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How to Write a Graphic Design Brief: 5 Must-Have Elements

A graphic design brief is a document that provides detailed instructions and requirements for a graphic design project. It serves as an agreement between the client and the designer, setting clear expectations about project scope, timeline, budget, and success metrics before work begins.

A design brief is a blueprint that guides the graphic designer's creative process from start to finish. Just as an architect can't build a house without first consulting the client's plans and specifications, a graphic designer can't effectively develop a logo, brochure, website, or other design materials without first understanding the client's goals, target audiences, brand style, technical needs, and further vital details—all of which should be captured in the brief.

Table of Contents

Why Graphic Design Briefs Matter

You're probably wondering—why go to the trouble of creating a formal design brief ? Can't I verbally tell my designer what I need or provide a loose description? Here's why taking the time to develop a thoughtful design brief pays off:

  • Saves time and money. With clear instructions upfront, designers don't waste effort going down the wrong creative paths or using incorrect brand elements that then require rework.
  • Manages expectations. The brief ensures all stakeholders are “on the same page” about what will be delivered and when.
  • Drives better results. Designers can tailor their work directly to your strategic business objectives rather than guessing your needs.
  • Reduces miscommunications. Unlike verbal conversations, the documented brief minimises confusion about requirements.
  • Provides helpful reference. Designers can refer to the brief frequently to ensure they remain on track to serve your goals.

In other words, the upfront investment to create an intense design brief gives clients and designers the clarity, focus, and alignment needed for efficient and successful projects.

Elements of an Effective Graphic Design Brief

Tips For Writing A Web Design Brief

Design briefs range from single-page to multi-page documents. But every well-constructed brief contains these key elements:

Project Background

  • Goal – What does your business aim to achieve with this design project ? Be specific. Example goals: Increase website conversions by 20%. Make our brand identity cohesive across all materials. Educate consumers about our new eco-friendly packaging .
  • Objectives – Break down the overall goal into smaller measurable objectives. Example objective: Drive 10% more traffic to our product pages.
  • Business/brand overview – Provide brief context about your company, products/services, brand personality and position in the market. Help the designer understand your “why.”

Audience Profile

  • Primary/secondary target audiences – Detail demographic and psychographic qualities of who precisely you want to reach. Prioritise primary targets.
  • Audience needs/values – What does your audience care about the most? What would compel them to engage with your brand?
  • Audience media habits – Where and how does your audience consume information and make decisions? Online? In stores? Word-of-mouth?

Project Details

  • Project scope – High-level description of the end design deliverable(s). Example: A tri-fold brochure to distribute at trade shows.
  • Timeline – Key project milestones and target completion date.
  • Budget – Total available budget and payment schedule, if applicable.
  • Success metrics – How will you evaluate if goals are met? KPIs? Conversions? Sales? Surveys?
  • Mandatories – Is anything required or prohibited? Fonts , colours, elements?

Creative Direction

  • Tone – Personality attributes your brand should express. Fun? Reliable? Helpful? Providing adjectives helps designers make appropriate choices.
  • Style preferences – Visual aesthetics, typography, colour palette guidance. Provide examples if possible.
  • Sample layouts – Sample sketches indicate the preferred format for print projects like brochures .
  • Mandatory assets – Logos, brand guidelines , and image libraries are available.
  • Mandatory text – Boilerplate statements are legally required.
  • Open questions – Are there any unclear or TBD decisions requiring designer input?
  • Internal team – Key staffers who will review/approve deliverables. Info helps manage the process.
  • Decision process – Steps for providing feedback and granting approvals at milestones. It helps set clear expectations.
  • Payment process – When and how will the designer be paid upon completion?

In Summary…

…a thoughtful graphic design brief sets clear client expectations, gives designers critical context and constraints to spark creativity, aligns stakeholders, and ultimately results in better work that effectively serves your brand and business goals. Skimping on the brief jeopardises the whole undertaking, while an investment here pays dividends throughout your project and partnership.

Now, let’s explore how to craft an effective design brief for standard projects:

How to Write a Logo Design Brief

Logo Design Brief Example

A company logo is the cornerstone of your brand identity, symbolising your business at a glance. Your logo appears ubiquitously across websites, business cards, signage , packaging, uniforms, advertisements, swag, and more.

Given a logo’s tremendous visibility and influence, providing detailed direction to your designer through a thoughtful creative brief is essential. Follow these best practices when writing your logo design brief:

Set Clear Objectives

Articulate what precisely you want your new logo to accomplish. Common goals include:

  • Establish our brand identity
  • Communicate our core values
  • Convey a particular personality trait like “innovative” or “approachable.”
  • Visually differentiate from competitors
  • Expand into new markets
  • Commemorate a milestone
  • Aid recognition and recall

The more details you provide about strategic intent, the better designers can tailor shapes, symbols, typography, colour palettes and other elements to meet your needs.

Describe Your Brand Identity

Help designers deeply understand your brand identity so the logo seems an obvious fit:

  • Products/services – What does your business offer? Share capabilities, processes and expertise.
  • Brand attributes – What qualities or personality traits represent your brand? Detail adjectives.
  • Position – How do you differentiate vs. competitors? What makes you unique?
  • Mission and vision – What societal needs do you meet? What future do you envision?
  • Values – What core principles or beliefs guide your business?
  • Voice and tone – If your brand were a person, how would it speak? Provide examples.
  • History – Share interesting context about your origin story and milestones.

Profile Your Audience

The more designers grasp your target consumers, the better logos they can create to resonate:

  • Audience demographics – Age, income, geography, gender, education level, occupation, family status
  • Psychographics – Attitudes, values, interests, hobbies, desires, preferences
  • Nearest competitors – Detail brands your audience also engages to inform design choices

Share Brand Style Preferences

Ideally, compile 3-5 logo examples you like and explain why, detailing:

  • Colour palette – Which hues appeal? Should the logo use brand colours or a new palette?
  • Symbolism – Does abstract imagery or representative symbols better suit you?
  • Typography – What fonts or font styles synchronise well with your brand personality?
  • Style adjectives – Sophisticated? Minimalist? Vintage? Masculine? Feminine? Fun? Modern? Rustic?

Also, indicate styles and visuals to avoid.

Specify Technical Needs

Clarify any functional requirements, so your logo excels across applications:

  • File formats – Do you need files like .JPG, .PNG, .EPS, .SVG? At what resolutions?
  • Applications – Where will the logo appear? Web, print, signage, merchandise, video, etc?
  • Size/scaling – Does the logo need to scale up for building signage and down to the mobile icon?
  • Future uses – Are there any expected new market or product expansions to consider?

Following this formula for your logo design brief sets up informed designers for the best chance at striking visual gold!

How to Write a Website Design Brief

Web Design Brief Example

You only get one chance to make a first impression online. An amateurish or outdated website handicaps conversion hurts credibility, and damages brand perception .

Invest in a professional site makeover guided by a robust creative brief capturing these details:

Start with Strategy

Articulate the business objectives a website redesign aims to serve:

  • Attract new customers and leads?
  • Drive more ecommerce purchases?
  • Improve client retention/loyalty?
  • Enhance brand awareness ?
  • Communicate recent growth or capabilities.
  • Spark engagement on new products or content?

Establishing strategy spotlights which elements designers should emphasise and metrics to gauge success.

Introduce Your Digital Real Estate

Orient designers on specifics of your current web presence:

  • Site architecture – How is existing information structured? What works well/poorly?
  • Hosting details – Where is a site hosted? CMS used? Restrictions?
  • Analytics data – Share traffic volumes, popular pages, conversions, engagement levels
  • SEO elements – Detail optimisation practices and search visibility
  • Pain points – What problems need solving? Slow load times? Bad mobile experience? Declining subscribers? High bounce rates?

Providing this landscape overview identifies the best upgrade opportunities.

Profile Your Audience Personas

Detail target visitor segments with these descriptors to personalise design choices:

  • Basic demographics – Gender, age brackets, income ranges, geography, interests
  • Motivations – Why does each segment visit your site? What value do they expect?
  • Common objections – What barriers or concerns stop each group from converting?
  • Stage – Are groups new visitors or repeat customers? Are you informed or just exploring?
  • Goals – What actions should each complete on-site? Purchase? Sign up? Request quote?

Outline 2-3 primary visitor personas at minimum. The more authentic your targets feel to designers, the better the experience gets tailored to convert them.

