Briefing your team on the new project is a very important step and one that will give your team a good/bad first impression on how things are going to go until the closure of the project.
Recently, I wrote about a few examples on how to give a very bad first impression ( and headaches) by giving very bad project briefs, now let’s concentrate on how great ones are given:
1. Think of it as a story
A colleague of mine gave me this great tip and I couldn’t agree more! A story is built so that anyone can jump in and understand what is going on by reading it; the same should apply to your project brief.
Describe the context of the project so that anyone can understand what they will be working with. In other words, describe the current situation and summarize why things are as they are.
For example: a website has been build 8 years ago, back when responsive design did not exist, and no CMS could be afforded. Today technology has evolved and CMS are more affordable with open-source platforms.
What is the issue or what causes this project to exist all of a sudden? If we use our website example, then the issue could be that the website is not mobile friendly and the client cannot make any simple modifications without the need for a developer.
This creates the need, and gives birth to the project just like it would with a story.
Explain what will happen so that the project can be completed. In other words, list deliverables and what’s expected for each. For example: the team will deliver a concept idea for a new contest, than layouts of the contest, and then the team will develop it.
Talk about all stakeholders (team, client, third-parties, etc.) and everyone does.
2. List clear, measurable objectives
The objective of the project will guide the team towards the right path. If one of the objectives is to “create brand awareness” then the social media campaign they build will differ from a campaign that used to gather emails to send future promotions.
Make sure the objectives are measurable, if they are not, then they will be open to interpretation and you will not be able to assess properly if they are met or not. A good example of measurable would be “Gather 5000 new fans on the Facebook page” versus “Gather new fans…”.
3. Make sure it’s clear who does what
Here you want to make sure to explain what the team will be doing; is it a website? social media campaign? Mobile app? Is it more than one thing?
Within this, list what needs to be done is not implied/guessed; list it clearly.
Keep in mind that third-parties or clients are also stakeholders that have responsibilities within the project and listing their responsibilities is important to the team; both to make them understand the full context and also to know who to talk to during the project.
4. Answer all questions
The team will ask questions when they are briefed, that’s practically inevitable; you have to make sure all questions are answered. If you cannot answer right away, list all questions so that you can speak to who you have to in order to get the answers as quick as possible.
If you do not answer your team’s questions, how can you expect them to deliver what is needed?
5. Keep it simple to read
Just like every document you create, if it’s too long and hard to read and nobody uses it, then even if all important information is available, the goal of the document will be skipped. Makes sure it’s well formated including proper titles, use lists, you can even highlight key information, and keep sentences as short as possible.
How a project starts gives a good idea of how the project itself will be throughout it’s life-cycle which is why it’s important to give good project briefs so that the team can be confident the project will go well. This will not only make sure they know what they are expected to do, but also it will motivate them to deliver.
If you have more tips, don’t hesitate to share below!