Project report Blog Feature

How to Write a Project Report (With Steps & Templates)

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

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

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

What is a Project Report?

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

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

9 Types of Project Reports

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

1. Project Status Report

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

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

Define the Statuses depending on your team in ClickUp
Create custom statuses that fit your team’s specific workflow in ClickUp

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

2. Project Progress Report

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

ClickUp Portfolio Dashboard Widget
Get a high-level overview of how aligned initiatives are progressing with the Portfolio widget in ClickUp

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

3. Project Cost Benefit Analysis Report

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

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

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

4. Project Time Tracking Report

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

Manual time tracking in ClickUp
Record time as you go or enter it manually with time tracking in ClickUp

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

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

5. Project Resource Report

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

workload view in clickup
Understand at glance who on your team is under or over-worked so you can easily reallocate your resources

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

6. Project Risk Report

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

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

7. Project Variance Report

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

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

8. Project Performance Report

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

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

9. Project Completion Report

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

Benefits of Making a Project Report

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

More clarity

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

milestones in clickup
Examples of project milestones within ClickUp

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

Encourages evaluation and analysis

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

Enhances communication and collaboration

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

ClickUp Whiteboards for Assigning Users and Tasks
Use ClickUp Whiteboards to assign tasks, tag assignees, and anything needed to kick off your next collaboration

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

Boosts professionalism and credibility

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

Knowledge preservation

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

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

Improves Team Alignment

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

Check out these project report templates for teams:

How to Make a Project Report?

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

Understand the purpose of the report

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

Gather and organize the relevant information

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

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

Format and proofread the report

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

5 Project Report Templates for Straight-A Project Managers

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

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

1. Final Project Report Template

Final Project Report Template
Use this template to wrap up your project journey with a polished and professional report

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

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

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

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

2. Project Status Report Template

Project Management Status Report Template by ClickUp
Project Management Status Report Template by ClickUp

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

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

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

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

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

3. Digital Marketing Report Template

Digital Marketing Report Template
Gather, analyze, and share key insights on digital marketing performance using this template by ClickUp

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

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

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

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

4. Employee Daily Activity Report Template

Project report: Employee Daily Activity Report Template
Drive team engagement and accountability with this ClickUp template

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

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

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

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

5. Campaign Report Template

Campaign Progress Report Template by ClickUp
Analyze campaign costs, revenue, and conversions with this ClickUp template

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

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

Create Polished and Professional Project Reports in Less Time With ClickUp

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

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

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

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

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

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