Set Functional Requirements

Clarify must-have technical elements, capabilities and components expected in the new website:

  • Compatibility – Browser, mobile, accessibility standards needed
  • Capability – Custom forms? File uploads? Videos? Animations? What complexity?
  • SEO – What usage levels are needed for metadata, alt text, headings, site speed, etc.?
  • CMS – Preferred platform if using one? Existing licenses or budget constraints?
  • Architecture – Information hierarchy and navigation schemas
  • Interactivity – Live chat? Activity feed? User accounts/logins?
  • Integrations – With CRM, marketing automation , payment systems, etc

Any absolute musts or prohibitions? Clarifying the technical scope upfront prevents cost overruns or missing essential functions down the road.

Share Style Preferences

Just like crafting a brand style guide , share aesthetics and experience inspiration to jumpstart designers:

  • Brand attitude – What feeling do you want site visitors to have? Welcomed? Impressed? Intrigued?
  • Adjectives – Buzzwords that characterise your brand identity and desired visitor emotions
  • Example sites – Provide links to 1-3 sites exemplifying visual style, layout or functionality you like
  • Brand assets – Supply logos, font guidelines, graphical elements, iconography, photography and required copy
  • Mockups – For a home page or essential templates to illustrate layout preferences

Pictures speak louder than words, so images and prototypes convey aesthetic vision fastest.

Outline Deliverables & Timelines

Finally, detail the required phases and final website components so all stay aligned on scope:

  • Content strategy – Audit and recommendations for copy, photography, videos, graphics
  • Sitemaps and wireframes – Blueprint of site architecture and page content/layouts
  • Creative concepts – Homepage and secondary template visual designs
  • Site build – Programming fully functioning, tested site compliant to standards stipulated
  • Launch plan – Migration, testing, redirects, analytics implementation, marketing rollout

Build project milestones into your schedule to ensure satisfactory progress and stay on time and budget.

By instructing website design empowered with such detailed criteria and considerations upfront, you’ll land an engaging digital presence positioned to thrive across functions from branding to conversions.

How to Write a Brand Style Guide Brief

Brand Style Guide Netflix

Your brand identity extends beyond visuals to encompass every touchpoint, conveying your company’s essence consistently and compellingly to audiences. Brand style guides centrally codify all brand identity and design system elements so any content, communications or assets faithfully represent core values and personality.

Here’s what to cover in a creative brief when hiring a branding agency or graphic designer to produce your style guide:

Establish Purpose

Define why you're investing in formally documenting brand identity now. Is it to:

  • Unify disparate aesthetics – Pull together conflicting brand applications like retail storefronts, web properties, and sales collateral under one harmonised system.
  • Fuel growth – Facilitate logo extensions, sub-brands and cohesive use across new global regions, products and campaigns at scale.
  • Enable partners – Supply external agencies, channel sellers, integrators and other third-party visuals to work on-brand.
  • Guide internal usage – Equip all employees to stay on-message with brand-compliant templates for decks, emails, signage, swag and more.

Whatever the case, spotlight your “why”, so stylistic choices directly support desired outcomes.

Clarify Audience

Whose design decisions and content creation will the style guide influence?

  • Internal team members – Marketing, Sales, Product Managers, Executives, Support Agents, Graphic Designers…
  • External partners – Ad/PR Agencies, Freelancers, Resellers, Developers, VARs, Distributors…

Understanding all intended users' shapes guides content for maximum adoption and impact.

Set Specifics

Detail key elements you require in your finished style guide:

  • Logo – Logo files – colour/black versions, file formats (.EPS, PNG, etc.), approval to alter for contexts
  • Colours – Primary/secondary palettes, codes (#FFF, RGB), appropriate usage guidance
  • Typography – Font alternatives/hierarchy for headlines vs. body text vs. buttons, letter spacing , line height
  • Voice and tone – Guidelines and examples bringing brand personality into content
  • Photography – Composition, editing, filter, and subject matter guidance to harmonise visual media
  • Illustration style – Characteristic vector, animation, or infographic style
  • Iconography – Symbolic visual motifs that represent your brand
  • Graphical elements – Signature shapes, background textures, decorative dividers, etc.
  • Editorial – Boilerplate language about the company, products, and culture for consistent messaging
  • Imagery – Photo library of people, environments, and products depicting idealised brand

Clarify any must-have or prohibited items given strategic objectives, and provide examples, if possible, for each category.

Expectations

Close your creative brief by detailing:

  • Deliverable(s) – Will the style guide be a slide deck, online web pages, printable document, or other format?
  • Guidelines guide – Do you expect the designer to educate internal teams on using the guide effectively via training materials, videos or documentation?
  • Deployment plan – Where and how will the guide be distributed internally and externally for adoption?
  • Updates – Over what period does pricing/contract cover making revisions as the brand evolves?

Getting clear on expectations up front sets the stage for smooth guide development and company alignment, benefiting your brand immediately and for years to come.

We’ve just explored design briefs, why they matter, key sections to include, and specifics to cover for everyday projects like logos, websites, and brand style guides to optimise creative outcomes.

The core takeaway? Thoughtful design briefs set clients and creative partners up for success by replacing guesswork with clarity on the audience, strategy, mandatories, technical needs and success metrics.

You should invest substantial time upfront in research, stakeholder discussions, audits of existing properties, analytics analysis, and competitive benchmarking to produce an insightful, creative brief. But consider the significant return on investment down the road by:

  • Guiding designers efficiently so no effort gets wasted exploring worthless directions
  • Building consensus internally around goals to prevent scattered, ineffective efforts
  • Delivering creative work precisely tailored to business objectives and audience needs

In closing, resist the temptation to short-change the brief as a meaningless formality. Treat your brief as the blueprint for design excellence and a portal to deeply engage your most strategic partner in expressing your brand's full potential.

Graphic Design Brief FAQs

Do you still have questions about maximising design briefs? Review these frequently asked topics:

What exactly goes into a design brief?

At a minimum, an effective graphic design brief clearly defines the target audience, objectives, specifications, timelines, budget and success metrics. Additional context about the background, priorities, aesthetic preferences and calls to action also prove helpful.

Why does a design brief matter if we provide examples of what we like?

While visual style examples can be helpful, they don't articulate the strategic rationale behind design choices. A brief fills this critical gap by defining target audience needs, emotions to elicit, brand alignment requirements and other imperatives that drive impactful design.

Who should be involved in creating the design brief?

Ideally, bring together company stakeholders who oversee strategy, marketing, product and budget. Designers can also provide input from their unique creative lens during brief creation.

When's the best time to put together a design brief?

The earliest phase of client-designer discussions presents the ideal window to align around shared objectives within a formal design brief. However, stepping back and creating alignment through brief development is never too late.

Can we use the same design brief for different projects?

While some background context and brand strategy can be reused, each project's unique objectives, audience, aesthetics, timelines and success metrics warrant tailoring specific details within the brief. Don't rely solely on outdated templates.

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This 6-Step Graphic Design Process Drives Results (Infographic)

You’ve probably come across a few brands that seem to nail it with their graphic design, every single time. How do they make it look so easy, while you’re facing workflow bottlenecks and creative blocks?

The truth is, incredible design work doesn’t just *happen* for some people and not others. Every successful designer follows a tried-and-true graphic design process they know will help them achieve results — and you can, too, especially if you incorporate design thinking into each phase of your project.

We’re demystifying the creative process to show you exactly what works.

What Is the Graphic Design Process?

Graphic design is a critical visual communication tool marketers use to convey key messages about a brand that resonate with target audiences. It’s all about producing visual assets that are eye-catching, on-brand, and aligned with specific messaging. When it comes to user experience, the impact of well-executed graphic design cannot be overstated, as it directly influences how users interact with your brand.

The graphic design process, then, is what a designer follows to bring design ideas to life while serving a client’s end goals. This process often involves using tools like Adobe Photoshop to create and manipulate design elements, ensuring that the final design is polished and professional.

As a creative process, designing graphics involves equal parts of “creative” and “process.” In other words, a graphic designer will adhere to logical, step-by-step procedures all the way to completion. Creative ideation and original design work fit into this process. But they’re not the only skills or considerations that result in successful design. The graphic design process involves a great deal of communicating, critical thinking, and problem solving, too, and often requires access to unlimited graphic design resources to achieve the desired outcome.

The Graphic Design Process in 6 Steps

Whether you produce the graphics for an in-house marketing team, or you’re a graphic designer serving a big book of clients, you and your collaborators will benefit from a clear production and approvals process. No matter how skilled you are at creating visuals, refining your graphic design process can streamline cross-team workflows and help you arrive at a more successful end result, faster.

Here’s how to turn a concept into a compelling visual communication tool, from the creative brief to the finished product:

This 6-Step Graphic Design Process Drives Results

1. Build Out the Creative Brief

Before you get going with digital drawing tools, the first step in your graphic design process should be establishing the creative brief. Also called a design brief, this document will capture all of your client’s wants and needs and other key project specifications.

