Title of the training

Writing Reports and Briefing Notes in Projects

Duration

3 Days (18 lesson hours)

Purpose and scope

Writing Reports and Briefing Notes in Projects training aims to provide participants with knowledge and skills about what to look for before starting to write, how to prepare a project report draft and template, how to collect data, how to write different sections, how to format the report, how to edit, how to complete the formatting and how to prepare for a presentation. This training covers the life cycle of report writing, including understanding who the target audience or reader of the report is and their needs, the reporting expectations and requirements of the organizations that finance the projects, collecting information and materials for report writing, planning and organizing the structure of the report, writing it in a focused, fluent and understandable way, formatting the report, and strategies for making the text more credible and targeted. It also aims to develop writing skills by creating executive summaries and information notes.

Target audience

Writing Reports and Briefing Notes in Projects training is recommended for the employees who are involved in the execution of all kinds of projects, who have duties and responsibilities in project activities in the executing institution and beneficiary institution or stakeholder institutions. Even if the beneficiaries of these reports, as well as those involved in all kinds of reporting activities, have duties and responsibilities at different stages and different components of reporting, understanding the systematics of reporting in integrity and mastering the whole process will contribute to minimizing the problems in the acceptance process of the reports by increasing the effectiveness and efficiency in the reporting phase and in the finalization of the reporting and reports.

Trainers

Writing Reports and Briefing Notes in Projects training is given by trainers who have experience in providing training especially in reporting, corporate reporting, briefing and concept note preparation in projects and / or who have studies / researches on this subject.

Objectives and learning outcomes

Those who have successfully completed the Writing Reports and Briefing Notes in Projects training are expected to;

• Determine the purpose of preparing the report, if writing a report for the project, the reporting requirements of the financial institution and legal regulations,
• Determine the report writing strategy according to commonly used reporting principles, target audience and preferred reporting format,
• Configure the report by using a logical order and layout,
• Effectively convey the information in the report to the reader using direct and indirect approaches,
• Use appropriate tools to present content effectively in the report,
• Format appropriately without distraction to create maximum effect,
• Organize content using clear and effective language that is easy to read, understand and act according to the flow,
• Write an effective summary that emphasizes the importance of the report and encourages it to be read,
• Create briefing notes and concept notes in accordance with the purpose,
• Acts in accordance with ethical rules and principles in reporting and preparing briefing note.

Content

Writing Reports and Briefing Notes in Projects training includes the following topics:

• Describe the Purpose and Appropriate Strategies in Report Writing
• Persuasion of the Reader, Direct or Indirect Approaches, Order of Precedence-Aftermath
• Gathering and Organizing Data, Materials and Content
• Formatting and Titling
• Ways to Increase Impact with Effective Use of Language
• Executive Summary, Summary and Briefing Note/Concept Note Preparation
• Ethical Rules and Principles in Reporting

Delivery and method

Writing Reports and Briefing Notes in Projects training is applied in the form of face-to-face training. It is recommended to have no more than 20 people in each group to ensure active participation and effective learning in this training. However, if conditions arise that prevent face-to-face training, the training may be delivered remotely by using the Me-Learning© online learning platform and the Actio© meeting management tool.

The trainer guides learners through interaction, group work and practice in a way that facilitates learning and improves their practical skills. In order for the learners to experience the report preparation processes, practical studies are carried out on examples from the real business environment and projects.

Learning tools and materials

In the Writing Reports and Briefing Notes in Projects training, a course presentation and exercise documents are used as teaching and learning materials. The trainer obtains from the typical work examples of the staff in reporting and information note preparation by meeting with the authorities of the relevant institutions before the training and prepares and uses the teaching materials to better support the work-oriented skills of the staff by creating work samples, worksheets and templates for the development of reporting and briefing note preparation skills during the training.

Audio visual and multimedia materials, templates, worksheets and other materials for exercises and practices are prepared by the trainer and distributed to the participants. However, if there is a sufficient number of hardware such as computers, notebooks or tablets in the learning environment, all materials are provided in a digital format and studies are carried out in digital context.

In accordance with our waste reduction policy, printed materials are not distributed in this training unless it is educationally necessary.

Assessment and evaluation

In order to optimize the learning process according to the learners’ needs, the level of readiness of the learners is assessed informally by the trainer at the beginning of the training. The activities carried out by the learners such as exercises and practices related to the planning and processes of report writing and briefing report writing are evaluated as indicators of the development / learning and the trainer conducts feedback and improvement studies based on them to ensure full learning.

A question sheet is administered  to the participants before and after the training is completed online or in print to determine the level of awareness and knowledge about writing reports in projects and preparing briefing/concept notes. In addition, at the end of the training, the Training Evaluation Questionnaire is applied.

All participants who complete the training receive a certificate of participation showing that they have completed the Writing Reports and Briefing Notes in Projects training, and the name and duration of the training they have received is clearly stated.

Keywords

Report writing, briefing note preparation, report writing process, formatting in reports, executive summary, ethical rules in report writing