

• Stripping NPR and PBS of federal funding

• Outlawing pornography

While not new, the proposal has received a lot more attention in recent weeks. HBO host John Oliver dedicated a segment on his show , “Last Week Tonight,” to Project 2025, which has now been viewed 6.9 million times on YouTube alone. Black Entertainment Television Awards host Taraji P. Henson encouraged viewers to look up Project 2025 in late June. Other celebrities, such as actor Mark Hamill and singer Lizzo , have posted about it on social media. Heritage Foundation President Kevin Roberts inadvertently drew more attention when he said in an interview that the U.S. was in the process of a "second American Revolution, which will remain bloodless if the left allows it to be."

And now, there are signs that voters are responding. Searches for "Project 2025" have spiked on Google , while it has become a hot topic on Reddit, where a subreddit with more than 54,000 members is dedicated to defeating it.

This guide answers some of the biggest questions Americans have about the conservative playbook.

Has Trump endorsed Project 2025?

Trump has recently sought to distance himself from Project 2025, but he has close ties to the people behind it.

Russ Vought , who headed the Office of Management and Budget under Trump, wrote the chapter on the executive office . John McEntee , who was director of the White House Presidential Personnel Office under Trump, is a senior adviser to Project 2025. Three former Trump administration staffers — Paul Dans, Spencer Chretien and Troup Hemenway — are listed as the heads of the Project 2025 team.

The Heritage Foundation has a track record of getting Trump to support its ideas. In 2018, it claimed that Trump had carried out or embraced at least two-thirds of its ideas in his first year in office, exceeding a previous high-water mark set in President Ronald Reagan’s first year. In a 2022 keynote address at Heritage’s annual leadership conference, Trump effusively praised Roberts shortly after the latter became the group's president and said Roberts was "going to be so incredible" in his new role.

Still, Trump denies any connection.

"I know nothing about Project 2025," he wrote on his Truth Social account last week. "I have no idea who is behind it. I disagree with some of the things they’re saying and some of the things they’re saying are absolutely ridiculous and abysmal. Anything they do, I wish them luck, but I have nothing to do with them."

Notably, the former president did not say which Project 2025 proposals he opposed.

In November, the Trump campaign issued a statement saying that proposals by "various non-profit groups are certainly appreciated and can be enormously helpful" but stressing that "none of these groups or individuals speak for President Trump or his campaign."

"Unless a second term priority is articulated by President Trump himself, or is officially communicated by the campaign, it is not authorized in any way," it said.

What does Project 2025 say about federal workers?

The proposal's most dramatic shift would be to reclassify thousands of federal jobs, allowing Trump to fire career employees and replace them with his picks.

This would be the most dramatic shift in the federal workforce since the 1880s , when reformers ended the partisan "spoils system," which led to incompetence, graft and corruption within federal agencies. "Our goal is to assemble an army of aligned, vetted, trained and prepared conservatives to work on Day One to deconstruct the Administrative State," the authors say in a foreword .

Trump previously tried this move toward the end of his presidency, signing an executive order to create the new job classification — known as "Schedule F" — in October 2020. President Joe Biden repealed that order when he took office and sought to add new protections for federal workers.

Many other Project 2025 plans rely on this broad new proposed power, as they would need federal workers to sign off on implementation.

Robert Shea, who served in the Office of Management and Budget under President George W. Bush, has said that Schedule F would create " an army of suck-ups " within the federal government since if federal workers objected that a policy was unwise, impractical or even illegal, they could be fired.

What does Project 2025 say about climate change?

The proposal would roll back many current efforts to fight climate change while also promoting oil and gas. In short, the proposal calls for a “ whole-of-government unwinding ” of what it calls “the Biden Administration’s climate fanaticism.”

Project 2025 calls for ending subsidies for wind and solar power, making it easier to drill domestically for oil and natural gas and build nuclear power plants , promoting fossil fuels in the developing world , ending federal mandates and subsidies for electric vehicles and breaking up NOAA , which it says has “become one of the main drivers of the climate change alarm industry.”

One section says the Environmental Protection Agency has used “fear-based rhetoric” about “the perceived threat of climate change” by overstating its “actual harms.” Another says the secretary of energy should “oppose eyesore windmills built at taxpayer expense.”

What does Project 2025 say about immigration?

The proposal would add new restrictions on legal immigration and use various executive actions to reshape the immigration system.

Project 2025 would target the "Dreamers," people who were brought to the U.S. illegally as children and who received protection from deportation under the Obama-era Deferred Action for Childhood Arrivals program. Under Project 2025, the Department of Homeland Security would deprioritize staff work on DACA and other "unlawful programs" to the point that Dreamers would be unable to renew those protections. The proposal would take the same approach with Biden's Uniting for Ukraine program, which allows more Ukrainians to come to the U.S.

The proposal also calls for blocking federal student loans to DACA recipients, as well as state colleges that provide in-state tuition rates to Dreamers.

Project 2025 also calls for the secretary of homeland security to decline to update or expand H-2A and H-2B visas used by guest workers, restrict temporary visas given to victims of human trafficking, let Temporary Protected Status designations for countries affected by armed conflict or environmental disasters lapse and increase fees on immigration paperwork.

An analysis from the Niskanen Center, a centrist think tank, summarizes the proposals as a "meticulously orchestrated, comprehensive plan to drive immigration levels to unprecedented lows" while circumventing Congress and the courts.

What does Project 2025 say about criminal justice?

The proposal calls for a "top-to-bottom overhaul" of the Justice Department and the FBI, repeating Trump's baseless claims about the department and the bureau:

A department that has twice engaged in covert domestic election interference and propaganda operations — the Russian collusion hoax in 2016 and the Hunter Biden laptop suppression in 2020 — is a threat to the Republic. Project 2025

It proposes changing the supervision of the FBI within the Justice Department to curb its independence, a move that critics say would give the president more power over prosecutions.

It also calls for an "immediate, comprehensive review" of all active FBI investigations, ending any that are "unlawful or contrary to the national interest" and possibly issuing a public report.

It would also bar the FBI from attempting to combat "the spread of so-called misinformation and disinformation."

What does Project 2025 say about education?

The proposal calls for reducing the federal role in education policy, including eliminating the Education Department and refocusing higher education policy on job skills.

Overall, Project 2025 proposes eliminating federal education spending programs or turning them into "no-strings-attached" block grants that states could spend however they wanted. It also suggests tying federal spending directly to students, which would allow it to be used on private schools. (The proposal is vague about how exactly this would be implemented.)

One section calls for ending Head Start , a comprehensive early education program for low-income children under five that has served about 39 million children since it started in 1965.

The proposal also calls for rescinding the congressional charter of the National Education Association, the leading labor union for teachers and other educators, and conducting congressional hearings about its political activities.

In higher education, it calls for focusing more on "bolstering the workforce skills of Americans who have no interest in pursuing a four-year academic degree."

What does Project 2025 say about student loans?

The proposal calls for limiting or ending student debt forgiveness programs, turning the current government-run student loan program over to a new federal authority and tightening income-driven student loan repayments.