Anyone who wants to work with a graphic designer should be able to articulate what they’re looking for and what goals the design asset needs to meet. You may receive a complete design brief from your colleague or client. Or, you may be the one asking questions and filling out the brief.

Either way, your creative brief should address:

  • Company information (e.g., mission, offerings, unique value proposition).
  • Brand guidelines.
  • Target audience.
  • Asset type (e.g., logo design, UX design , eBook design).
  • Purpose of the asset and how it fits into the overarching marketing campaign.
  • Initial design concept or creative direction.
  • Production-related design specifications.
  • Delivery format and file type.
  • Project timeline , with key milestones.
  • Budget or cost of the design work.

Review the  project intake form  with all key stakeholders to ensure all the important details are captured and everyone is on the same page. It may take a few tries to make your brief as clear and comprehensive as possible.

When establishing the timeline, make sure you’ll have the final copy in your hands before you start designing. Any changes to the text could set you back significantly. After all, you don’t want to end up putting together a clever infographic design only to find out half of the data points will be thrown out and rewritten! Since form follows function, it’s essential to lock in any text you’ll be using before it ends up in the design asset.

2. Research the Design Ecosystem

Now that you know your creative mission, it’s time to start your preliminary visual exploration. During the research stage, spend time:

  • Understanding the specific product or service you’re representing.
  • Examining competitors’ design work.
  • Assessing your brand’s market positioning and differentiating qualities.
  • Exploring other visual content your target audience consumes, beyond your niche.
  • Considering how you might apply color theory and design trends.
  • Gathering inspiration images and building out a moodboard.

Research is an important part of what a graphic designer does . You’ll use your findings to inspire original ideas, solidify the overall design approach with other stakeholders and back up the design decisions you make later on. This stage is where the design thinking process really begins to take shape, as you start to synthesize your research into actionable design principles.

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3. Develop and Refine the Graphic Design Concept

Armed with your design brief and a wealth of information from the research process, it’s time to start building out the framework for what the asset will ultimately look like.

Depending on what you’re working on, the concept development and refinement stage may involve sketching out thumbnails, mockups or graphic elements. Larger and more significant projects, like an abstract or text logo development and web design, may require more fine-tuning and several iterations before moving into production.

Regardless of the scale of your project, it’s important to present your initial concepts to the rest of the team. A good graphic design rule of thumb is to pitch 3 ideas:

  • Provide exactly what the client asked for.
  • Offer your interpretation of what you think they’ll like, based on everything you know.
  • Pitch a new concept or idea that could still meet the brief.

Have your client or colleagues pick one of the three, and continue refining it. Ask for feedback about your general approach and the rough framework for your project, to see if anything is missing or should be tweaked to better support the ultimate project goals. This way, you won’t spend all your energy and time designing down the wrong path.

During this stage, you might use Adobe Illustrator to create vector-based graphics, ensuring that every visual element is scalable and versatile for the final product. The rough sketch you start with will evolve, and through brainstorming with your design team or design firm, you will develop a comprehensive visual language for the graphic design project.

4. Create the Design

Once all stakeholders are in agreement and you have all that you need to proceed with the design, it’s time to execute the project.

During the design stage, a graphic designer will be expected to implement best practices related to the use of color, typography, the hierarchy of information and positive and negative space. They’ll also put technical skills to the test, using the right graphic design software and other applied productivity tools to get the job done in the most efficient way possible. For instance, Adobe Creative Cloud offers a suite of applications that can streamline the graphic design workflow and provide an array of tools for different design needs, whether it’s UI design for an app or package design for a new product.

Before sending off your design, conduct a self-critique and examine your work with an editing eye. Are there any design elements that seem out of place? Does your visual hierarchy support the goals outlined in the creative brief? This is the time to make any edits of your own — but this isn’t the end of the revision process.

5. Collect and Implement Feedback

The feedback stage involves a series of smaller steps that ensure quality control and perfect alignment with your stakeholders’ vision.

Depending on what type of team you’re working with, this part of the graphic design process may look something like this:

  • Submit the design work for internal review.
  • Make any requested changes.
  • Present the updated design to your client or other decision-makers.
  • Explain how your design decisions align with the creative brief and the direction you agreed on.
  • Gather feedback from all stakeholders.
  • Confirm your next steps.
  • Make the requested changes.
  • Present this new version to the rest of the team.

From there, rinse and repeat until you’ve reached the final version and there are no outstanding change requests.

The feedback stage is also where web developers and other stakeholders can weigh in on the usability and effectiveness of the design, ensuring that the final product isn’t just visually appealing, but also functional and user-friendly.

6. Finalize and Deliver the Design Assets

Now that you’ve gotten final approval from all stakeholders, you’re ready to deliver the assets in the appropriate formats. Package them up so they’re ready for production and can be easily implemented into whatever digital or print format your recipients need.

Your creative brief should articulate what deliverables you should share. For instance, you should make sure to send the asset in the correct file types and sizes so no changes are needed later on. Helping your recipients avoid the hassle of modifying the files or asking for further support can make for a better design experience for everyone involved.

How Following a Graphic Design Process Drives Results

Graphic design and marketing go hand in hand — and generating marketing results isn’t easy without a solid strategy in place for communicating across teams and producing visual assets that meet your specifications.

Once your creative brief is approved, this serves as both your instruction manual as well as your contract for this particular design project. It’s a tool you as the designer can use to keep your efforts on track. If you ever feel stumped, you can turn to this resource.

Additionally, using a design brief and following an agreed-upon feedback and revisions process helps with managing the expectations of key stakeholders and collaborators. If there’s any question of whether or not you delivered on time or on brand, you can point back to the goals and specifications outlined in the creative brief and show how you met them.

Listening closely to client feedback and making the necessary updates can help you become a better graphic designer . For instance, you might think of clarifying questions to ask during the design brief stage. And you’ll get better at translating abstract feedback into actionable design edits.

Graphic design is a critical component of your marketing strategy , so following a consistent process is the first step toward success. By adhering to this process, you’re more likely to achieve a better design that resonates with your audience and fulfills the project’s objectives. Whether you’re taking a graphic design course or are a seasoned professional, remember that each step in this process is an opportunity to refine your skills and deliver a final product that stands out in the crowded marketplace.

Editor’s note: This article was updated on Dec. 15, 2023.

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By Jessica Barker

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Design Management

Design documentation process: why is it important.

Design documentation process

Update! There is an updated version of this article here: The Design System Guide: Documentation

Many designers and team leaders postpone documenting the design process until it’s over. Time is already limited and they want to focus on design and product development first. They can worry about documentation later.

But this is a dangerous approach . Memories fade and something that was clear just a couple of weeks (or even days) ago may be hazy when you finally get around to writing your documentation… and it might be something crucial. This can have all sorts of consequences, from confusion to implementation mistakes. Documentation, therefore, should be viewed as a vital part of the design process.

I’ll show you why design documentation is so important. I’ll share my process so that you can easily keep track of all of the important information during your own project.

What is design documentation?

Why you NEED design documentation

Design documentation benefits

How to properly document design, my design documentation process.

Design documentation is a collection of documents that cover all of the most important aspects of your product or service design.

It keeps everyone on the same page and if there’s a new team member, it lets them know what’s been done, why it’s been done, how to implement certain elements, what’s next, and more.

Design documentation includes information about target users, product features, essential implementation details, design decisions that you have agreed upon, project deadlines, and anything else that the project requires you to keep track of.

Design documentation

Why you need design documentation

Design documentation is important because it tells the story of why and how a product or project was designed. It helps everyone involved understand what was done and why, so that the final result is the best it can be. Having design documentation also makes it easier to fix and update things later on. Basically, it makes the design process smoother and helps ensure the success of the project.

Having no design documentation can result in a number of problems:

  • Bits and pieces of information will get lost. Reasons for changes will be tough to recall. Either you’ll have to spend more time searching for answers as to why something was done, or you’ll have to move on without them.
  • Insights will be disconnected. There’ll likely be plenty of data but no coherent source of findings that your team could benefit from.
  • Lack of clarity. Teams will continue working in their own way. Marketing, UX, developers, graphic designers, and others won’t be in sync with one another.
  • The design process won’t be efficient.
  • Inability to scale or iterate: If the design process and decisions are not documented, it can be difficult to scale or make changes to the product in the future.

