How do I create a project brief?

Every project starts with an idea. But for this idea to turn into a concrete project, there is a long way to go and requires a lot of preparation, organization and planning work. Once you have received the agreement to start the project, you need to let the customer, stakeholders, and the project team know how the project is going to proceed.

To do this, there is an essential document: the project brief. This document makes it possible to summarize the key information of the project, to outline it and to communicate its main objectives so that all the actors concerned have the same understanding of the project.

Learn what a project brief is and how to create one.

What is a project brief?

A project brief is a summary that quickly describes the goals and requirements of the project. Concise and easily understandable, it is aimed at the project team, the various stakeholders and the customer. It should be written prior to the start of the project and should contain the following information:

• the reasons and requirements of the project
• its main objectives,
• its scope,
• the various milestones,
• the deliverables,
• the project schedule.

This key document is there to help you reach your goals faster and more effectively. Thanks to him, everyone involved in the project has the same level of information, and knows the direction of the project and how it will be managed. Everyone will then be able to better fulfill their role and missions.

The length of the brief generally depends on the complexity of the project. It's not as detailed as a project plan it's the basis for, but it can be several pages long if needed.

What is the point of a project brief?

A project brief is essentially a communication tool that facilitates the understanding of the project and ensures that the client and the project team are on the same page. In this way, the customer has a clear idea of the deadlines they should expect, the milestones and the deliverables they will receive. This helps to avoid conflicts.

The project brief is your reference document, essential to the success of the project.

7 steps to create a clear and precise project brief

Now that you know the importance of a project brief and its usefulness, find out how to create one. Be aware that there is no standard brief template. You can create the format that's right for you. However, any project brief should include the following:

• the name of the project;
• information concerning the customer (how and who to contact, his sector of activity, his products, his customers);
• the description of the project (context, scope, deliverables);
• the objectives of the project;
• key information (the target audience, the schedule, the milestones, the duration of the project, the budget, etc.).

Here are the main steps in creating a project brief.

Start with a short summary

Introduce the project and describe the key points in a short paragraph. The aim is that by reading it, anyone will have an overall idea of the project without having to read the entire brief.

Introduce the customer

The client presentation is important because it allows the project team to understand for whom the project is being carried out. This section should include:

• the name of the customer,
• its sector of activity,
• the products/services it offers,
• its vision and its missions,
• a list of its competitors,
• the person responsible for the project and contact information.

Describe the project

This part is important because it allows the project to be presented in more detail. Describe the purpose of this project, whether it's creating something new (making a new product) or redesigning something existing (redesigning a website). Talk about the context, what motivates the customer to complete this project, and specify what their requirements are. Also include any relevant information such as the scope of the project and expected deliverables.

State the goals of the project

In this section, you must show what is expected of this project, what you want to achieve through this project. Clearly defined goals will allow your team to be more efficient and productive.

To do this, use the SMART method to define goals that are:

• Sspecific: it's about answering the questions who, what, where, where, when, how much and why.
• Mmeasurable: you must be able to measure your progress using indicators.
• Aachievable: do you have the time, resources, skills, and budget to achieve these goals?
• Rrealistic: are your goals relevant? Are they in line with your company's strategic goals?
• TDefined stoop levels: when should this project be completed? What are the key dates of the project?

Determining the schedule and budget

Now, you need to identify the project delivery date, and establish a schedule with key dates. This allows your team to get organized and plan their work to reach milestones on time.

It is also recommended to define the project budget and determine how it will be used in order to know your financial flexibility in case of unforeseen events.

Know who the target is

The project is carried out in order to meet the need (s) of a target audience. To guarantee its success, it must be completed on time, respect the budget, but above all it must meet the expectations of future users. So it's essential to know who your audience is. Generally, it is the customer who provides you with this information (demographics, interests, etc.).

Include any relevant information

Finally, your project brief is for your project team and to stakeholders. You should therefore add all the information that may be useful to them in order to be able to carry out their tasks effectively and ensure the success of the project. For example, clearly define everyone's roles, responsibilities, and missions.

To summarize

The project brief is an indispensable document because it offers a quick overview of the project to all the people concerned (internally and externally) by grouping together all the key information.

To effectively manage your project, use the right tools such as project management software Wimi.