"The new Administration must end the practice of acting like the federal student loan portfolio is a campaign fund to curry political support and votes," it says in a criticism of Biden's student debt forgiveness measures . "The new Administration must end abuses in the loan forgiveness programs. Borrowers should be expected to repay their loans."

The proposal criticizes the expansion of income-driven repayment programs, which tie payments on federal student loans to income. It says the Education Department should phase out existing programs and consolidate them in a new plan open only to the lowest-income Americans:

If new legislation is possible, there should be no loan forgiveness, but if not, existing law would require forgiving any remaining balance after 25 years. Project 2025

What does Project 2025 say about abortion?

The proposal calls for the Food and Drug Administration to withdraw its 2000 approval of mifepristone , a widely used abortion pill that has recently become a target of anti-abortion-rights activists.

The U.S. Supreme Court recently rejected a legal challenge to the drug, arguing that a group of doctors who brought the case did not have standing to sue. Louisiana recently classified mifepristone and misoprostol, also used in medication abortions, as controlled dangerous substances .

The proposal also calls for barring sending abortion pills through the U.S. mail or by private companies like UPS and FedEx by reviving the Comstock Act, an 1873 law, a move that abortion rights supporters say would amount to a " backdoor scheme " to ban abortion.

It also proposes banning the military from spending any money to "facilitate abortion for servicemembers," creating a " pro-life task force " in the Department of Health and Human Services to "promote the life and health of women and their unborn children" and appointing a "special representative for domestic women's health."

"HHS should return to being known as the Department of Life by explicitly rejecting the notion that abortion is health care," it says.

What does Project 2025 say about LGBTQ rights?

The proposal calls for the federal government to promote heterosexual marriage and proposes new restrictions on transgender Americans.

On education policy, it would bar public educators from calling students by names other than what are listed on their birth certificates or pronouns other than their "biological sex" without written permission of their parents or guardians. It would also allow all public educators to opt out of using pronouns if they are "contrary to the employee's or contractor's religious or moral convictions."

On health policy, it calls for ending any research based on “ woke transgender activism ” at the National Institutes of Health and having the Centers for Medicare and Medicaid Services recommend that gender-reassignment surgery not be covered in state health plans.

On military policy, Project 2025 proposes banning transgender Americans and people with HIV from serving in the military , expelling any current service members with "gender dysphoria" and barring the military from spending any money on "transgender surgeries."

More broadly, the proposal calls for rescinding regulations that bar discrimination “on the basis of sexual orientation, gender identity, transgender status, and sex characteristics” and removing “divisive symbols such as the rainbow flag” from U.S. embassies as part of an effort to stop promoting “pro-LGBT initiatives” in Africa.

The proposal also calls for the federal government to "maintain a biblically based, social science-reinforced definition of marriage and family," which it defines as a "heterosexual, intact marriage:"

For the sake of child well-being, programs should affirm that children require and deserve both the love and nurturing of a mother and the play and protection of a father. project 2025

Another section calls for the secretary of health and human services to "proudly state that men and women are biological realities that are crucial to the advancement of life sciences and medical care and that married men and women are the ideal, natural family structure because all children have a right to be raised by the men and women who conceived them."

What does Project 2025 say about pornography?

The proposal calls for dramatically restricting pornography, arguing that it does not deserve First Amendment protection.

The foreword argues that pornography — which it defines to include the “transgender ideology” — is “as addictive as any illicit drug and as psychologically destructive as any crime.” ( Experts disagree about whether people can become addicted to porn the same way they get addicted to alcohol or drugs.)

Pornography should be outlawed. The people who produce and distribute it should be imprisoned. Educators and public librarians who purvey it should be classed as registered sex offenders. And telecommunications and technology firms that facilitate its spread should be shuttered. project 2025

What does Project 2025 say about nuclear weapons?

The proposal calls for a dramatic buildup of nuclear weapons, accelerating the development and production of new weapons despite current arms treaties.

Among other things, Project 2025 proposes increasing funding for new and modernized nuclear warheads, developing a new sea-launched cruise missile, buying more intercontinental ballistic missiles and preparing to test new nuclear weapons.

It also outlines transforming the U.S. role in NATO, reducing the number of U.S. troops in Europe and requiring allies to provide "the great majority of the conventional forces to deter Russia" while relying on the U.S. to provide a nuclear weapons deterrent.

The U.S. should "expand and modernize the U.S. nuclear force so that it has the size, sophistication, and tailoring to deter Russia and China simultaneously," the proposal says.

In an analysis of the proposal , the nonprofit Bulletin of the Atomic Scientists said that it "would accelerate the nuclear arms race the United States is already engaged in and encourage the expansion — or initiation — of new nuclear weapons programs in other nations around the globe."

What does Project 2025 say about NPR and PBS?

The proposal calls for ending government funding for NPR, PBS and other public broadcasters and ending their status as noncommercial education stations, which exempts them from licensing fees and allows radio stations to broadcast at certain reserved frequencies that can be heard farther away.

It notes, however, that this may not be easy.

"The President may have to use the bully pulpit, as NPR and PBS have teams of lobbyists who have convinced enough Members of Congress to save their bacon every time their taxpayer subsidies have been at risk since the Nixon era," it says.

What does Project 2025 say about taxes?

The proposal calls for dramatically simplifying the tax code in ways that would hurt lower-income earners and benefit people with higher incomes.

Currently, the U.S. has seven federal income tax brackets , with rates from 10% for taxable income up to $11,000 to 37% on income higher than $578,125 in the 2023 tax year.

As an intermediate step, Project 2025 calls for reducing that to two brackets of 15% and 30%; ending "most deductions, credits and exclusions"; and setting a cap on untaxed employee benefits. In the long term, it calls for "fundamental tax reform" that could include implementing a national sales tax or requiring a supermajority for Congress to raise taxes.

It also calls for reducing the corporate income tax rate from its current 21% rate to 18% and repealing various changes to the tax code in the Inflation Reduction Act. That bill, signed into law by Biden in 2022, included a corporate alternative minimum tax, a tax on stock buybacks and tax breaks for clean energy.

An analysis of Project 2025 in Tax Notes found that these plans would depend on whether Democrats control the House or the Senate, allowing them to block legislation.

But under unified Republican control, "Trump would likely obtain passage of a great deal of his tax and spending proposals using a single budget reconciliation bill, which, instead of needing 60 votes to block a filibuster, would need only a simple majority," it noted.

Ryan Teague Beckwith is a newsletter editor for MSNBC. He has previously worked for such outlets as TIME magazine, Bloomberg News and CQ Roll Call. He teaches journalism at Georgetown University's School of Continuing Studies.

What's Project 2025? Unpacking the Pro-Trump Plan to Overhaul US Government

For several months, we received a flood of reader inquiries asking if project 2025 was a real effort to “reshape america.” here’s the answer., nur ibrahim, aleksandra wrona, published july 3, 2024.

