How do I write a weekly report for the project

Write a report: instructions, structure, structure

There are jobs that require employees to write texts less often. Quite a few people are also happy when they can leave German as a subject when they leave school. When you were at school you somehow cheated your way through and in professional life you only need German for business emails. But now your boss comes up to you and asks you after the project has ended: Please write a report. Shock severity - one to write a reporthow did that work? We'll show you how to write a report, what you should know about its structure and structure ...

➠ Content: This is what awaits you

Writing a report: a text like any other?

The aim of a business text is to inform and specific To support thought processes. Ideally, such a text manages to capture and keep the reader's interest. It is important that the message to be conveyed runs like a red thread through the text.

This should be structured in a way that is understandable and logically comprehensible. You can achieve this through clear wording and by avoiding box sentences. You always need to consider who your report is addressed to. The Use of technical terms should only be done if they can be assumed to be known.

Also the visual processing of a text helps you to structure a text and to make it varied for the reader.

Write a report Checklist: the basic structure of your text

Depending on the context, there are different shapes of reports, for example the internship report, the police report, the scientific report or newspaper reports.

In journalism, this means news or Messages. In everyday professional life, however, the report is more similar in its objectivity to the minutes.

  • Addressee: When writing a report, orientate yourself towards your addressee - if it is an order, it will be the customer.
  • Style: With a report you provide a factual representation of past events. You should concentrate on the essentials and not unnecessarily embellish. It is therefore written briefly and precisely. Experience style and colloquial language should be avoided; likewise filler words and too many repetitions.
  • Structure: When you write a report, break it down into an introduction, a main part, and a conclusion. In the introduction you put the most important results, also known as the management abstract.
  • Content: You fill the report with content by orienting yourself on the so-called W questions, i.e. who was involved in what, where and when - you will briefly address this in the introduction. The main part explains in more detail what, how and why happened. In the final part you state the results and / or consequences.
  • Quotes: Original tones loosen up a text, but they must be made recognizable and should not be too long.
  • Visualization: Illustrate content with graphics, diagrams and pictures.
  • Author: Make it clear with your signature that you are the author of the report.

➠ Content: This is what awaits you

Writing a report: gathering information

If you are the project manager, your task is to write a report. Enter a after the end of the project summary presentation about the tasks and the results achieved. They provide information on time, cost and personnel expenditure and provide an outlook on future developments.

A project is usually teamwork, so you win it Information from your employees from the team. The details of how you prepare the report can depend on many factors. The following play a role:

  • Client
  • Project type
  • Project volume
  • internal standards

So what is expected in each individual case when writing a report should be clarified with the client, as he is the Main addressee is. If there are grants from public funds, the grantor also has a say in the matter.

In any case, the exact specifications should at the beginning of the project be clarified. What expectations does the client have in terms of form and content, what questions should the report answer?

This is also useful at this point Development of a standard templateso future reports will follow the same pattern and save yourself time next time.

Writing a report Structure: How to proceed

Another option is standard templates, the available from the company itself be asked. As you write the report, there are a few key points you need to clarify:

  • target group

    Who is the report written for? Typically, the report will be aimed primarily at the customer. Use technical terms and technical details sparingly. Remember that the report should be legible, which means that in an emergency, people who are not directly involved should be able to understand the content.

  • headlines

    What is the subject of the report? A crisp title already makes you curious. Subheadings give the text structure and outline and give the reader a brief indication of what the next paragraph will be about.

  • Opening credits

    It serves as a teaser for the reader, with which you captivate the reader. Here he is made aware of the following content by briefly touching the four to six most important pieces of information.

  • Bulk

    Here you present the initial situation, then the implementation of the project and then the result. You illustrate the whole thing by providing specific numbers, data and facts on the topic of your report. Then describe the consequences of this and what can be expected in the future.

  • assessment

    Provide a rating to describe the results and the current situation. Point out to what extent this is in line with the company's goals or whether adjustments need to be made if necessary.

  • outlook

    Explain which actions are planned next and which steps you expect from the addressee / customer / client.

Design of the report: avoid fatigue

The layout when writing a report differs from case to case. Scientific reports follow other criteria than company and project reports. Especially when you as a project manager have to present results to a customer, they should appropriately prepared be.

The area of ​​the report in which you show the current status can be used very well with the so-called Project traffic light visualize:

  • Red: There are problems, the planned project goals are not being achieved under the current conditions.
  • Yellow: Everything is still going according to plan, but there are risks.
  • Green: Everything is on target.

Loosen up the content by clicking Showcases with additional information build in. Regardless of whether you incorporate additional facts and figures or graphics - you make the text more reader-friendly and prevent the reader from getting tired.

Here you can for example Photos of people that appear with original quotations in the report. They also add a personal, unmistakable note.

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[Photo credit: Iakov Filimonov by Shutterstock.com]