Looking for a project brief example or a template? Check out the project brief toolkit, with FREE to use template, samples, examples, guide and even video. UP Template Version: 12/31/07 Note to the Author This document is a template of a Test Plan document for a project. The template includes instructions to the author, boilerplate text, and fields that should be replaced with the values specific to the project.
A Project Brief is that essential document, which defines primary client's requirements for the project.
Typically, any project starts with this document. An executor sends the brief to the customer, whom should concretize the project. Based on the data provided, you initiate the project realization run-up or further discussion on the details.
A good brief should contain all the key information about the client’s project and businesses an executor needs to evaluate and proceed with the project development.
You should realize – there’s no universal brief template. Each type of project – design, web development, mobile app development, PR etc. - requires different briefs. Yet, the general brief structure stays same in most cases. It’s the niche specific elements that vary.
When outlining briefs, the amount of required data can vary significantly as well. In certain cases a few very short and general phrases are sufficient (when the brief’s just 1-2 pages long), while in some other cases all the major project points should be set out in details (then the brief can stretch up to 10-20 pages).
Here’s a quick winning formula for briefs: at the beginning 5-6 most important questions, aimed at getting the crucial information you cannot start without; next – detailed, additional information that may be required during the work phase.
Below is the list of the most common questions you are likely to find in any brief:
- Company profile/ description of the client:
- Project description
- Technical requirements
- Project Budget
- Project Timeline and Deadlines
You can find more essential information about briefs in the video guides below and in the Additional Materials.
The Project Brief is a key document in the Project Lifecycle. It provides a description of what the project will do and is a refined and extended version of the Project Mandate. It forms the basis of the Project Initiation Document (PID).stakeholdermap.comTo get a head start on your project download this FREE Project Brief Template. With this template you can make sure you capture everything you need for a successful project!
This is a FREE Project Brief Template in Word and PDF. The template is fully editable with Word and can be converted or changed to suit your project requirements.
See what is in the Template! Check out the Contents complete with Hints and Tips on how to use.
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Field
Document Details
Purpose and overview of the Project Brief
This is the Project Brief for
- How does the purpose of the project break down into specific objectives?
- What specific, measurable results are expected at the end of the project?
- The objectives will be used to measure the completeness and success of the project.
Scope
The scope may defined in terms of such things as:
- the boundary between this project and other projects and program – this helps prevent gaps or overlaps in all the work that is necessary to achieve higher-level corporate or program objectives.
- the work that the project must do, and what it is specifically excluded from doing (you might refer to the list of deliverables if you feel it is complete at this stage).
- the geographic spread of impact.
- the coverage in terms the organisation(s) and types of role/staff/people/organisations that will be affected by changes arising from the project.
- The scope should be sufficiently detailed to form a measurable baseline for subsequent change control so that the damaging effects of 'Scope creep' can be minimised.
- Be specific about what is excluded from this project to avoid any misunderstandings later on.
If you do use an exclusion list, use it to draw out additional assumptions and to check understanding. Make sure it is very clear that the list is not exhaustive.
Deliverables
A simple list may suffice, or you might or you may find it useful to use the Work Breakdown Structure to help you identify the main deliverables and the products that form the building blocks needed to produce them.
The table below may be helpful.
Unique ID / WBS ref | Deliverable title | Deliberable description |
---|
Business Benefits
The information about the desired benefits that will be expected to be achieved and/or enabled by the project.
The benefits should be defined in sufficiently precise and measurable terms for the Project Sponsor /Project Board to decide whether or not it is justified to authorise the project to start and hence to commit project management resources to plan the project in detail.
Assumptions
Constraints
Risks
Other Areas of Business Affected
Try to identify ownership of each area and whether they need to be involved right from the start.
Major Dependencies
For each dependency identify ownership and start thinking about how best to manage these during the project. Where there is uncertainty about the likelihood of delivery of an external dependency it should be treated as a risk.
Provide a description of any known dependencies with other projects, program or initiatives which may be internal or external to the parent organisation. This may be defined in terms of such things as products/deliverables, resources, decisions, legislation, environmental conditions, economic conditions etc.
Stakeholders
For larger or more complex projects you may wish to construct a Stakeholder Map by identifying the stakeholders and then analyzing them using the power vs interest matrix or the Stakeholder Salience model.
For guidance on how to identify and analyse stakeholders see Stakeholder Definition and Stakeholder Analysis.
Staff Resources
Initial estimates for the staff resources types and amount of effort required to complete the project. This should cover not only specialist skills related to the work to be done but also the project management resources.
Outline Estimates of Time and Cost
These costs will be revalidated as you progress through your project but should be robust enough at this stage to ensure it is worth continuing with the project.
Initial estimates for financial commitments and for timing of key milestones and expenditure to enable the Project Sponsor / Project Board to decide whether the project is viable.
Notes to help you use the Project Brief Template
This document is a template of a Project Brief for starting a project. The template includes instructions to the author, boilerplate text, and fields that should be replaced with the values specific to the project.- Blue italicized text enclosed in square brackets ([text]) provides instructions to the document author, or describes the intent, assumptions and context for content included in this document.
- Blue italicized text enclosed in angle brackets (<text>) indicates a field that should be replaced with information specific to a particular project.
- Text and tables in black are provided as boilerplate examples of wording and formats that may be used or modified as appropriate to a specific project. These are offered only as suggestions to assist in developing project documents; they are not mandatory formats.
Follow these Steps to complete the Template
When using this template, the following steps are recommended:- Replace all text enclosed in angle brackets (e.g.,
- Before sharing the first draft of this document, delete the section titled 'Notes to the Author' and all the guidance to the author elsewhere in the template document.
Project Brief Template
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Project Templates to download
- Excel Project Plan - FREE excel Gantt Chart template for project planning
- WBS Checklist - Download a Free checklist for reviewing Work Breakdown Structures
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- Risk Register template - Download a free Risk Register Template for managing your risks.
- Software Project Plan - Get a ready Made Microsoft Project Plan for your Software Implementation Project.
- Project Startup Report Template - this is a briefer version of the Project Brief or Project Charter and communicates 'at a glance' the project description, objectives, key dates and risks.
- WBS examples - 22 Examples of real world Work Breakdown Structures.