• Project 2025 is a conservative coalition's plan for a future Republican U.S. presidential administration. If voters elect the party's presumed nominee, Donald Trump, over Democrat Joe Biden in November 2024, the coalition hopes the new president will implement the plan immediately.
• The sweeping effort centers on a roughly 1,000-page document  that gives the executive branch more power, reverses Biden-era policies and specifies numerous department-level changes.
• People across the political spectrum fear such actions are precursors to authoritarianism and have voiced concerns over the proposal's recommendations to reverse protections for LGBTQ+ people, limit abortion access, stop federal efforts to mitigate climate change — and more.
• The Heritage Foundation — a conservative think tank operated by many of Trump's current and former political allies — is leading the initiative. President Kevin Roberts once said  the project's main goals are "institutionalizing Trumpism" and getting rid of unelected bureaucrats who he believes wield too much political influence.
• The Trump campaign's goals and proposals within Project 2025 overlap. However, the former president has attempted to distance himself from the initiative. In a July 5, 2024, post on Truth Social , he wrote: " I know nothing about Project 2025. I have no idea who is behind it. I disagree with some of the things they're saying and some of the things they're saying are absolutely ridiculous and abysmal. Anything they do, I wish them luck, but I have nothing to do with them."
• In other words, it's unknown if, or to what extent, Trump's campaign is talking to leaders of the initiative. Many political analysts and the Biden administration believe Project 2025 is a good indication of Trump's vision for a second term.

Here at Snopes, the internet's premiere fact-checking site, we believe in unbiased, fact-driven reporting to help guide people's everyday lives. And when it comes to voting in elections, we hold that responsibility high. We call out candidates' mistruths, contextualize campaign claims and pull back the curtain on efforts shaping political parties' agendas. Our hope is to give voters the knowledge they need to mark ballots without any distorted sense of reality. Below is an example of that work — a months-long analysis of an all-encompassing effort to reshape the American bureacracy following the 2024 U.S. presidential election. If you'd like to support this type of journalism,  we'd love your help .   —  Jessica Lee ,  senior assignments editor,  snopes.com

As the U.S. 2024 presidential election nears, U.S. President Joe Biden's reelection campaign has been sending foreboding emails to supporters, invoking "Trump's Project 2025" to tap into anxieties over another four years with Donald Trump in the White House and to raise campaign money.

According to some of the emails, "Project 2025" calls for proposals that would separate "mothers away from their children," a reference to border policies during Trump's administration, or result in "higher housing costs and rampant discrimination."

The Biden campaign is not alone in its concern over the policy initiative. Critics including legal experts and former government employees have described Project 2025 as a precursor to authoritarianism — albeit a difficult one to implement — and a wave of social media  posts  are expressing  fear over the initiative, calling it a " fascist " and " extremist " plan for Trump to " reshape America." Numerous reports have also called this conservative effort to reshape the government unprecedented in its scale. 

But what exactly is Project 2025? Are the messages from critics rooted in fact or fear-mongering? What should people know about the alleged policy plan? Over the past year, Snopes has received a flood of inquiries from readers asking if Project 2025 was real and what it entails, and if American politicians plan to implement it.

Under the leadership of the Heritage Foundation, a conservative think tank, Project 2025 is indeed a real, all-encompassing initiative to transform the American bureaucracy if, or when, a conservative president takes over the White House. Project leaders are hoping to put it into motion as early as November 2024 if voters elect former President Donald Trump. 

Politico once described the policy initiative as an effort to make a "MAGA" conservative government by reshaping how federal employees work, and the  creators themselves have framed it as a push to institutionalize " Trumpism " —  that is,  Trump's political agenda — at every level of federal government. On Truth Social, a Trump-owned social media platform, users have described it as a return to "constitutional" values.

In June 2024, House Democrats launched a task force to make plans for a potential future in which Project 2025's recommendations could become reality.

The growing interest in Project 2025 coincided with the progression of Trump's presidential campaign. A  June 2024  NPR/PBS News/Marist poll found the presidential race to be extremely tight, with Biden and Trump almost tied, echoing a months-long trend of national surveys. ( Historically , polls at this stage of campaigns are not indicative of actual election outcomes.)

Leaders and supporters of the initiative declined to be interviewed for this story or did not respond to Snopes' inquiries.

What is Project 2025?

Project 2025 has four parts, according to its website : 

• A roughly 1,000-page document titled " Mandate for Leadership 2025: The Conservative Promise ."  That report details supporters' proposals for federal departments, as well as their overall agenda for a conservative government.
• A purported transition plan for federal departments. Project 2025 leaders say they have a 180-day transition plan for each federal agency to quickly adapt to a Trump presidency should he win in November. As of this writing, the contents of that plan were unknown.
• A new database that aims to fill federal jobs with conservative voices. Spencer Chretien, associate director of Project 2025, once called the online system to screen potential new hires the " conservative LinkedIn ." It's currently active on the Project's website.
• A new system to train potential political appointees . Called the " Presidential Administration Academy ," the system aims to teach skills for "advancing conservative ideas" as soon as new hires join the administration. The lessons touch on everything from budget-making to media relations and currently consist of 30- to 90-minute online sessions. Project 2025 leaders say they will host in-person sessions as the election nears. 

There's reportedly another facet to Project 2025 that's not detailed on its website: an effort to draft executive orders for the new president. According to a November 2023 report by The Washington Post that cites anonymous sources, Jeffrey Clark (a former Trump official who sought to use the Justice Department to help Trump's efforts to overturn 2020 election results) is leading that work, and the alleged draft executive orders involve the Insurrection Act — a law last updated in 1871 that allows the president to deploy the military for domestic law enforcement. Speaking to the Post, a Heritage spokesperson denied that accusation. (We were unable to independently corroborate The Washington Post's reporting due to its anonymous sourcing and our unsuccessful attempts to interview members of The Heritage Foundation.)

While many of Project 2025's proposals simply need the president's executive order to become reality, others would need Congressional approval, even as the Project seeks to expand presidential authority. In other words, lawmakers would need to write and approve legislation that details the changes to the government's existing structure, or establishes new systems. Come November, voters will choose who will fill  435 seats in the Republican-led House and 34 positions  in the Senate.

Key Points of The Roughly 1,000-Page Document

Speaking to Politico , Russell Vought, who served as the director of the Office of Management and Budget under Trump and is now a leading adviser for Project 2025, once described the effort as "more systematic than it is just about Trump," adding, "We have to be thinking mechanically about how to take these institutions over" in reference to federal departments.

Project 2025's document lays out in great detail how supporters want to do that. As of early June 2024, about 855,000 people had downloaded the document, The New York Times reported . 