Source of truth

Everyone needs access, and everyone needs to understand how to use the documentation. A single source of truth in design systems is like having one special rulebook where we save all the rules and all the information is regularly updated

Easier handoff

There will be multiple people working on a product. The people implementing the design may not be the ones who created it. In some cases, they might have joined the process at a later stage. Having design documentation with some implementation details, or even step-by-step instructions, will make their job much easier and will result in far fewer questions and mistakes.

Documenting design and design changes is also very helpful when it comes to analytics and metrics tracking . For instance, it enables us to connect any spikes in traffic or conversion rate fluctuations with certain changes and actions that we took. It gives us the ability to look back and see how design affected other areas, what worked, and what didn’t.

Make sure that:

  • Design documentation is easy to use and searchable
  • The documentation process must be consistent and have a clear structure .

Alongside these, there are some important aspects that you need to take care of:

Ensure documentation is up-to-date and clearly marked What is the latest version of a certain document? Make sure that everybody knows how various versions are marked and minimize the risk of confusion and incorrect decisions.

It’s a maraton, not a sprint Design documentation is not a one-time activity. You won’t be able to create all of the documents before the project, and that’s not the point of it. You have to work on it incrementally. That’s why it’s so important to create a flexible, accessible structure which other team members can update as well.

Provide visuals and code samples Now we’re moving into design system territory. However, if you can show actual design samples and resources in your documentation and what team members should use, it’ll be a lot easier for them to translate information from the documentation into design decisions and coherent design.

I wrote an extensive article about design documentation here. 

It focuses on the design system documentation. It has everything you need + my Figma Community file “Design documentation template” for setting up your own organized design file. 🙂

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International conference on The Digital Transformation in the Graphic Engineering

INGEGRAF 2022: Advances in Design Engineering III pp 947–964 Cite as

Outline for the Development of the Graphic Documentation of a Project

  • Sánchez Casado Nieves 13  
  • Conference paper
  • First Online: 14 February 2023

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Part of the Lecture Notes in Mechanical Engineering book series (LNME)

On many occasions, when a student carries out work involving a design process, he or she tends to prioritise the written work or the 3D product design process, without considering that the work has to culminate in the production of 2D plans in predetermined formats, which will faithfully define the final product and facilitate the understanding of the design for anyone who examines them.

This text is intended as a guide so that the student knows how to approach the graphic documentation work phase, which must be carried out in parallel with the design of the product. The student often leaves this phase of graphic formalisation to the last moment of the deadline for the presentation of the work, which usually leads to poorly drawn, undefined and incomplete plans.

In addition to graphically defining the product, the student has to personalise the work environment, which will facilitate the different phases of the process, starting from templates and personalising them according to the final finish to be obtained. On the one hand, he/she must define the sheet formats to be used, and on the other hand, he/she will design the title block to be used in the plans, determining the blocks to be included in it. In addition, he has to foresee the standard he is going to work with and must configure the styles to be used, the sizes and type of letter, type of dimension, scales, etc., so that he does not have to carry out this work at the last minute.

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Bibliography

Cataldo Mollo CJ (2017) Diseño e implementación de aplicaciones didácticas en dibujo Cad 2d y 3d utilizando el software autocad electrical 2015, el entorno cable y arnés de Autodesk Inventor 2015 y los módulos de entrenamiento del laboratorio de automatización y control de la EPIE

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Inventor A (2022) Autodesk inventor. Online]. http://www.autodesk.com/products/autodesk-inventor-family/overview

Muneta MLM (2019) II. 2. Una experiencia de “Learn desing by doing”. In La Transformación Digital en la Ingeniería Gráfica: Experiencias metodológicas para una enseñanza/aprendizaje innovadora de la Ingeniería Gráfica. Universidad de La Rioja, pp 95–101

Peréz DA, Adán FS, Peña JS (2019) I. 2. Representación del producto mediante modelos 3D vs 2D. In La Transformación Digital en la Ingeniería Gráfica: Experiencias metodológicas para una enseñanza/aprendizaje innovadora de la Ingeniería Gráfica. Universidad de La Rioja. pp 29–46

Shih R (2013) Parametric modeling with Autodesk inventor 2014. Sdc Publications

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Nieves, S.C. (2023). Outline for the Development of the Graphic Documentation of a Project. In: Cavas-Martínez, F., Marín Granados, M.D., Mirálbes Buil, R., de-Cózar-Macías, O.D. (eds) Advances in Design Engineering III. INGEGRAF 2022. Lecture Notes in Mechanical Engineering. Springer, Cham. https://doi.org/10.1007/978-3-031-20325-1_74

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Graphic design checklist

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Project Documentation: 15 Essential Project Documents

ProjectManager

Table of Contents

What is project documentation.

  • Project Documentation By Project Phase
  • Top 15 Project Documents
  • What's Worth Documenting?

Project Documentation Best Practices

How projectmanager helps with project documentation.

Project managers know the importance of project documentation. Project documents must be accurate and constantly updated to keep current with the project. Creating and managing project documentation throughout the project life cycle is critical for project success, but where to start?

This guide defines what project documentation is and why it’s important in addition to outlining the top 15 project documents that you should always create to plan and execute your projects.

The term project documentation refers to the project management documents that are created throughout the project life cycle. These documents, such as the project plan, project schedule or project budget, define activities, procedures and guidelines that the project team should follow.

Project documentation has several purposes such as project planning, cost management or risk management. In addition, there are certain project documents that must be created at a specific project phase as they set the stage for the next step. For example, the project management plan must be created before the project execution phase can begin.

Project management software can help you organize and share information that is crucial to the success of your project. ProjectManager is work management software that has unlimited file storage and makes it easy to share product documentation with your team and stakeholders. All of its multiple project views share one source of information to keep everyone on the same page. Get started for free.

A screenshot of the board view in ProjectManager

Let’s take a look at which project documents should be created at each project management phase.

Project Documentation by Project Phase

Projects vary in size and complexity and some require more comprehensive project documentation than others. Here’s an overview of some of the project documents that are usually created throughout the project life cycle .

  • Project Initiation: Project charter, project summary, business case, project kickoff meeting agenda
  • Project Planning: Project management plan, work breakdown structure , project budget, project schedule, change management plan, scope management plan, risk management plan
  • Project Execution: Project status report, lessons learned template, timesheets , change requests, change orders
  • Project Monitoring and Control: Project status report, lessons learned template, timesheets
  • Project Closure: Project closure template, punch list

Now that you have an idea of the right project documentation for each phase of your project life cycle, let’s dive into some critical project management documents.

Top 15 Project Documents to Include in Your Project Documentation

Here’s a brief description of the important project documents and a corresponding project management template for each of them. Don’t forget to check our library of free project management templates  where you’ll find dozens of templates to build your project documentation.

1. Project Plan

The project plan is the most comprehensive of all project management documents because it compiles the project documents that are created during the project planning phase. For example, your project plan should include your project budget and your project schedule.

Project plan template in ProjectManager

2. Project Charter

The project charter is written during the project initiation phase and it sets the stage for the project plan. Project managers use project charters to provide a quick overview of the project to stakeholders, sponsors and clients.

Project charter template in ProjectManager

3. Business Case

Just like the project charter, a business case is a document that’s created during the initiation phase to convince project stakeholders of the project’s value by explaining the potential benefits it could have for their organization.

Business case template in ProjectManager

4. Project Schedule

At a basic level, the project schedule defines the timeline for the execution of all project tasks. It can also include more details such as the resources needed for each task, who’s responsible for it, the float or slack your project has and the critical path. ProjectManager’s Gantt chart is the perfect tool for creating a detailed project schedule.

Project schedule documentation depicted on a Gantt chart

5. Risk Register

This document allows you to register all potential project risks and includes a brief description of their potential impact and likelihood. A risk register is an important project document as it provides important information for your risk management plan that contains all risk management documents, strategies and guidelines.

Risk tracking template in ProjectManager

6. Scope Statement

A scope statement defines the activities that will be executed to complete a project. It’s used by project managers to let stakeholders know what will be done and what won’t be done so that expectations are clear from the beginning. It’s part of the scope management plan , a comprehensive document that explains the procedures and guidelines related to the project scope.

Scope statement template in ProjectManager

7. Project Budget

The project budget is a critical project management document. To create one, you’ll need to estimate your project costs, which include labor, materials, equipment and anything that’s needed to execute the project.

ProjectManager's budget template

8. Project Communication Plan

A communication plan sets all the guidelines for communication among team members and project stakeholders. It defines the communication channels to be used, the communication schedule and roles and responsibilities among other details to streamline the communication process throughout the project life cycle.

Communication plan template in ProjectManager

9. Project Status Report

Project status reports are a must-have project management tool because they allow you to check the health of your project at any point in time and share data with stakeholders to keep them updated. Status reports are brief and include the most relevant information only.

