Project planning
How to prepare a software project brief
A useful brief makes decisions easier before anyone estimates the work. It describes the problem, the people affected, and the boundaries of a successful first release. You do not need to prescribe every technical detail.
Describe the problem before the feature list
Explain the current workflow and where it breaks down. For example, an appointment request may pass through three inboxes before someone confirms it. Describe that delay, who experiences it, and what improvement would matter. Separate observed problems from proposed solutions.
Name the users and their tasks
List each user group and the task they must complete. Include administrators, support staff, and people who use assistive technology. Note device constraints, languages, low-connectivity environments, and any account or approval requirements.
Map data and integrations
Identify the systems the software must connect to, the data it reads or writes, and who can authorize access. Do not include passwords or production data in the brief. Where an API or export is uncertain, mark it as a discovery question rather than assuming it will work.
Separate the first release from later ideas
Group requirements into essential workflows and later improvements. Include an explicit out-of-scope list. If budget or timing is fixed, say which one is the stronger constraint and who can approve a change in scope.
Write acceptance criteria people can test
Replace vague requirements such as “fast and easy” with observable scenarios. An example is: a coordinator can find a request, approve it, and see its updated status using a keyboard. Agree on test devices, performance conditions, and the evidence needed for acceptance.
Define ownership and handover
Name the owners of the domain, source repository, hosting account, and third-party subscriptions. Request deployment instructions, integration documentation, and an agreed support process. Public-sector teams should include their actual procurement and accessibility requirements rather than assuming a supplier’s website establishes eligibility.
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