Among its numerous recommendations, it calls for the following (in no particular order):

• Changing how the FBI operates. According to the plan, the agency is "completely out of control," and the next conservative administration should restore its reputation by stopping investigations that are supposedly "unlawful or contrary to the national interest." Also, the document calls for legislation that would eliminate term limits for the FBI's director and require that person to answer to the president. 
• Eliminating the Department of Education. The plan explicitly proposes, "Federal education policy should be limited and, ultimately, the federal Department of Education should be eliminated." The report also calls for bans on so-called " critical race theory" (CRT) and "gender ideology" lessons in public schools, asking for legislation that would require educators who share such material to register as sex offenders and be imprisoned. 
• Defunding the Department of Justice. Additionally, the document proposes prosecuting federal election-related charges as criminal, not civil, cases. Otherwise, the document says, "[Voter] registration fraud and unlawful ballot correction will remain federal election offenses that are never appropriately investigated and prosecuted." 
• Reversing Biden-era policies attempting to reduce climate change. The document's authors call for increasing the country's reliance on fossil fuels and withdrawing from efforts to address the climate crisis — such as "offices, programs, and directives designed to advance the Paris Climate Agreement ." 
• Stopping cybersecurity efforts to combat mis- and disinformation. The document recommends the Cybersecurity and Infrastructure Security Agency to stop its efforts to curtail online propaganda campaigns, arguing the federal government should not make judgment calls on what's true and what isn't.
• Changing immigration policies. Authors want the federal government to deprioritize DACA (Deferred Action for Childhood Arrivals), the program that temporarily delays the deportation of immigrants without documentation who came to the U.S. as children; phase out temporary work-visa programs that allow seasonal employers to hire foreign workers; impose financial punishments on so-called "sanctuary cities" that do not follow federal immigration laws, and divert tax dollars toward security at America's border with Mexico. (While the Biden campaign claims Project 2025 calls for "ripping mothers away from their children" at the border, there's no explicit mention of separating families. Rather, it calls for stronger enforcement of laws governing the detainment of immigrants with criminal records and restricting an existing program that tracks people in deportation proceedings instead of incarcerating them. In some cases, those changes could possibly play a role in border control agents detaining a parent while their child continues with immigration proceedings.)
• Restricting access to abortion. The plan wants the Centers for Disease Control and Prevention (CDC) to stop promoting abortion as health care. Additionally, Project 2025 recommends the Federal Drug Administration (FDA) to stop promoting, and approving, requests for manufacturing abortion pills. "Alternative options to abortion, especially adoption, should receive federal and state support," the document states.
• Removing LGBTQ+ protections. The plan calls for abolishing the Gender Policy Council , a Biden-created department within the White House that aims to "advance equity in government policy for those who face discrimination." Also, the proposal wants the federal government to remove terms such as "sexual orientation" and "gender identity" from records and policies, as well as rescind policies that prohibit discrimination on the basis of "sexual orientation, gender identity, transgender status, and sex characteristics."
• Cutting ties completely with China. For instance, the document advocates for restricting people's access to TikTok because of its China-based parent company; prohibiting Confucius Institutes, cultural institutions at colleges and universities funded by the Chinese government, and blocking other Chinese entities from partnering with U.S. companies. 
• Reversing protections against discrimination in housing. The Biden campaign emails reference a portion of the document that calls for repealing a decades-old policy—strengthened under Biden—that attempts to prevent discrimination and reduce racial disparities in housing. Project 2025 also recommends making it easier to sell off homes used for public housing — a benefit to real estate developers — but result in fewer cheap housing options for poor and low-income families. 

Here's a PDF of the full report :

(www.project2025.org)

Changing Federal Job Classifications 

To execute the above-listed objectives, the roughly 1,000-page document calls for a federal government operated by political appointees equipped to "carry out the President's desires." 

Put another way, Roberts, president of the Heritage Foundation, said in a July 2023 interview with The New York Times that Project 2025 leaders want to dismantle independent federal agencies that do not answer to the president. Then, they want to fill positions with people who subscribe to conservative politics — including jobs that are currently merit-based hires, not politically appointed.

Under the current system, the federal government's administrative sector is made up of two employee groups: political appointees and career civil servants. When a new administration takes over the Oval Office, it selects similarly minded people to fill high-ranking positions (political appointees), and those people leave the jobs when a new president takes over. According to the Brookings Institution , a public policy think tank, around 4,000 political appointees run the executive branch.

Meanwhile, tens of thousands of positions that run day-to-day operations are hired through a merit-based system — that is, a hiring process that is designed to prioritize applicants' specialized expertise or experience , not their personal beliefs or affiliations. Those people are career civil servants. 

Project 2025 proposes turning up to 50,000 career civil servant jobs into politically appointed positions. 

To do that, Project 2025 wants the president to reissue Schedule F, a Trump-era executive order that Biden rescinded when he became president. Generally speaking, the order would recategorize career civil servants into at-will employees, giving higher-level workers the ability to terminate employment for any reason without warning and fill those jobs with new people.

Additionally, Project 2025 recommends revamping the existing appeals process for employee dismissals, arguing the current system prevents managers from firing or hiring the right employees. 

The plan also proposes a freeze on hiring top-career civil service positions at the beginning of the administration. By doing so, the plan argues, the new administration will prevent today's administration's leaders (later on "outgoing" political appointees) from "burrowing-in"— that is, hiring left-leaning career bureaucrats across federal agencies for the purpose of undermining the next president. 

Keeping Track of Potential Employees' Opinions

In addition to expanding government leaders' abilities to hire and fire at will, Project 2025 calls for a new federal database to gather information on potential new hires. The database contains people's answers to questions on social issues , such as abortion and immigration, allowing for department leaders to easily fill job vacancies with applicants who lean conservative.

"Our current executive branch was conceived of by liberals for the purpose of promulgating liberal policies," John  McEntee , who is leading Project 2025's personnel database project, told The New York Times in mid-2023, citing then-U.S. President Franklin Delano Roosevelt's (who was a Democrat) 1930s New Deal as the last major reorientation of the government. "There is no way to make the existing structure function in a conservative manner. It's not enough to get the personnel right. What's necessary is a complete system overhaul." 

By submitting resumes and answering questionnaires , applicants sign up to be vetted by Project 2025 leaders. According to the questionnaire , participants answer whether they "agree" or "disagree" with statements such as, "Life has a right to legal protection from conception to natural death," and "The U.S. should increase legal immigration."

If the participants pass that screening, Project 2025 intends to recommend them to department leaders for hiring. (We are unable to determine what would happen with applicants' data if Trump does not win the 2024 election, or if his potential administration does not want to use it.)

Project 2025 leaders partnered with technology company Oracle to set up the system, according to The New York Times . Several thousand potential recruits had applied, as of April 2023. 

Former presidents have established similar systems, including Barack Obama, according to Kevin Kosar, a senior fellow at the American Enterprise Institute, a center-right public policy think tank. "They [The Obama administration] created a massive online jobs bank , where you could apply."

Also, during Obama's first term (January 2009 - January 2017), his administration required extensive vetting of applicants for high-ranking, politically appointed positions. Like Project 2025's program, that process included a questionnaire. That form asked participants to elaborate on past public statements, social media posts and potential conflicts of interests, as well as share things about their personal lives , like whether they own guns. (We found no evidence of the Obama administration circulating a similar questionnaire during his second term.)

Asked about that Obama-era questionnaire, a Biden aide said it was not comparable to Project 2025's system. The latter was a "loyalty test" to Trump, the aide said, while Obama's survey was more of a background check.

Trump Hasn't Publicly Endorsed Project 2025

Many former Trump administration members and current allies are working on the initiative. 

