A project brief is a crucial document to communicate the project’s main objectives so that everyone understands what they are supposed to do.
Projects don’t just pop up.
There is a lot of work to be done before they are approved, and once they are greenlit, even more planning and detail are required.
Therefore, this article explains how a project brief can save your project.
CONTENT
What is a project brief?
A project brief is a document that outlines the goals, scope, and end results of a project.
Its primary purpose is to provide a clear overview to all stakeholders, regardless of their role or level of technical capability.
A well-defined brief significantly impacts the success of a project because it can set expectations straight and minimize misunderstandings.
Although it is not a comprehensive document like a project plan, it is nevertheless a very important part of project management because it not only outlines scope and objectives but also acts as a communication tool.
A good brief is the foundation for building a robust project plan and ensuring success.
Who is in charge of drafting the project brief?
Drafting a project brief is a vital task, and in most cases, the responsibility does not fall on one person. It is usually a collaborative process involving several key players.
Here is an insight into the key individuals responsible for drafting a project brief:
1. Project manager: In most cases, the project manager is responsible for creating the project brief. With a comprehensive view of the project’s scope, objectives, and resources, the project manager is in an ideal position to clearly outline what the project needs to achieve and how. He or she is also responsible for ensuring that the brief aligns with stakeholder expectations and is easily understood by all team members.
- Specific tasks: The project manager gathers input from various stakeholders, structures the document consistently and clearly, and ensures that all relevant information is included. This may include details such as objectives, deliverables, timeline, needed resources, and potential risks.
2. Project sponsor or promoter: This is often the one who has the authority to initiate the project and who provides the necessary resources for its development. This figure may be an executive or a group of executives within the organization.
- Specific tasks: sponsors provide strategic vision and outline overall project expectations. They work with the project manager to define key objectives and ensure the project aligns with the overall business strategy. They also approve the final brief and provide support to resolve any issues.
3. Main stakeholders: Stakeholders, particularly those with significant interests or investments in the project, can contribute valuable information or requests that cannot be ignored.
- Specific tasks: Stakeholders provide valuable input based on their needs and expectations. They may include team members, end users, external partners, and other relevant figures. Their involvement is crucial to ensuring that the brief accurately reflects the project’s needs and does not overlook important aspects that could influence its success.
4. Subject matter experts: Depending on the nature of the project, experts in the relevant field could be brought in to lend their expertise, especially regarding more sensitive issues, such as sustainability. They may be internal to the organization or external consultants.
- Specific Tasks: These experts contribute specialized knowledge that can be critical in defining the technical aspects of the project. Their expertise is precious in complex or highly regulated areas, where detailed understanding is essential to avoid costly errors and to ensure regulatory compliance.
Project brief example
There is no single way to create a project brief, but what follows is a detailed guide on how to structure a project brief, with each element explained in depth.
a) Project name: The project should have a descriptive and clear title that reflects the essence of the project.
Example: “Development of an e-commerce platform for local handicraft products.”
b) Project manager: Specify who will lead the project and include contact information so that anyone with questions can reach the person in charge.
Example:
- Name: Maria Rossi
- E-mail: maria.rossi@example.com
- Phone: +39 123 456 7890
- c) Stakeholder information: include the contact information of project stakeholders. These are all those people who have a vested interest in the project and its outcome.
Example:
- Project sponsor: Luca Bianchi (luca.bianchi@example.com)
- Main client: Marco Verdi (marco.verdi@example.com)
- Representative end user: Anna Neri (anna.neri@example.com)
d) Project team: List all team members and their roles. For a large project, this may include only the key team leaders. A clear definition of tasks ensures that each team member knows what to do, leading to a more efficient workflow.
Example:
- Team Leader: Giovanni Gialli
- Front-End Developer: Laura Blue
- Back-End Developer: Paolo Grigi
- Designer UI/UX: Greta Rosa
- Marketing Specialist: Federica Viola
e) Project goals: What will be the final results, and what criteria will measure success?
Example:
- Primary Goal: To create a user-friendly e-commerce platform for selling local handicraft products.
- Secondary objectives:
- Increase the online visibility of local producers.
- Integrate a secure payment system.
- Implement user review and feedback features.
- Criteria for success:
- Achieve 10,000 monthly visits within six months of launch.
- Achieve a user satisfaction score above 4.5/5.
f) Project timeline: The timeline should specify the start and end dates of the project, including critical milestones.
Example:
- Start date: June 1, 2024
- End date: December 31, 2024
- Milestone:
- Planning phase completed: June 30, 2024
- Prototype development: August 31, 2024
- Testing and corrections: October 31, 2024
- Platform launch: December 31, 2024
g) Project budget: Include all project-related costs and account for any unforeseen expenses.
Example:
- Total estimated: € 100,000
- Software development: € 50,000
- Design: € 20,000
- Marketing: € 15,000
- Operating expenses: € 10,000
- Contingencies: € 5,000
h) Risks and Constraints: Every project involves potential risks and constraints. Identifying them early on can help mitigate any future problems.
Example:
- Risks:
- Developmental delays: Mitigation through a detailed work plan and continuous monitoring.
- Payment system integration issues: Mitigation with early testing and dedicated technical support.
- Constraints:
- Limited budget: Wise resource management and strict cost control.
- Tight timelines: Careful planning and agile methodologies to adapt quickly to changes.
In some cases, more information may be included, but a design brief is intended to balance what is relevant and what becomes a detail.
Project Brief with Twproject
Twproject is a powerful project management software that offers a comprehensive suite of tools for effective project management.
This tool facilitates the drafting of the project brief and supports the entire management of activities and resources.
The project manager can structure the brief in detail, integrating objectives, resources, timelines, and responsibilities into a single accessible and customizable platform.
All project stakeholders will be constantly updated in real-time, improving communication and efficiency.
With features that can plan, track, and create reports on progress and performance, this software will be enough to handle all the aspects we have seen in this article (and more).
In addition, project management software such as Twproject supports the planning and tracking of activities, allowing the project’s progress to be monitored against the established schedule and prompt action to be taken in case of deviations from the original plan.
This streamlines work management and better aligns expectations, contributing significantly to project success.
By following the guidelines in this article and using Twproject, project managers can create an effective project brief and manage tasks efficiently.
