What is Project Description: How to write [with samples]

Whenever you start a new project, the first step is to draft a layout that serves as the roadmap for your entire project. In this roadmap, you envision your project, outline its basic structure, and continuously work and rework it to draft the perfect layout for your project. That’s basically what a project description entails. 

Whether it is a business project or an academic-based project, a project description allows you to create a structure that you can refer to and present to different stakeholders involved in your project. Think of it as a formal presentation with a defined structure, plan, and aim.

In this article, we will dive deeper into understanding what a project description, how to write a project description. We will also provide you with some cool tips and tricks as well as some useful project description examples that you can use to refer for your project.

Keep reading below to find more on all things project descriptions!

Also Read: What is Project Planning?

What is a Project Description? : Definition and Elements

A project description can be defined as a detailed document that provides a comprehensive project overview, including its phases, processes, goals, and objectives. It addresses the problem or larger goal that initiated the project and outlines the planned activities, timeline, and project location.

The project description is written at the beginning of the project and is used as a guide all the way through. A project manager is in charge of creating the project description and directing the team using it during the course of the project.

Hence, a well-crafted project description serves as a basis for effective project planning and execution, which in turn can lead to your project's success.

Also Read: What is a Project in Project Management

Now, that you have both, a basic understanding as well a comprehensive definition of a project description, let’s take a look at the essential elements and key components of a project description:

Wondering what is the format of a project description, take a look at the table below:

How to Write A Project Description: Step-by-Step Guide

Crafting the perfect project description is pivotal in providing you with a clear-cut strategy for your action plan for a specific project. With a coherent guide to embark on your project, you can get the perfect headstart with a defined vision of your project goals and strategy.

Below are six simple steps for writing a project description:

Step 1: Summarise the Project and provide an apt Title

• Craft a concise title that sums up the main idea of your project
• Begin with a brief outline that answers the critical questions of who, what, where, how, and why in just a few lines
• Provide context for why this project matters in the broader picture

Step 2:  Define the Scope of the Project

• Clearly specify the contents of the project, what is included in its purview, and what is not included in the project
• State the limitations of the project
• Mention the expected results of the project

Step 3:  Identify the stakeholders

• Convince stakeholders of the project’s value by presenting a compelling case for the expected returns and demonstrating how it aligns with its objectives
• List the primary individuals or groups involved
• Define the role and responsibilities of each stakeholder

Step 4:  Explain the project approach 

• Briefly explain your approach to achieving the project goals and objectives
• Describe the project management methodology and highlight the essential resources.

Step 5:  Outline the timeline 

• Forecast the expected duration of the project
• Outline estimated working hours and resource allocation for each phase of the project
• Focus on setting realistic deadlines for the project 

Step 6:  Evaluate Your Budget

• Conduct a thorough cost-benefit analysis and demonstrate how the project’s gains outweigh the costs
• Use metrics and measurements to support your evaluation
• Give a rough estimate of total costs

Also Read: How to Become a Become a Project Manager

Some Examples of Project Descriptions: Sample Templates

Now, that you are well versed in the steps to write a project description, we will provide you with a few project description examples in a summarized form.

You can use a permutation and combination of a structure with the following sections, depending on the relevance to your specific project. You may add, delete, or modify as per your project requirements : 

A. Project Title and Overview 

B. Objectives

C. Target Audience

D. Tools and Strategies

E. Budget Allocation

F. Timeline

Example 1 - Marketing Project

Project Name: Marketing POA for a New Beauty Product Launch

Project description: This project aims to develop and execute a marketing campaign to launch ‘B’ product from ‘C’ brand in the market. The campaign aims to target ‘D’ demographic, particularly ‘E’ gender. The key strategies to be used in this project are market research analysis, influencer marketing advertising through influencer marketing, social media marketing, and event organization for the  official product launch event

For a detailed and official project description example, you can now place what information and data you have according to the previously mentioned structure.

Example 2 – Research Project

Project Name: Analyzing the Impact of Poor AQI on Delhi-NCR Residents

Project Description: This project aims to investigate and analyze the impact of the air quality index on the health of Delhi-NCR residents. It analyzes the relationship between hazardous air quality and the rise in various physical and mental health concerns. Using qualitative and quantitative research, the project also aims to provide insights into government initiatives and possible interventions that could be implemented.