For example, the Center for Renewing America (CRA) — a think tank that formed in 2021 with ties to Trump through its founder, Russell Vought — is a "coalition partner." Vought was the director of the Office of Management and Budget when Trump was president. Should Project 2025 be a part of the next presidential administration, Vought will be in charge of implementing  its proposals, according to Politico. (In November 2023, The Washington Post reported he was in regular contact with Trump and could be a candidate for a high-ranking position in his potential future administration.) Also, Vought is policy director for the 2024 Republican National Convention's Platform Committee.

Reportedly , some people affiliated with Project 2025 are assisting Trump's reelection campaign behind the scenes.

(The groups that conceptualized, or are currently pushing, Project 2025 include a number of former Trump administration members and current allies.)

However, in terms of public-facing actions, Trump hasn't officially connected himself to the initiative. In speeches at campaign rallies and interviews, he hasn't mentioned Project 2025, and, on July 5, 2024 , he attempted to publicly distance himself by posting on Truth Social (his social media site):

I know nothing about Project 2025. I have no idea who is behind it. I disagree with some of the things they're saying and some of the things they're saying are absolutely ridiculous and abysmal. Anything they do, I wish them luck, but I have nothing to do with them.

Trump's campaign is at the very least aware of the initiative. Campaign officials once told Politico Project 2025's goals to restructure government, which are outlined in a publicly available document , indeed align with Trump's campaign promises.

But in a November 2023 statement, the Trump campaign said: "The efforts by various non-profit groups are certainly appreciated and can be enormously helpful. However, none of these groups or individuals speak for President Trump or his campaign." Without naming Project 2025, they said all policy statements from "external allies" are just "recommendations."

Concurrently, in an interview with the conservative outlet The Daily Wire , a Project 2025 representative said the Trump campaign and Project are separate "for now."  McEntee , a former Trump staffer and leader of Project 2025's personnel database project, said : 

I think the candidate and the campaign need to keep their eye on the ball. They need to be totally focused on winning. We're totally focused on what happens after [...] Obviously, there will need to be coordination and the president and his team will announce an official transition this summer, and we're gonna integrate a lot of our work with them. 

That said, given overlap between Project 2025's proposals and the Trump campaign's agenda , political analysts and the Biden campaign believe the coalition's effort is a good indication of Trump's vision for a second term. Among the similarities are proposals to change how the administration fills tens of thousands of government jobs and overhaul  the DOJ. According to The Heritage Foundation's own reporting, Trump adopted and seriously considered about two-thirds of the organization's policy prescriptions in 2018, for example.

In an interview with Snopes, James Singer, a Biden campaign spokesperson, said:

Project 2025 is the extreme policy and personnel playbook for Trump's second term that should scare the hell out of any American voter. The Trump team's pathetic denials fall flat when Project 2025 staff and leadership are saying they are connected to the Trump team, leading the RNC policy platform and part of Trump's debate prep, campaign, and inner circle.

But the extent to which Project 2025 leaders and Trump campaign officials are communicating is unclear. According to Kosar, at the American Enterprise Institute, no one outside of the two circles knows how closely they're working together. "[What] is the level of coordination? We have no idea." 

From the view of Cecilia Esterline, an immigration research analyst at the Niskanen Center, a think tank  with libertarian-right roots, Project 2025 is a good indicator of Trump's plans for a potential second term. "Given the people involved putting their names on this and the author portions of this report, and the success of [past] implementation, it's a good indicator of where Trump is at."

The Forces Behind Project 2025

Heritage Foundation President Kevin Roberts launched Project 2025 in April 2022, a few months before Trump officially announced his reelection campaign.

Since then, the number of groups backing the initiative has grown. As of now, Project 2025's advisory board and so-called "coalition partners" include: the Conservative Partnership Institute (CPI), a nonprofit that aims to connect conservative applicants to congressional jobs and is led by Trump's former chief of staff, Mark Meadows; Turning Point USA, a far-right student advocacy group that is led by Charlie Kirk; America First Legal , a legal advocacy group that supports conservative-backed lawsuits and is led by Trump stalwart Stephen Miller. (According to a June 2024 Politico report, Miller was part of private meetings with Trump to help him prepare for upcoming televised debates against Biden.) 

Furthermore, in May 2024, Reuters interviewed what the news outlet described as unnamed Trump allies working on a plan to restructure the Department of Justice (DOJ) and fill currently nonpartisan jobs there with people who identify as conservatives. While the allies group wasn't named, Reuters reported it was tied to Project 2025. 

Lastly, many authors of the roughly 1,000-page document outlining Project 2025's policy proposals have connections to Trump. They include Ben Carson , William Perry Pendley , Jonathan Berry , Diana Furchtgott-Roth , Rick Dearborn , Adam Candeub , Ken Cuccinelli , Mandy Gunasekara , Dennis Dean Kirk , Gene Hamilton , Christopher Miller , Bernard L. McNamee , Mora Namdar , Peter Navarro , Roger Severino , Paul Dans , Kevin Roberts , among others. 

These Types of Pre-Election Efforts Aren't Uncommon

In the months or years before U.S. presidential elections, it's routine for nonprofit research groups to prepare plans for a potential presidential transition, according to Landon Storrs, a political history professor at the University of Iowa. 

And, according to Kosar, numerous think tanks want Trump's ear as he plans his potential return to the White House. "Whenever there is a new executive coming into the White House, [many] groups are trying to get in there."

According to the Heritage Foundation's website , the organization mostly operates on individual donations and does not take money from the government. However, how exactly it divvies up its money for Project 2025 was unclear. The New York Times reported Project 2025 was a $22 million operation.

Project 2025 authors built their proposals on an idea popular during former President Ronald Reagan's time: the "unitary executive theory." That's the belief that Article II of the U.S. Constitution gives the president complete power over the federal bureaucracy and all levels of government report to him. 

In 1980, the Heritage Foundation developed similar policy prescriptions for Reagan, who was a presidential candidate at the time. Some of the organization's recommendations aligned with Reagan's campaign promises , and, when he later assumed office, he put the ideas to action. Heritage once described its effort as putting "the conservative movement and Reagan on the same page."

However, according to Politico , the present-day initiative by the Heritage Foundation was more "ambitious" than any other such proposal. The New York Times  said Project 2025 was operating at "a scale never attempted before in conservative politics." Its efforts are a contrast to the 1930s Democrat-led New Deal under then-U.S. President Roosevelt, which gave the federal government an unprecedented role in social and economic affairs on the belief that it would get the country out of the Great Depression.

Critics' Logistical Concerns, Worries

If some of Project 2025's ideas turn into formal policy recommendations or laws, experts in government and history have concerns over how they could be implemented. Such drastic changes would come with big logistical hurdles and have a ripple effect on agencies overseeing day-to-day governance, several such experts said. 

For example, Project 2025's proposal to reclassify tens of thousands of federal workers' positions — that is, change career bureaucrats into jobs that can be politically appointed — would have widespread effects, according to Storrs, of the University of Iowa. She said:

When [Project 2025's] intention is to install officials based on their loyalty to the president rather than on their qualifications, [the result] is even more damaging to effective administration. [...] The President already has authority over who heads the agencies. But below them, people are simply trying to collect taxes, get social security checks out — there is a lot that shouldn't be disrupted.