Status report template in ProjectManager

10. Project Closure Template

It’s always necessary to create project documentation at the end of the project closure phase . That’s because project managers need to close contracts, create a “lessons learned” document and get formal approval from stakeholders among other important tasks. All of this must be documented so that nothing falls through the cracks.

Project closure template in ProjectManager

11. Project Proposal Template

A project proposal is a project management document that provides a quick overview of the key areas of a project. Its main purpose is to convince potential stakeholders of the value of the project during the initiation phase. It should be a persuasive document that highlights the main benefits, goals and requirements.

Project proposal template in ProjectManager

12. Project Brief Template

A project brief is a summarized version of your project plan, geared towards an audience such as cross-functional teams or stakeholders who don’t need to dive into all the details of a project management plan but still need to have an understanding of the project goals, budget, roles & responsibilities among other key aspects.

Project brief template in ProjectManager

13. Requirements Gathering Template

Project requirements are the goals and specifications that are expected from a project to make sure all stakeholders are satisfied. Our free requirements gathering template will help you document all your project requirements.

Requirements gathering template in ProjectManager

14. Project Overview Template

A project overview is a 1-page document that outlines the most critical aspects of a project such as its timeline , milestones, budget, status and the team members’ roles & responsibilities.

Project overview template in ProjectManager

15. Team Charter Template

A team charter is a project management document that shows the roles, responsibilities, deliverables and resources of a project team. It helps project managers understand the workload and objectives of each team member for better resource planning.

Team charter template in ProjectManager

What’s Worth Documenting

No matter your organization’s structure, the ability to record and document all aspects of a project is vital to being a successful project manager. Multiple reports, charts , graphs, documents, change requests and status updates need to be maintained throughout the project life cycle, and documentation works to stitch the disparate pieces of a project together and bring it to a successful finish.

However, your time is limited, and so is patience in most organizations for tedious paperwork. How can you maintain efficiency and effectively document the project? Consider the following to determine what’s worth documenting:

  • Client-Related Everything – Imagine that a client suddenly questions a decision that was made months ago. The client says that they chose one direction but your company decided to go down another path during implementation. Clear documentation on client meetings, including notes with dates, times and attendees helps resolve misunderstandings.
  • Legal Dictates – For certain projects, legal teams are required to review documentation during the project . For public projects, there might be oversight and review processes that analyze a project after its completion. Know the documentation requirements your legal team needs before your project begins. Playing catch-up is risky in this kind of environment.
  • The Right Amount of Process – While you don’t want to get lost in documenting so much of the plan and process that you’re not actually processing, you do want some definition around the project plan and goals. Let your organizational structure guide how many processes to document. For example, trying to operate process-free on a project that requires legal documentation will only get your project in trouble. When in doubt, the best approach is to document.
  • Changes to the Project – Ongoing project reports are essential to document especially as project goals shift. Ideally, you’ll have a real-time online project management tool so your resources and task changes are scheduled live and issues are captured as they occur. However, larger impacts to the project plan should be added to project documentation in a version-controlled manner.

So what are the best strategies you should use to keep your documentation effective, efficient and timely? To align your documentation according to best practices you should:

  • Take the Time – Use your calendar ! Many people think that calendars are only for scheduling meetings. It’s not. Use it to schedule 2-3 hour blocks of uninterrupted time to assemble an essential document. Instead of taking calls or conversing with a coworker, take the time to get in the zone of writing. With focused time and attention, you’ll be able to make significant progress. Likewise, schedule 10-15 minute blocks in your calendar each week to review and update documentation.
  • Have the Right Level of Detail – Putting documentation together for engineers is different from documents you present to executives. Engineers need details you can provide while executives don’t have time to be bogged down with details. They just want bullet points, the bottom line and the next steps. It’s up to you to determine the right level of documentation for the right audience.
  • Use Smart Storage  – Your documentation needs to be easy to locate. Documentation is useless if it’s buried under a rock where nobody can find it. This includes making sure that the infrastructure is in place to access the documentation online and that the folder structure and hierarchy are easy and intuitive to understand.
  • Share with Others – Most people hate putting documentation together but love it when it’s packaged up for them. You’ll be pleasantly surprised that people actually read the documentation! Use your online project management software to store your documents online with the project, ideally in a collaborative, secure environment.
  • Version Control and Up-to-Date – Keeping project documentation current and updated is challenging. It’s easy to get to the point of the initial version, but it’s painful to go back and update documentation and maintain version control. The biggest help is the document repository infrastructure you have in place. Automatic version control allows you to manage this process and the consumers of your documentation always trust that they have the latest version.

ProjectManager is work and project software that connects hybrid teams and fosters collaboration. All project documents can be stored on the tool and everyone who needs access to documents will have it. You can create project plans and so much more, making ProjectManager the only software you need for project success.

Make Project Plans on Interactive Gantt Charts

One of the most important project documents is your project plan. You can make and share this with our Gantt chart , which organizes all your tasks, links dependencies and plots milestones to help you stay on schedule. It even filters for the critical path. Our online Gantt charts deliver real-time data and are easy to share so everyone is always working from the most current data.

A screenshot of a gantt chart in ProjectManager

Monitor Your Project With Real-Time Dashboards

Your project documentation only sets the stage for the execution of your project. To keep to those plans, you need to have a way to monitor progress and performance in real time. Our live dashboard automatically collects, calculates and delivers real-time metrics for time, workload and more. Unlike other tools, there’s no setup necessary. You see what’s happening as the project unfolds.

ProjectManager’s dashboard view, which shows six key metrics on a project

Go Deeper Into the Data With One-Click Reporting

When a high-level view isn’t enough, you can generate project reports with a keystroke. Get more information on your costs, progress and more. All reports can be filtered to show only the data you want to see. You can attach reports to stakeholder emails or print them out for presentations.

A screenshot of the reporting page in ProjectManager

ProjectManager is a flexible tool that allows you to update your project documentation as needed as projects change. Everyone is updated with email notifications or in-app alerts so there’s never any confusion about what’s expected. Use a tool that manages your project plan, resources, cost and team while storing all the project documentation you have to deliver success.

Related Content

  • How to Write a Project Summary (Free Template Included)
  • How to Write a Project Description: A Quick Guide
  • How to Write an Executive Summary: A Quick Guide
  • Ultimate Guide to Gantt Charts
  • Ultimate Guide to Project Tracking
  • How to Use a Project Decision Log for Optimal Results

Sure, documentation can be the bane of your project, but you need it. There are tools that can help you do it easier, better and faster. The online software suite from ProjectManager is a great collaborative tool to create and store your project documentation for easier access and document sharing with your team. Get started for free .

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Expert Tips for Writing a Project Description With Free Templates

By Kate Eby | May 25, 2021

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A strong project description provides a roadmap for stakeholders and communicates the vision without getting bogged down in details. We’ve compiled expert tips and sample project descriptions to help you get started. 

In this article, you’ll find a project description outline , steps for writing a project description , expert tips , and examples of project descriptions by industry .

What Is a Project Description?

A project description is a high-level overview of why you’re doing a project. The document explains a project’s objectives and its essential qualities. Think of it as the elevator pitch that focuses on what and why without delving into how. 

You typically draft a project description early on, during the project initiation phase of the project management lifecycle.

The project manager often writes the project description. However, if you are working for an agency that seeks grant funding or writing a research proposal, you might need to learn how to write a project description in a project proposal.

The project description should include an overview of the following:

  • Project goals and objectives
  • Stakeholders and their roles
  • Metrics for measuring success
  • Estimated budget

The tricky part is figuring out what doesn’t belong in the project description. The description should focus on goals, objectives, and the overall approach, but you don’t need to include lists of tasks, an extensive background, or research analysis. In general, the project description is broad; you’ll include more detail in the project plan.

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Project Description Outline

The parts of a project description will vary depending on the type of project. However, your project description should contain the following elements:

Parts of a Project Description Outline

  • Project Title: Aim for a short, unambiguous, and memorable title. 
  • Overview: This is a high-level summary (no more than one or two paragraphs).
  • Project Justification: Explain the problem or opportunity and why the project is necessary.
  • Objectives: Set specific and measurable project goals.
  • Phases of Work: Break down the project into phases that describe the desired outcome for each.
  • Metrics for Evaluating and Monitoring: Include the metrics you’ll use to evaluate the project’s success. 
  • Timeline: Outline the timeline for each phase, including the basic tasks that you will accomplish, with start and end dates.
  • Estimated Budget: Include the budget and projected costs.

How to Write a Project Description

Although writing a project description will vary somewhat depending on the type of project, the basic process is the same. The following 10 steps are key to writing a good project description.

