Topic 5.1 2 Final Reports on Projects
WRITING FINAL REPORTS ON PROJECTS
1.Discussion questions
- Do you often have to write reports? If so, what type of reports?
- What do you find difficult about writing reports?
- How often do you have to write reports on projects?
- What do you think are the most important sections of a project final report?
2.Key vocabulary
Can you explain what each one of these parts of a report is and what is the purpose of each one?
- Executive summary
- Objectives
- Methodology
- Findings
- Analysis
- Conclusion
- Recommendations
- Appendices
3.Reading
Writing final reports on projects involves summarizing the entire project lifecycle, from initiation to conclusion. Start with an executive summary that provides a brief overview of the project’s objectives and key outcomes. The objectives section should clearly state the goals of the project. Methodology details the processes and techniques used to achieve these goals. Findings present the results, followed by an analysis that interprets these results in the context of the project. The conclusion summarizes the main findings and their implications. Finally, recommendations suggest future actions based on the project’s outcomes. Appendices may include supplementary materials like data charts, surveys, or additional documentation. This structured approach ensures clarity and comprehensiveness in final reports.
Discussion questions
- Why is the executive summary an important part of a final project report, and what key elements should it include?
- How can the methodology section of a report affect the credibility and reliability of the project findings?
- What role do recommendations play in a final report, and how can they impact future projects or organizational strategies?
4.Practice Exercise
5.Grammar
When writing reports, it is important to use formal grammar structures.
Passive voice
The passive voice is often used in formal writing to emphasize the action rather than the subject performing the action. It is particularly useful in reports to create an objective tone.
Structure:
Active Voice: Subject + Verb + Object (e.g., “The team completed the project.”)
Passive Voice: Object + form of “to be” + Past Participle (e.g., “The project was completed by the team.”)
Examples:
Active: “We conducted the survey in March.”
Passive: “The survey was conducted in March.”
Active: “The company launched the new product.”
Passive: “The new product was launched by the company.”
Exercise 1: Sentence Transformation
For further Passives practice – See Topic 5.1 3
Transition Words
Explanation:
Transition words help connect ideas and ensure the report flows smoothly. They are essential for guiding the reader through the report and indicating the relationship between different sections.
Types of Transition Words:
Addition: moreover, furthermore, in addition
Contrast: however, on the other hand, although, despite, in spite of
Cause and Effect: therefore, consequently, as a result, thus, consequently
Sequence: first, second, finally, subsequently
Examples:
“The project was successful; however, there were some challenges.”
“The data was collected in March. Subsequently, the analysis was conducted in April.”
“The team worked hard. Consequently, the project was completed on time.”
Exercise 1: Fill in the Blanks
Exercise 2: Word Drag
Exercise 3: Create Sentences
6.Pairwork Activity: Collaborative Report Preparation
Objective:
To work collaboratively in pairs to prepare a mock final project report, practicing key elements such as summarizing, structuring, and presenting findings.
Activity Steps:
- Choose a Project Topic
Each pair selects a project topic they are familiar with or interested in. This could be anything from an HR recruitment drive, a marketing campaign, a product launch, or a community service project.
- Divide the Report Sections
Divide the sections of the report between themselves. One student can handle the Executive Summary, Objectives, and Methodology, while the other can focus on Findings, Analysis, Conclusion, and Recommendations.
- Individual Preparation
Each student spends some minutes preparing notes for their assigned sections. They should consider key vocabulary and grammar points discussed in class.
- Collaborative Writing
The pairs come together and spend some minutes discussing their notes and collaboratively writing their sections. They should ensure that the language is formal, the structure is clear, and the content is relevant.
- Peer Review
Each pair exchanges their draft report with another pair for a peer review. They should read through the report and provide feedback on clarity, coherence, and use of vocabulary and grammar.
- Presentation
Each pair presents a summary of their report to the class, highlighting key findings and recommendations. This presentation allows for further practice in summarizing and speaking skills.
Homework Task
- Choose a project you have worked on or imagine a project scenario.
- Write the Findings section (150-200 words) using the provided vocabulary and grammar points.
Prompt: “Describe the main findings of your project. Include data collected, observations made, and any significant results.”