Kosar, of the American Enterprise Institute, expressed concern over skills required for jobs that aren't currently appointed. "These positions have a serious degree of expertise attached. You can't just plug in a private sector businessman into the department of transportation. It's going to be a challenge to match the people and the competencies and the expertise." 

Esterline, the Niskanen Center analyst, said with presidential administrations changing every four to eight years, government agencies rely on the expertise of continually employed civil servants — employees with institutional knowledge — to make the transitions as smooth as possible. "[If] we suddenly disrupt that balance of political appointees to civil servants, it will be a much rougher transition." 

Among other aspects of Project 2025, Esterline is attempting to raise the alarm on its prescriptions for specific regulatory changes. "[Project 2025] is a meticulous outline of how they will crumple the system simultaneously through minute changes."

Meanwhile, some former government officials are particularly concerned about the initiative's plans for the DOJ and FBI. For instance, in an interview for The Guardian , Michael Bromwich, a former DOJ inspector general, said the proposals to turn the departments into "instruments" to fulfill Trump's political agenda "should send shivers down the spine of anyone who cares about the rule of law."

Overall, critics including legal experts and former government employees have zeroed in on Project 2025's goal to give the executive branch more power, describing it as a precursor to authoritarianism.

However, the initiative's push to increase executive power may be part of a deeper trend in American politics, Peter Strauss, a professor at Columbia Law School, said in a  lecture  on Faculti, a research video platform. He said momentum to increase executive authority has been steadily increasing over many presidential administrations: 

We have seen in the United States a steadily expanding presidential claim of authority to control not only tenure but also ordinary acts of government. This has been happening at least since the presidency of Ronald Reagan and it reached a peak with President Trump and his first term, and he's promised that he's going back there. 

Our Reporting

For this report, we repeatedly tried to interview representatives of the Heritage Foundation — the conservative think tank that conceptualized Project 2025 — as well as the Trump campaign and other supporters of the effort. All either declined to be interviewed or did not respond to our inquiries. 

For example, we reached out to dozens of groups on Project 2025's advisory board — a collection of groups under the Heritage Foundation's oversight that have co-signed the effort, given feedback on its proposals or promoted it to government officials. The groups include Center for Renewing America , Turning Point USA , The American Conservative , and  American Cornerstone Institute . We asked the organizations about the nature of their involvement in the initiative, proposals they support, and more. As of this writing, none has responded.

After we initially reached out to the Heritage Foundation for this story, a spokesperson responded asking for more specifics on our reporting. We responded with key points, including requests to comment on project leaders' communication with former U.S. President Donald Trump, concerns from legal experts about the initiative's proposed changes and general criticism. The Heritage Foundation did not respond to that message. Later, after informing the organization of our writing deadline, a spokesperson said no one was available.

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Palma, Bethania. "What Is Critical Race Theory and Why Are Some People So Mad at It?" Snopes, 27 May 2021, https://www.snopes.com//news/2021/05/27/what-is-critical-race-theory/. Accessed 21 June 2024.

"President Franklin Delano Roosevelt and the New Deal | Great Depression and World War II, 1929-1945." Library of Congress. https://www.loc.gov/classroom-materials/united-states-history-primary-source-timeline/great-depression-and-world-war-ii-1929-1945/franklin-delano-roosevelt-and-the-new-deal/. Accessed 27 June 2024.

"Project 2025 Reaches 100 Coalition Partners, Continues to Grow in Preparation for Next President." The Heritage Foundation, https://www.heritage.org/press/project-2025-reaches-100-coalition-partners-continues-grow-preparation-next-president. Accessed 20 June 2024.

"Project 2025 Advisor Says the Initiative Will 'Integrate a Lot of Our Work' with the Trump Campaign Later This Year." Media Matters for America, 22 Apr. 2024, https://www.mediamatters.org/project-2025/project-2025-advisor-says-initiative-will-integrate-lot-our-work-trump-campaign-later. Accessed 21 June 2024.

"RNC, TRUMP CAMPAIGN ANNOUNCE LEADERSHIP FOR 2024 REPUBLICAN NATIONAL CONVENTION'S PLATFORM COMMITTEE." GOP.Com, 15 May 2024, gop.com/press-release/rnc-trump-campaign-announce-leadership-for-2024-republican-national-conventions-platform-committee/. Accessed 21 June 2024.

"Senior Executive Service." Ballotpedia, https://ballotpedia.org/Senior_Executive_Service. Accessed 21 June 2024.

Shortis, Emma. "Friday Essay: Project 2025, the Policy Substance behind Trump's Showmanship, Reveals a Radical Plan to Reshape the World." The Conversation, 25 Apr. 2024, http://theconversation.com/friday-essay-project-2025-the-policy-substance-behind-trumps-showmanship-reveals-a-radical-plan-to-reshape-the-world-227161. Accessed 21 June 2024.

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Stone, Peter. "A Far-Right US Youth Group Is Ramping up Its Movement to Back Election Deniers." The Guardian, 2 Mar. 2024. The Guardian, https://www.theguardian.com/us-news/2024/mar/02/far-right-youth-group-turning-point-charlie-kirk. Accessed 21 June 2024.

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Stone, Peter. "'Openly Authoritarian Campaign': Trump's Threats of Revenge Fuel Alarm." The Guardian, 22 Nov. 2023. The Guardian, Nov. 22, 2023. https://www.theguardian.com/us-news/2023/nov/22/trump-revenge-game-plan-alarm. Accessed 21 June 2024.

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Stracqualursi, Veronica and Gabby Orr, Kristen Holmes. "Former President Donald Trump Announces a White House Bid for 2024." CNN, 16 Nov. 2022, https://www.cnn.com/2022/11/15/politics/trump-2024-presidential-bid/index.html. Accessed 21 June 2024.

Swan, Jonathan, et al. "Trump and Allies Forge Plans to Increase Presidential Power in 2025." The New York Times, 17 July 2023. NYTimes.com, https://www.nytimes.com/2023/07/17/us/politics/trump-plans-2025.html. Accessed 21 June 2024.

Swan, Jonathan, and Maggie Haberman. "Heritage Foundation Makes Plans to Staff Next G.O.P. Administration." The New York Times, 20 Apr. 2023. NYTimes.com, https://www.nytimes.com/2023/04/20/us/politics/republican-president-2024-heritage-foundation.html. Accessed 21 June 2024.

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July 5, 2024: This post was updated to include Trump's July 5, 2024, post on Truth Social.

By Nur Ibrahim

Nur Nasreen Ibrahim is a reporter with experience working in television, international news coverage, fact checking, and creative writing.

By Aleksandra Wrona

Aleksandra Wrona is a reporting fellow for Snopes, based in the Warsaw area.

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FREE RESOURCE: The People's Guide to Project 2025

The People’s Guide to Project 2025

Project 2025 is among the most profound threats to the American people.

We read Project 2025’s entire 900+ page “Mandate for Leadership” so that you don’t have to.

What we discovered was a systemic, ruthless plan to undermine the quality of life of millions of Americans, remove critical protections and dismantle programs for communities across the nation, and prioritize special interests and ideological extremism over people.