  • Summarize: Write a one- or two-paragraph explanation of what the project aims to accomplish. Avoid delving deep into background or past projects. A good project summary will not only serve as your elevator speech, but will also help you clarify larger issues with your plan.
  • Define: Describe the problem or opportunity and how the project will address it.
  • Specific: Answer who, what, when, where, and why.
  • Measurable: Include metrics for defining success.
  • Achievable: Set goals that are possible to accomplish with the available resources.
  • Relevant: Goals should be aligned with your organization’s mission.
  • Time-bound: Include intermediate and final deadlines for each goal.
  • Explain: Briefly explain your methodology. Include any key technologies or project management techniques you’ll use and why they’re appropriate.
  • Measure: Identify the project deliverables . How will you measure success and evaluate the project?
  • Schedule: Include a general timeline, with project phases and milestones. Be sure to note any important deadlines.
  • Budget: Include the total estimated cost of the project and how much you have budgeted. (Note that this shouldn’t be a line item budget.) Use a project budget template for a more detailed breakdown of budgeted and actual project expenses.
  • Get feedback: Seek feedback from key stakeholders, customers, and anyone impacted by the project for feedback. Ask them to explain the project in their own words to get a sense of how clearly you’ve communicated the vision.
  • Proofread: Have someone else proofread the project description. In addition to spelling and grammatical errors, ask them to look for missing details that are significant to the project.
  • Revise: Update and revise the document as the project progresses. Treat the project description as a living document.

A 10-Step Checklist for Writing a Project Description

Now that you know how to write a project description, use this checklist to help you focus on the key details.

Types of Project Descriptions With Examples

In this section, you’ll find a variety of free, customizable project description templates. We’ve completed them with sample information so that you can get an idea of how to write a description that fits your needs. You can also download a free project documentation template to help you track its progress.

Architectural Project Description Template

Architectural Project Description Template

Download Architectural Project Description Template

Microsoft Word | Adobe PDF | Google Docs

An architectural project description should start with a summary that explains the need for the project. Briefly identify the site, any key design features and aesthetic considerations, and a broad timeline. Keep it simple, and write for the general public. Here’s an example of an architectural project description summary for a downtown parking garage:

After you summarize the project, use the architectural project description template to create a customizable action plan. Include a breakdown of work by phases. Note any communications and approvals needed to ensure success.

Client Creative Project Brief Template

Client Creative Brief Template

Download Client Creative Brief Template

Microsoft Excel | Smartsheet

Create a client creative project brief  to ensure a project strategy aligns with client goals. Creative briefs are frequently used for projects involving graphic design, videography, or marketing campaigns. Start by briefly describing the project, objectives, and deadlines. The following client creative project brief provides an overview of a holiday marketing campaign.

The format will vary based on the type of project. In the client creative project template example above, you’ll find a number of kickoff questions about the campaign’s target audience, key components, and messaging. If this template doesn’t meet your needs, check out other Smartsheet client creative briefs and marketing project plan templates .

Grant Project Description Template

Grant Project Description Template

Download Grant Project Description Template 

Microsoft Word | Adobe PDF  

When you’re applying for grant funding or planning a grant-funded project, it’s essential to identify the target population and how they’ll benefit from project activities. Focus on why the project is necessary, rather than on the needs of your organization. The following example describes a grant project for a program seeking funding to combat childhood hunger:

This grant project description template breaks down the description into separate sections for the problem to be addressed, goals and objectives, target population, project activities, and key staff. It provides additional space for background information, measurable outcomes, and a timeline and budget, and it includes separate columns for income sources and expenses.

Interior Design Project Description Template

Interior Design Project Description Template

Download Interior Design Project Description Template

Microsoft Word | Google Docs

An interior design project description is similar to a client creative project brief. You’ll use the project overview to spell out a vision for the project that syncs with the client’s needs. The following interior design project description summarizes a residential kitchen remodel project.

Use the remainder of the interior design project description template to document the client’s likes and dislikes in greater detail. The template includes space to note the client’s preferences for general style, as well as colors, patterns, textiles, furnishings, and more. You’ll also find space to include measurements, a floor sketch, a project schedule, and a budget.

IT Project Description Template

IT Project Description Template

Download IT Project Description Template

Microsoft Excel | Microsoft Word | Adobe PDF

An IT project description should start with a basic summary that condenses key background information and what the project entails. Keep it simple, and explain the project in lay terms. The following IT project description summary provides an overview of a plan to develop a mobile ordering app for a fast casual restaurant:

This IT project description template includes space for goals, assumptions, measurements of success, and risks. Additionally, the template includes space for a breakdown of the scope of work, including processes impacted by the project, milestones, costs, and resources.

Software Project Description Template

Software Project Description Template

Download Software Project Description Template

Microsoft Word | Adobe PDF

A software project description should start with an overview that explains the type of software that will be developed, the problem it will solve, and the benefits to users and the business. The overview shouldn’t focus on the technical aspects of the project, but instead on the final product and its benefits. This software project description example gives an overview of a point-of-sale (POS) system under development for a brewery.

Once you’ve completed the overview, use this software project description template to explain purposes and goals in greater detail. The template includes sections for obstacles, risk factors, hardware compatibility, and software employed. Other features include a detailed breakdown of the project’s timeline and cost structure.

For other project description templates, please refer to our Free Project Description Templates article .

PMP Project Description

If you’re a project manager seeking the Project Management Professional certification, you’ll need either 36 or 60 months of professional experience leading projects, depending on your education level. 

The Project Management Institute (PMI) requires you to submit each project as its own entry on the application and include the following:

  • A one-sentence project objective.
  • Your role in accomplishing project deliverables in each of the five phases of project management : initiating (IN), planning (PL), executing (EX), monitoring and controlling (MC), and closing (CL).
  • A brief description of project outcome.

You can use this PMP application project description example for guidance:

  • Objective: Redesign Company XYZ’s website to improve lead generation by 25 percent.
  • Project Deliverables: I was the project manager for Company XYZ’s redesign. I drafted the project charter and recruited a team of four IT staffers to complete the project (IN). I created the work breakdown structure, timeline, and budget, and I met with stakeholders to assess project contingencies and risks (PL). I coordinated between departments, provided quality assurance, and managed the four-person team throughout the project (EX). I conducted risk audits and communicated results to stakeholders (MC). I obtained stakeholder feedback, archived project documents, and held multidepartment training once the redesign was completed (CL).
  • Outcome: Company XYZ’s website redesign was completed $10,000 under budget and two weeks ahead of schedule. Lead generation increased by 30 percent within six months.

How to Write a Project Description in a CV or Resume

Writing a project description for successful past projects can give you an edge when you’re a job candidate or looking for new clients. When writing a project description for your CV, resume, or portfolio, clearly state the project objective, your role, and the outcome.

Continuing with the example above, here’s a project management project description sample to avoid in your resume because it’s vague. The second project description is a more effective example. It also highlights the most significant accomplishments and responsibilities first.

Project Description Before Example

IT Project Manager, Company XYZ Project: Website redesign

  • Managed a highly successful redesign
  • Provided leadership throughout the project
  • Updated key stakeholders in a timely manner
  • Coordinated communications and staff trainings
  • Completed the project under budget and ahead of schedule, resulting in improved sales

Project Description After Example

IT Project Manager, Company XYZ Project: Website redesign with goal of increasing lead generation by 25%

  • Managed website redesign that resulted in a 30% increase in lead generation
  • Completed the project $10,000 under budget and two weeks ahead of schedule
  • Recruited and managed a team of four IT staffers
  • Created the work breakdown structure, timeline, and budget; assessed project contingencies and risks
  • Communicated with key stakeholders throughout the project; trained staff across departments once the project was complete

Tips for Writing a Good Project Description

To write an effective project description, draft early in the process. Keep it high-level without going into too much detail or background. Use the description to generate interest among a broad audience. Keep it brief and free of jargon.

