Before we get into what makes up a project description, it’s important to understand what we’re attempting to describe in the first place, which is the project itself. Simply put, a project is one-of-a-kind and temporary endeavor with a defined beginning and endpoint. Every project seeks to produce outcomes, which may take the form of a product or service. Events, such as planning a house party, can also be considered projects.
Here’s why: first and foremost, it’s an event that you plan with a specific purpose in mind (usually, catching up with friends). It starts and ends at a set time, regardless of whether your guests observe it. Finally, even though parties do not create a product or service, it does serve a purpose.
On a more serious note, reworking your company’s payroll system or implementing reward and recognition procedures can be classified as projects. Also, when defining projects, make sure you don’t mix them up with operations or operational activities. Creating a monthly social media engagement report, for example, is an operational activity, whereas deciding on your social media strategy is a project. Let’s move on to project descriptions.
What Exactly Is a Project Description?
A Project Description is a document that outlines the details of a specific project in a structured format, covering all stages of the project as well as the processes involved. Early in the Project Life Cycle, a Project Description is written. It is a useful document that can be referred to for a quick understanding of what the project entails, what it seeks to achieve, and how it will be accomplished.
As a Project Manager, one of your primary responsibilities early in the project will be to create this document. This skill will also come in handy if you want to advance your project management credentials.
Key Criteria and Steps for Writing a Project Description
Assume you need to choose an efficient email service provider for your business. In that case, how would you react if your Chief Marketing Officer dismissed it as unimportant or attempted to rush the process? He was irritated because he didn’t understand the context or purpose of the activity. This is where a well-written project description can help. Even if your organization isn’t the type to document such activities, it’s a good idea to make one for your own reference.
The Most Important Criteria
The following are the criteria to consider when writing your project description:
You should be clear about the project you’re working on. Everything, from its purpose to its scope, should be described so that your reader has no questions after reading the document.
You should describe the project as simple as possible. However, don’t leave out any important details, and never bring up unrelated projects or events. The document should contain a summary of the entire activity.
In the description of your project, including everything important to know about it. Of course, it shouldn’t go on and on, but everyone who reads it should have a good idea of what you intend to do.
In your description, only include relevant and up-to-date information. Whatever you write should be relevant to the goal of your project.
Project Description Steps
Once you’ve grasped the above-mentioned criteria, you must proceed to the following steps when writing your project description:
- Summary As the name implies, this section should be brief and to the point. You should outline the why, what, and how of your project in no more than five lines.
- Explanation
What prompted the creation of this project in the first place? Are you attempting to alleviate any organizational pain points? Or are you attempting to capitalize on potential business opportunities? Whatever they are, these are the questions you must answer in this section for your reader. You should discuss the project’s goal.
- Validation
This is the section of your project’s description that your top stakeholders will be looking for. You must justify the project’s purpose and persuade your reader that the financial investment is worthwhile. It would be beneficial if you could link it to specific departmental performance metrics. The greater your ability to persuade stakeholders that your project is critical to the organization’s efforts, the better.
- Assessment
This is a tricky section of your project’s description because you will be weighing the benefits you hope to gain against the costs your organization will incur. Consider it a standard cost-benefit analysis. Even if you’re planning a house party, you’ll consider the consequences of inviting a specific friend over, won’t you?
- Methodology
You must describe the approach you will take to meet the goals and objectives of your project here. You must consider whether your organization has the operational capabilities to support the strategy you intend to implement. There should be no misalignment between what you intend to do and where your organization currently stands.
- Timetable
This step is critical because it requires you to estimate the total time your project will take. You must create a plan that details how many working hours each step of your project will require, as well as the number of resources needed. Make sure you put enough thought into this because your project timeline will help you stay on track for the duration of the project.
How to Write a Good Project Description
A good project description is essential. Your audience should be able to understand what you’re saying. The following are some pointers that may be useful to you.
You must be concise. When describing your project, you should adhere to the character limit (if applicable). You should be able to describe what you did at each stage of the project without rambling on.
Anyone who has read your project description should be able to understand the goal and your role in it. In that regard, it should be precise, well-written, and specific. Remove any unnecessary details.
How to Write a Project Summary
When writing a project description, it is critical to keep it to the point and as brief as possible. You should, however, double-check that it is complete. Include the project concept, the goals that must be met, the approach that you intend to take, and the expected outcomes. You may also need to include accurate data based on the idea and context. Here are some pointers on how to write a project’s brief description:
Keep it clear.
To keep your project description brief, use simple and easy-to-understand language. Your sentences should be short and free of complex words. Avoid using ambiguous terms or instructions.
Maintain a clean appearance.
Your project description should be succinct while also thoroughly describing the project. Make sure you only discuss your project and its aspects, avoiding any information about other projects. Such information will most likely cause your reader to overlook important aspects of the project.
Maintain its completion.
Your project description should cover all aspects of the project. It should tell your reader everything they need to know. It must be concise, but not at the expense of omitting important information. Your stakeholders should have a thorough understanding of the project plan and its context.
What Is a Project Description in a Project Proposal?
Your project proposal section in a project description should give your reader an overview of what you intend to do. Once someone has finished reading your project proposal, they should be able to clearly answer the questions “What are you trying to achieve?” and “Why are you doing this?”
As previously stated, the proposal must be clear and precise. It should provide a background for the project as well as a justification for it. You should persuade the reader of the project’s necessity and outline what previous efforts have been made in that area. Finish with a strong statement about the value your project is supposed to bring to the organization.
What Is a Project Description in a Thesis?
Your project description section in a thesis is something you write with the help of your supervisor or guide. Even in a thesis, your project description should address the same questions raised in the previous paragraph. It should precisely define the scope of your project. You should outline everything you need to successfully complete a project, as well as how you intend to do so. Consider it a brief against which you will be judged when your thesis is complete.
What Is a Project Description in a PMP Application?
When writing the project description for your Project Management Professional (PMP)® application, keep it as brief and to the point as possible. The project objective and outcome should be brief, and your project deliverables should be spread across the various project stages.
Conclusion
As the preceding article demonstrates, a project description is an essential document that provides your audience with a comprehensive overview of the project. Simply put, it is your project in a nutshell. It allows your reader to fully grasp the scope of the project as well as its potential. Consider it a written version of an elevator pitch. After reading it, the top stakeholders in your organization should be convinced that it is a viable endeavor and worth the financial investment.
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