From attacking overtime pay, student loans, and reproductive rights, to allowing more discrimination, pollution, and price gouging, those behind Project 2025 are preparing to go to incredible lengths to create a country only for some, not for all of us.

If these plans are enacted, which Project 2025’s authors claim can happen without congressional approval, 4.3 million people could lose overtime protections, 40 million people could have their food assistance reduced, 220,000 American jobs could be lost, and much, much, more. The stakes are higher than ever for democracy and for people.

These threats aren’t hypothetical. These are their real plans.

The Heritage Foundation and the 100+ organizations that make up the Project 2025 Advisory Board have mapped out exactly how they will achieve their extreme ends. They aim to try and carry out many of the most troubling proposals through an anti-democratic president and political loyalists installed in the executive branch, without waiting for congressional action. And, while many of these plans are unlawful, winning in court is not guaranteed given that the same far-right movement that is behind Project 2025 has shaped our current court system.

To combat the threats posed by Project 2025, we have to first understand them.

What follows are some of the most dangerous proposals that make up Project 2025, specifically those that they plan to implement through federal agencies and a far-right executive branch.

The majority of Americans share the same values and priorities, but Project 2025 wants to push an extreme, out-of-touch agenda on all of us . By reading this guide and sharing it, we can begin to address these threats and go on offense towards building a bold, inclusive democracy for all people.

Download PDF

What is Project 2025?

The Project 2025 Presidential Transition Project is a well-funded (eight-figure) effort of the Heritage Foundation and more than 100 organizations to enable a future anti-democratic presidential administration to take swift, far-right action that would cut wages for working people, dismantle social safety net programs, reverse decades of progress for civil rights, redefine the way our society operates, and undermine our economy.

A central pillar of Project 2025 is the “Mandate for Leadership,” a 900+ page policy playbook authored by former Trump administration officials and other extremists that provides a radical vision for our nation and a roadmap to implement it.

Project 2025 Snapshot

Proposals from Project 2025, discussed in detail throughout this guide, that they claim could be implemented through executive branch action alone — so without new legislation — include:

• Cut overtime protections for 4.3 million workers
• Stop efforts to lower prescription drug prices
• Limit access to food assistance, which an average of more than 40 million people in 21.6 million households rely on monthly
• Eliminate the Head Start early education program, which serves over 1 million children annually
• Cut American Rescue Plan (ARP) programs that have created or saved 220,000 jobs
• Restrict access to medication abortion
• Push more of the 33 million people enrolled in Medicare towards Medicare Advantage and other worse, private options
• Expose the 368,000 children in foster care to risk of increased discrimination
• Deny students in 25 states and Washington, D.C. access to student loans because their state provides in-state tuition to undocumented immigrants
• Roll back civil rights protections across multiple fronts, including cutting diversity, equity, and inclusion-related (DEI) programs and LGBTQ+ rights in health care, education, and workplaces

Explore Project 2025's Plans:

Cut wages, create unsafe workplaces, and destabilize our economy.

Project 2025 would enable corporations to cut overtime pay, relax worker safety rules, allow workplace discrimination, and more.

Make It Harder for Americans to Make Ends Meet

A strong democracy is one where people have the resources they need to thrive, not worry about how they will make ends meet. Project 2025 proposals would only make daily life harder for people – with fewer people able to access food assistance and affordable early education, less support for veterans with disabilities, and cuts to support for farmers.

Restrict Reproductive Rights and Access to Health Care

Despite the majority of Americans supporting comprehensive health care and reproductive freedom, Project 2025 would prefer a far different reality. Their attacks would undermine Medicare, keep prescription drug prices high, and restrict access to reproductive care.

Enable Discrimination Across Society

Threatened by decades of progress in advancing civil rights and equality for all, the authors of Project 2025 want to create a country that allows for more discrimination where we live, study, work, and play — and roll back hard-fought victories by our movements for progress.

Set Polluters Loose and Undo Climate Action

We’ve waited decades for meaningful and robust federal action to combat climate change and protect people from the harms of pollution. Project 2025 couldn’t care less about these threats — and now they want to destroy our hard-fought gains.

Make Education Unaffordable and Unwelcoming

Our public schools are foundational to our democracy. When special interests undermine public schools, they undermine the ability of students from all backgrounds to learn, feel safe in their community, and develop skills and knowledge that enable students to thrive. If Project 2025 has their way, our public schools could be stripped of funding, protections for students, and high-quality curricula.

Undermine Government’s Ability to Deliver for People

Civil servants are federal employees who work and live in all 50 states — the more than 2 million people who keep our air clean, water safe, consumers protected, and mail delivered. Attacks on the nation’s civil service are attacks on the government’s ability to work for the people.

The threats from Project 2025 do not end here.

This  People’s Guide only begins to catalog the people and communities who would be harmed if a future presidential administration began to implement Project 2025’s proposals. Businesses and industry across the country could be harmed not just from the lack of data collection discussed above, but also from proposals to politicize the Federal Reserve or to restrict free trade. Our country’s national security itself, too, is threatened by proposals to concentrate military decisionmaking, further undermine our intelligence agencies, or promote isolationist policies.

We continue to analyze these policies and their harms to people, and expect to release updated versions of the  People’s Guide  with reports on the threats that would make it harder to run a business, put our security at risk, and more. Click here to sign up to receive the updated reports directly in your inbox.

We cannot let Project 2025 write the next chapter of our nation’s story.

To learn more about how we can confront the threats presented in this guide head-on and begin to build a bold, vibrant democracy for all people, visit  democracyforward.org/join-2025 .

Our three pillars to advance a bold, vibrant democracy for all people:

Defending democracy and policies that propel progress through public education, regulatory and legal support.

Disrupting unlawful, regressive, and anti-democratic activity through litigation, investigations, and public education.

Building coalitions, supporting communities, and creating a more democratic and just future through the law.

Join us in this generational fight for people and democracy.

Counter project 2025 today..

Project 2025 is a radical playbook that presents a profound threat to the American people, our freedoms, and our democracy. Join us to expose this effort by far-right extremists and fight back.

Sign up below and we will provide you opportunities to learn more, use your voice and expertise, and counter any efforts to implement Project 2025 if necessary.