  • Clear: Keep writing straight to the point and don’t include unnecessary jargon. 
  • Concise: Focus on the project itself, rather than on background information.
  • Complete: This can be a challenge when you’re also aiming for concision. Regardless, the description should include the key points your audience needs to understand the project. 
  • Credible: Only cite authoritative sources and the most up-to-date information.
  • Draft the Project Description Early in the Process: Gregory Carson, PMP, is a biomedical engineer, attorney, and patent agent with more than 20 years of project management experience and who owns Carson Patents . Carson suggests drafting the project description early, ideally as soon as the idea occurs to you or your team. The description will serve as the summary roadmap to refer back to throughout the project. “All of the other details have some direct relationship to the project description, so having the project description well drafted before you begin the execution planning can save you time and frustration, in particular as changes need to be included,” Carson says. At the end of the project, you’ll want to refer back to the document to show that the project fulfilled the goals and objectives.
  • Make a Memorable First Impression: Alan Zucker, PMP, is a project manager with more than 25 years working with Fortune 100 companies and founder of the website Project Management Essentials . He says that a project description should motivate. The goal is for people to understand and support the project after reading the description. “When crafting your pitch, remember that most people will form their initial impressions about the project within the first 30 seconds. Lead with a strong statement and a powerful image of the project’s benefit,” Zucker says.
  • Write for a Broad Audience: A common mistake when writing a project description is targeting too narrow of an audience. “There is usually no lack of attention on the stakeholders that are funding the project, and they are important audience members for the project description to focus on,” Carson says. “But particular attention focused on the stakeholders who will benefit from the project often leads to helpful insights for the project.” Getting feedback on the description from a broader audience is also helpful. Zucker suggests reviewing the description with key stakeholders, customers, and those impacted by the project. “After reading your description, see if they can restate it in their own words,” Zucker suggests. “Was the restatement what you intended? If not, then continue to revise the description based on the feedback.”
  • Avoid Excessive Details, Especially Early On: Your project description should convey a vision, rather than provide a detailed implementation plan. Don’t worry too much about planning out details in the description phase —  Zucker suggests that you simply make sure there’s a clear understanding of the project’s goals and why you want to proceed. “The description will evolve as we learn more about the project,” Zucker says. “Don’t worry about committing too early. Part of that evolutionary process is sharing the description and getting feedback on it.” Keeping a high-level focus will help generate buy-in for the project. Carson says it’s key to describe the project so that others “can understand and appreciate your marvel.” “You don’t want to pontificate to the point where people stop reading or get confused about any of the goals and objectives,” he says.
  • Ask Someone to Proofread Your Project Description: Proofreading and editing are essential when you finalize your project description. But if you wrote the description, recruit someone else to edit it. “Too often as we write, we ‘remember’ what we were writing about and can miss little details, even spelling and grammar, that can impact the meaning and importance of a project and its description,” Carson says. Don’t be surprised if you need to revise and rewrite a few times. It’s all part of the process of crafting your message.

How to Write a Brief Description of a Project

Focus on the project and the problem it addresses. Avoid delving into background info or referencing other projects. Emphasize the what and why without excessive detail about the tasks it requires. This can be your pitch to sell the project.

What Is a Project Description in a Project Proposal?

A project description in a project proposal is a brief summary of the goals, the objectives, and the need for the project. It shouldn’t be more than one or two paragraphs. The project proposal will provide more detailed information.

What Is a Project Description in a Thesis?

A project description in a thesis outlines the research you’re undertaking, typically as part of graduate studies. It includes your working title, your research goals, basic methodology, and why the research is needed.

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Graphic Designers Project Status Report Template

Graphic Designers Project Status Report Template

Being a graphic designer isn't just about creating eye-catching visuals; it's about managing projects and keeping clients in the loop. That's where ClickUp's Graphic Designers Project Status Report Template comes in handy!

This template empowers graphic designers to:

  • Document and communicate project progress, objectives, and design decisions
  • Keep track of timelines and budgets to ensure projects stay on track
  • Collaborate effectively with clients and team members for successful project completion

Whether you're working on a client project or your own creative ventures, this template will streamline your project management and reporting process so you can focus on what you do best—creating stunning designs!

Benefits of Graphic Designers Project Status Report Template

Keeping track of your graphic design projects is crucial for staying organized and delivering outstanding results. The Graphic Designers Project Status Report template helps you do just that by:

  • Providing a comprehensive overview of project progress, objectives, and timelines
  • Ensuring effective communication and collaboration with clients and team members
  • Tracking design decisions and revisions to maintain consistency and quality
  • Monitoring project budget and resource allocation for better financial management
  • Streamlining project documentation and archiving for future reference

Main Elements of Graphic Designers Project Status Report Template

Whether you're managing a team of graphic designers or working as a freelance designer, ClickUp's Graphic Designers Project Status Report template has got you covered!

This template includes:

  • Statuses: Track the progress of your design projects with custom statuses such as In Progress, On Hold, and Completed.
  • Custom Fields: Add specific details to each project, such as Client Name, Project Due Date, Design Type, and more, to ensure all important information is captured in one place.
  • Different Views: Use different views to visualize and manage your projects. Whether it's the Board View for a Kanban-style workflow, the Calendar View for tracking deadlines, or the Gantt Chart View for visualizing project timelines, ClickUp has the perfect view for your needs.

With ClickUp's Graphic Designers Project Status Report template, you can streamline your design projects and stay organized from start to finish.

How to Use Project Status Report Template for Graphic Designers

Creating a social media content calendar can be overwhelming, but with the help of ClickUp's Content Calendar Template, you can streamline the process and stay organized. Follow these {{Steps_Random #}} steps to effectively use the Content Calendar Template:

1. Define your content goals and strategy

Before you start planning your social media content, it's important to establish clear goals and a strategy. Determine what you want to achieve with your social media presence, whether it's to increase brand awareness, drive website traffic, or generate leads. This will help guide your content creation and ensure that it aligns with your overall marketing objectives.

Use the Goals feature in ClickUp to set specific, measurable, attainable, relevant, and time-bound (SMART) goals for your social media content.

2. Identify your target audience

Understanding your target audience is crucial for creating content that resonates with them. Research their demographics, interests, pain points, and preferences. This will help you tailor your content to their needs and preferences, increasing engagement and driving results.

Use the Custom Fields feature in ClickUp to track and categorize your target audience segments.

3. Plan your content themes and topics

Once you know your goals and target audience, brainstorm content themes and topics that align with your brand and resonate with your audience. These could include educational posts, behind-the-scenes content, user-generated content, or industry news. Plan out a mix of content types to keep your social media feed diverse and engaging.

Use the Board view in ClickUp to organize and visualize your content themes and topics.

4. Create a content calendar

With your goals, target audience, and content themes in mind, it's time to create a content calendar. Use ClickUp's Calendar view to map out your content schedule, including the dates, times, and platforms for each post. This will help you maintain a consistent posting schedule and ensure that your content is well-balanced and aligned with your strategy.

Use the Calendar view in ClickUp to schedule and manage your social media content.

5. Create and schedule your content

Once your content calendar is set, it's time to start creating your social media posts. Use ClickUp's Docs feature to draft your captions, design your visuals, and gather any necessary hashtags or links. Collaborate with your team members to ensure that the content is reviewed, approved, and scheduled for posting at the right time.

Use the Docs feature in ClickUp to create and collaborate on your social media content.

By following these steps and utilizing ClickUp's Content Calendar Template, you can effectively plan and execute your social media content strategy, saving time and improving your overall social media presence.

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Get Started with ClickUp’s Graphic Designers Project Status Report Template

Graphic designers can use the Project Status Report Template to keep track of their progress, timelines, and design decisions throughout a project.

First, hit “Add Template” to sign up for ClickUp and add the template to your Workspace. Make sure you designate which Space or location in your Workspace you’d like this template applied.

Next, invite relevant members or guests to your Workspace to start collaborating.

Now you can take advantage of the full potential of this template to create stunning designs:

  • Use the Timeline View to plan out project milestones and deadlines
  • The Budget View will help you track project expenses and stay on budget
  • Use the Design Decisions View to document and communicate design choices and rationale
  • The Communication Log View will ensure effective collaboration and keep stakeholders informed
  • Organize tasks into different statuses to keep track of progress
  • Update statuses as you complete design phases and deliverables
  • Monitor and analyze tasks to ensure maximum productivity

Related Templates

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10 Essential Types of Construction Documents

types of construction documents

Construction documents help keep your projects organized and guide the construction process from start to finish. Having access to these construction documents puts information into the hands of the right people at the right time, so decisions can be made quickly and action can be taken to finish projects on time and within scope. 

There are many documents that you’ll come across when working in construction, but there are around 10 that make up the core essential documents that you need to have for each project. 

What are Construction Documents?

Construction documents have several purposes, including covering daily information, keeping track of a project and documenting changes, inventory tracking, permit applications, and others. These documents essentially cover the full range of your business operations from the beginning of a project until the end. 

Some common kinds of construction documents include:

  • Bidding documents
  • Architectural drawings
  • Work orders
  • Safety reports
  • Certificates of insurance
  • Subcontractor applications

…as well as many others. 

The 10 Types of Construction Documents for Construction Projects:

There are all kinds of construction documents that you may come across on any single project, and they may not always be the same. However, there are usually several core documents that you’ll come across regardless of the type of project you’re handling. 