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Tips to Write a Clear and Concise Project Description

You can take note of these smart tips and tricks when creating a project description:

1. Be precise

• When describing a project, be precise about your goals and desired outcomes. 
• For example, if you are working on enhancing a mobile application’s user interface at a software development company, specify the aspects you will investigate and the desired improvements. 
• Include important information including a) the person responsible for different tasks and b) Each phase’s projected results.

2. Use Credible Sources

• Make sure to rely on credible sources to support their claims
• Ensure that experts write your sources and have a reputable background.
• Check the author’s credentials and evaluate the publisher’s reputation before including a source in your project details

3. Communicate clearly

• Keep your writing clear and concise to accurately convey your message
• Explain concepts in simple terms and define technical words
• Focus on one idea per sentence to aid reader comprehension of complex project details

4. Use visuals and diagrams to present information

• Use diagrams in your project details to visually illustrate concepts instead of relying solely on textual explanations
• Provide proper citations If are using charts or graphs from external sources
• For self-created diagrams, briefly describe their purpose in your presentation

Also Read: Insights on Project Manager Salary in India

Common Mistakes to Avoid When Writing Project Descriptions

Avoiding common mistakes hindering clarity and effectiveness is essential when writing project details. You can make sure that your project description effectively conveys the project's objectives, scope, and purpose by avoiding these common mistakes:

• Lack of clarity: Do not be vague or use ambiguous language. Ensure your project details clearly state the objectives, deliverables, and expected outcomes. Use concise and specific language to avoid ambiguity.
• Undermining the importance of the target audience: Consider who will read the project description and tailor the language and level of detail accordingly. 
• No proper structure and organization: Ensure your project description has a clear and logical structure. Use headings, subheadings, and bullet points to break down information into sections. It makes it easier for readers to navigate and comprehend the content.
• Ignoring stakeholder perspectives: Your project description should consider the needs and interests of different stakeholders. Take into account their views, concerns, and potential benefits. Addressing stakeholder considerations helps build trust and support for the project.
• Not Proofreading your content: Do not underestimate the importance of revising and proofreading your project description. Doing so can be detrimental and result in grammatical errors, typos, and inconsistencies. Thoroughly review your document to ensure there are no errors.

How to Adapt Your Project Description According to Your Audience

Upon identifying your target audience, it becomes imperative that you work on customizing your project description as per as your audience. You need to undertake strategies for audience analysis and engagement. 

• Create an audience profile: Developing an audience profile involves capturing key characteristics of your target readers, including their preferences, attitudes, education, and location.
• Work on developing areas for connection: After creating an audience profile, review it to identify areas of shared interest. You can then work on establishing a connection by finding common ground with readers. 
• Provide value to the user: Irrespective of your target audience, delivering value to your readers is crucial. Whether solving a problem or offering an engaging narrative, providing meaningful content keeps your audience engaged and distinguishes your work from competitors. Emphasize how the project will meet the needs of the user.
• Provide concise information: Make sure to use easy-to-understand language and avoid complex terms. Also clearly allocate and define tasks to ensure everyone is aware of their role
• Talk about the project benefits: In addition to the facts, chronology, and project plan, also make sure to discuss how the project can benefit various stakeholders.

Conclusion

By this point, you are now well-informed about the vital role of a project description in your project. With a clear, structured, and comprehensive project description, you get a headstart to begin working on your project.

Thus, a project description is a crucial document that outlines a project’s purpose, scope, and objectives. With an articulate project description, you have a roadmap for project implementation that can assist you in making stakeholders understand the project’s value and potential outcomes.

Make sure to inculcate all these learnings from our project description examples and tips and create a concise yet comprehensive project description!

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References:
https://howtoapplyforgrants.com/continue/what-is-project-description-with-samples/
https://www.indeed.com/career-advice/career-development/project-description
https://www.projectmanager.com/blog/how-to-write-a-project-description-quick-guide 
https://www.smartsheet.com/content/project-description