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Biden assails Project 2025, a plan to transform government, and Trump’s claim to be unaware of it

FILE - Republican presidential candidate former President Donald Trump speaks at a campaign rally, June 22, 2024, in Philadelphia. Trump is seeking to distance himself from a plan for a massive overhaul of the federal government drafted by some of his administration officials. Some of these men are expected to take high-level roles if the Republican presumptive nominee is elected back into the White House. Trump is saying on Truth Social that he “knew nothing about Project 2025.” (AP Photo/Chris Szagola, File)

FILE - Kevin Roberts, president of The Heritage Foundation, speaks in Washington, April 12, 2023. Former President Donald Trump is seeking to distance himself from a plan for a massive overhaul of the federal government drafted by some of his administration officials. Some of these men are expected to take high-level roles if Trump is elected back into the White House. Roberts said that Republicans are “in the process of taking this country back” when he spoke Tuesday, July 2, 2024, on Steve Bannon’s “War Room” podcast. (AP Photo/J. Scott Applewhite)

FILE - Paul Dans, director of Project 2025 at the Heritage Foundation, speaks at the National Religious Broadcasters convention, Feb. 22, 2024, in Nashville, Tenn. Former President Donald Trump is seeking to distance himself from a plan for a massive overhaul of the federal government drafted by some of his administration officials, including Dans. Some of these men are expected to take high-level roles if the Republican presumptive nominee is elected back into the White House. Trump is saying on Truth Social that he “knew nothing about Project 2025.” (AP Photo/George Walker IV, File)

FILE - Acting director of Office of Management and Budget Russ Vought listens during a television interview at the White House, Oct. 21, 2019, in Washington. Former President Donald Trump is seeking to distance himself from a plan for a massive overhaul of the federal government drafted by some of his administration officials, including Vought. Some of these men are expected to take high-level roles if the Republican presumptive nominee is elected back into the White House. Trump is saying on Truth Social that he “knew nothing about Project 2025.” (AP Photo/Alex Brandon, File)

FILE - Director of the Presidential Personnel Office John McEntee is seen on the South Lawn of the White House, Aug. 27, 2020, in Washington. Former President Donald Trump is seeking to distance himself from a plan for a massive overhaul of the federal government drafted by some of his administration officials, including McEntee. Some of these men are expected to take high-level roles if the Republican presumptive nominee is elected back into the White House. Trump is saying on Truth Social that he “knew nothing about Project 2025.” (AP Photo/Evan Vucci, File)

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MIAMI (AP) — Donald Trump has distanced himself from Project 2025, a massive proposed overhaul of the federal government drafted by longtime allies and former officials in his administration, days after the head of the think tank responsible for the program suggested there would be a second American Revolution.

“I know nothing about Project 2025,” Trump posted on his social media website. “I have no idea who is behind it. I disagree with some of the things they’re saying and some of the things they’re saying are absolutely ridiculous and abysmal. Anything they do, I wish them luck, but I have nothing to do with them.”

The 922-page plan outlines a dramatic expansion of presidential power and a plan to fire as many as 50,000 government workers to replace them with Trump loyalists. President Joe Biden’s reelection campaign has worked to draw more attention to the agenda, particularly as Biden tries to keep fellow Democrats on board after his disastrous debate.

“He’s trying to hide his connections to his allies’ extreme Project 2025 agenda,” Biden said of Trump in a statement released by his campaign Saturday. “The only problem? It was written for him, by those closest to him. Project 2025 should scare every single American.”

Trump has outlined his own plans to remake the government if he wins a second term, including staging the largest deportation operation in U.S. history and imposing tariffs on potentially all imports. His campaign has previously warned outside allies not to presume to speak for the former president and suggested their transition-in-waiting efforts were unhelpful.

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Heritage Foundation President Kevin Roberts said on Steve Bannon’s “War Room” podcast Tuesday that Republicans are “in the process of taking this country back.” Former U.S. Rep. Dave Brat of Virginia hosted the show for Bannon, who is serving a four-month prison term.

“We are in the process of the second American Revolution, which will remain bloodless if the left allows it to be,” Roberts said.

Those comments were widely circulated online and assailed by Biden’s campaign, which accused Trump and his allies of “dreaming of a violent revolution to destroy the very idea of America.”

Some of the people involved in Project 2025 are former senior administration officials. The project’s director is Paul Dans, who served as chief of staff at the U.S. Office of Personnel Management under Trump. Trump’s campaign spokeswoman Karoline Leavitt was featured in one of Project 2025’s videos.

John McEntee, a former director of the White House Presidential Personnel Office in the Trump administration, is a senior adviser. McEntee told the conservative news site The Daily Wire earlier this year that Project 2025’s team would integrate a lot of its work with the campaign after the summer when Trump would announce his transition team.

Trump’s comments on Project 2025 come before the Republican Party’s meetings this coming week to begin to draft its party platform.

Project 2025 has been preparing its own 180-day agenda for the next administration that it plans to share privately, rather than as part of its public-facing book of priorities for a Republican president. A key Trump ally, Russ Vought, who contributed to Project 2025 and is drafting this final pillar, is also on the Republican National Committee’s platform writing committee.

Project 2025 said in a statement it not tied to a specific candidate or campaign.

“We are a coalition of more than 110 conservative groups advocating policy and personnel recommendations for the next conservative president,” it said. “But it is ultimately up to that president, who we believe will be President Trump, to decide which recommendations to implement.”

A Biden campaign spokesperson said Project 2025 staff members are also leading the Republican policy platform. “Project 2025 is the extreme policy and personnel playbook for Trump’s second term that should scare the hell out of the American people,” said Ammar Moussa.

On Thursday, as the country celebrated Independence Day and Biden prepared for his television interview after his halting debate performance, the president’s campaign posted on X a shot from the dystopian TV drama “The Handmaid’s Tale” showing a group of women in the show’s red dresses and white hats standing in formation by a reflecting pool with a cross at the far end where the Washington Monument should be. The story revolves around women who are stripped of their identities and forced to give birth to children for other couples in a totalitarian regime.

“Fourth of July under Trump’s Project 2025,” the post said.

Associated Press writers Jill Colvin in New York and Lisa Mascaro in Washington contributed to this report.

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Here’s What the Court’s Chevron Ruling Could Mean in Everyday Terms

The decision is expected to prompt a rush of litigation challenging regulations across the entire federal government, from food safety to the environment.

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By Coral Davenport ,  Christina Jewett ,  Alan Rappeport ,  Margot Sanger-Katz ,  Noam Scheiber and Noah Weiland

• June 28, 2024

The Supreme Court’s decision on Friday to limit the broad regulatory authority of federal agencies could lead to the elimination or weakening of thousands of rules on the environment, health care, worker protection, food and drug safety, telecommunications, the financial sector and more.

The decision is a major victory in a decades-long campaign by conservative activists to shrink the power of the federal government, limiting the reach and authority of what those activists call “the administrative state.”

The court’s opinion could make it easier for opponents of federal regulations to challenge them in court, prompting a rush of new litigation, while also injecting uncertainty into businesses and industries.

“If Americans are worried about their drinking water, their health, their retirement account, discrimination on the job, if they fly on a plane, drive a car, if they go outside and breathe the air — all of these day-to-day activities are run through a massive universe of federal agency regulations,” said Lisa Heinzerling, an expert in administrative law at Georgetown University. “And this decision now means that more of those regulations could be struck down by the courts.”

The decision effectively ends a legal precedent known as “Chevron deference,” after a 1984 Supreme Court ruling. That decision held that when Congress passes a law that lacks specificity, courts must give wide leeway to decisions made by the federal agencies charged with implementing that law. The theory was that scientists, economists and other specialists at the agencies have more expertise than judges in determining regulations and that the executive branch is also more accountable to voters.

Since then, thousands of legal decisions have relied on the Chevron doctrine when challenges have been made to regulations stemming from laws like the 1938 Fair Labor Standards Act, the 1970 Clean Air Act , the 2010 Affordable Care Act and others.

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