- Project reports are instruments of communication written during or at terminal level of project implementation. It is a tool for communication amongst staffs and other intended parties including planners, policy makers, politicians, extension workers and beneficiaries.
- It is written to give feedback achieved in a project to stakeholders.
Utilization and Dissemination of Report Information
- Report information is useless if it is not disseminated for use. Data collected at various levels should be used to:-
- Data collected at various levels should be used to improve program decisions
- Project information obtained during the pre-program phase should be used in planning an effective program
- Information obtained during formative stage of the program should be used in making management decisions
- Project information obtained at the end of the program should be used to learn lessons and plan improved programs
- The report helps the reader explore and undertake important principles, practices and procedures about the project.
What makes a good proposal?
- It should be attractive, profession with an inviting appearance. It should also give ease, access of the information.
- It should have well organized plan of work. It should have some technical details but not too much because it is a selling document.
- You should use 12.0 point font, 1 margin, 1 sided copy and single spaced text. And pages should be numbered. Clearly highlight the key points and features in each figure, break up large blocks of texts with headings
- A project report should be organized logically and in a sequential manner it should contain the following:-
- Title page
- Executive summary
- Table of contents
- Statement of the problem (justification of why you carry out a project)
- Goals and objectives
- Implementation strategies
- Target group
- Monitoring and evaluation strategies
- Management strategies and structures (size of the structure should not be wide)
Key Elements of Project Proposal
- Executive summary/project over view
- Situation analysis and statement of the problem
- Goals, objectives and activities and output
- Intervention strategies/methodology of implementation
- Target group
- Itemized budget
- Project schedule
- Monitoring and evaluation
- Management structures
Presentation of Project Report
The project team should ensure that:-
- Results being reported must be interesting
- Use a form of communication that catches the attention of the audience.
- Results should be understandable
- Communication in the language of intended audience
- Results should be convincing
- Result should not be opinions of only a few. It should have a true picture as possible.
- Results should be timely
- In order to reach those who make decisions, results should be received on time to provide them with information before decisions are made.
- Results should be participating
- The communication should decide what and who to other interest parties.
Results should be present form that is useful to the audiences
Main Ways to Present Results
- Includes reports, case studies, communication case study, graphics
When presenting written reports, you should:-
- Identify the theme and stick to it
- Identify the audience, and then use imaginative language so as to hold the reader’s interest.
- Identify the communication barriers that might exist between the readers and the writer and be sensitive to them.
- Be brief and easily readable. Use short sentences and clear writing
- Drama, video, slide tape, tape recording, story telling, graphics.
- Visual presentation
- Photographs, drawings, video, slide tapes, cartoons, graphics.
Challenges in Project Report Writing
- Language barrier
Use of program/project becomes a problem to other report users who may not be conversant with jargon of development world and hence could be hindered in their question to communication within the project.
- Lack of communication skills
Requisite social and communication skills to technically express the project intentions and concept.
- Requirements for extra information
This involves the particular information that a donor requires to be provided with e.g audited accounts, reports etc
- Inadequate/limited resources
- Technical expertise