Feel overwhelmed trying to stay ahead of changes and decisions when countless project documents are all over the place? Watch our webinar, Document Management 101: How to Align Teams & Simplify File Sharing .

The following is a collection of the 10 types of construction documents that we believe you should understand and use on your projects. These are some of the most common and important construction documents for building projects of all kinds. 

1: Construction Agreement

A construction agreement is a document that goes over the scope of work that is to be done on a construction project. It will touch on information such as:

  • Who will complete the work on the project
  • The scope of work that is going to be done
  • A full description of the project
  • Supplier information
  • Payment information, including who is going to pay for the project
  • A general schedule and timeline
  • Provisions for delays 
  • Contractor protections
  • Documentation about local contract laws
  • Insurance 
  • Claims processing

The basic agreement has to be signed before any work can begin. 

2: General Conditions

The general conditions contract goes over the contractor’s obligations. It basically goes over the legal framework for the contract and will have details about how you can resolve problems or disputes during the construction process. 

3: Special Conditions

Special conditions documents go over any aspects of the project with specific instructions that don’t apply to the rest of the project. This kind of document is an extension of the general conditions document. 

4: Scope of Work (SOW)

For any project, you need to know the scope of work to be done. Scope of work documents state everything that will need to be done to complete the project. 

With a good scope of work document, the details about the entire project will be made clear, so it’s simpler to come up with a timeline for the project as well as other conditions tailored specifically for the build. 

Scope of work documents may cover information such as who will complete certain parts of the project or what kinds of materials are going to be used. 

5: Drawings

Construction documents often include architectural drawings. These visual documents represent the final design and give something for the customer and contractor to review and agree on before work begins. 

6: Specifications

A project’s specifications discuss technical details about the project. Also referred to as “ specs ,” these will cover information such as the:

  • Equipment that is expected to be used on-site
  • Techniques necessary for the build
  • Acceptable material deviations
  • Material requirements
  • Best practices
  • Common standards
  • Testing or certifications required when the project is done

7: Bill of Quantities

To keep track of all tools and materials, a bill of quantities is needed. This is essentially an itemized list of all the materials, tools, labor, and parts used on the build. Pricing for each of these items is also included. 

A bill of quantities helps contractors estimate how much a project will cost to build, so they can offer accurate bids. Customers can also benefit from this document, as they can see an itemized breakdown describing where their money has been spent. 

8: Construction Schedule

Every project you complete will have a schedule. A construction schedule is important, because it helps keep the project on track and finished on an approximate timeline. Schedules aren’t always firm; some will have options for delays, or ways to alter the schedule if necessary during the build. 

As an example, most commercial projects will need multiple permits, and those could cause delays. The schedule may go over what will happen when delays occur, as well as what to do if materials or permits cannot be obtained as expected.

A good construction schedule will go over the components needed for the project as well as when construction will begin and be completed. If licensing or permits are needed, they might be added to this schedule, so the team knows when to apply for them.

9: Schedule of Values

A schedule of values is a helpful document that goes over each work item on a particular project. It also includes the cost or value of each item. 

This list is comprehensive and goes over all costs in the contract price from start to finish. 

10: Cost Estimate

With a cost estimate document, it’s easy to identify both soft and hard costs. This kind of estimate may be issued as a lump sum or may be broken down into sections. 

First, hard costs have to be added. These include:

  • The expected work to be completed
  • Estimates for labor
  • Contingencies
  • Overhead costs
  • Landscaping costs

A cost estimate may also go over soft costs , such as:

  • Inspection fees
  • Equipment needed to complete the job

Normally, soft costs make up around 30% of the overall budget, while hard costs make up closer to 70%.

How to Streamline and Simplify Construction Document Management

It is helpful if you have all of the above documents available to you, so you can search for data quickly and easily. Searching for documents like these takes up around 35% of all construction professionals’ time .

Fortunately, there is technology that can help keep construction documents in order , helping centralize your data to make it available where and when you need it.

Read more: 10 tips for better construction document control

1. Centralize Your Construction Data

One of the best ways to stay organized is by centralizing your construction data . Data is most valuable when it’s easy to find and analyze. When data is hard to find, decisions may need to be made with less information, and that increases the risk of errors on a project. 

Instead of having your data on disconnected engines or in multiple locations, consider leveraging a common data environment. This environment centralizes everything you do, so you, as well as anyone else on your team, have access to all the information you need when you need it. 

For example, if you keep your construction data in a centralized cloud-based environment, you’ll be able to collect, manage, analyze, and distribute that data much more efficiently. A centralized data environment facilitates collaboration and helps your team avoid duplication and mistakes. It is also available online, which means that you can access your data on-site, in the office, or anywhere you are. 

How to Effectively Track Documents in Construction

2. Make Construction Documents Accessible Anywhere

Speaking of centralizing your documents, helpful cloud-based construction management solutions like Autodesk Construction Cloud can make it easier to access your data from anywhere while also keeping it organized and secure. 

Looking closer at a common data environment, a CDE is one of the best ways to collect, manage, and disseminate all documentation throughout the course of your project. A CDE, essentially a digital hub, makes it easier for all people working on the project to collaborate, since they can access graphical and non graphical data from all teams working on the same project. 

Adopting technology that integrates and centralizes information is the first step to moving into a more data-driven environment.

3. Optimize Document Management Workflows

Finally, using the right technology to centralize your data can help you establish better workflows that are both standardized and streamlined. You can establish the best workflow for your company by asking simple questions like, who needs to review and approve changes, and who can access or change data in this new system? 

Every company is different, so you will want to establish your workflow based on your current team and the project’s needs. Your initial system may change at first, but once you have one that works for you, you should stick to it and train new workers on that workflow as and when necessary.

Streamline Construction Communication & Stop Searching for Documents

Easily Manage Construction Documents With Autodesk Construction Cloud

With good technology, it’s possible to centralize data and keep track of all the most important construction documents. Your team will have the opportunity to see all the documents and data from a single project in one place, making it possible to improve your workflow and minimize disruptions. 

Autodesk Construction Cloud is construction software that helps you connect your teams and data, so you can keep better track of your goals and stay on track. Get a demo today and learn more about how you can improve communication throughout every stage of construction. 

Grace Ellis

Construction trends, tips, and news – delivered straight to your inbox, you might like..., demystifying autodesk technology: unlocking efficiency for factory planning and factory design, less guesswork, more confidence: how to make better decisions in construction , behind the build: interview with georgia loadholt, operations analyst at clancy & theys construction company.

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graphic design project documentation

Russia establishes special site to fabricate fuel for China’s CFR-600

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A special production site to fabricate fuel for China’s CFR-600 fast reactor under construction has been established at Russia’s Mashinostroitelny Zavod (MSZ - Machine-Building Plant) in Elektrostal (Moscow region), part of Rosatom’s TVEL Fuel Company. 

As part of the project, MSZ had upgraded existing facilities fo the production of fuel for fast reactors, TVEL said on 3 March. Unique equipment has been created and installed, and dummy CFR-600 fuel assemblies have already been manufactured for testing.

The new production site was set up to service an export contract between TVEL and the Chinese company CNLY (part of China National Nuclear Corporation - CNNC) for the supply of uranium fuel for CFR-600 reactors. Construction of the first CFR-600 unit started in Xiapu County, in China's Fujian province in late 2017 followed by the second unit in December 2020. The contract is for the start-up fuel load, as well as refuelling for the first seven years. The start of deliveries is scheduled for 2023.

“The Russian nuclear industry has a unique 40 years of experience in operating fast reactors, as well as in the production of fuel for such facilities,” said TVEL President Natalya Nikipelova. “The Fuel Division of Rosatom is fulfilling its obligations within the framework of Russian-Chinese cooperation in the development of fast reactor technologies. These are unique projects when foreign design fuel is produced in Russia. Since 2010, the first Chinese fast neutron reactor CEFR has been operating on fuel manufactured at the Machine-Building Plant, and for the supply of CFR-600 fuel, a team of specialists from MSZ and TVEL has successfully completed a complex high-tech project to modernise production,” she explained.

A special feature of the new section is its versatility: this equipment will be used to produce fuel intended for both the Chinese CFR-600 and CEFR reactors and the Russian BN-600 reactor of the Beloyarsk NPP. In the near future, the production of standard products for the BN-600 will begin.

The contract for the supply of fuel for the CFR-600 was signed in December 2018 as part of a governmental agreement between Russia and China on cooperation in the construction and operation of a demonstration fast neutron reactor in China. This is part of a wider comprehensive programme of cooperation in the nuclear energy sector over the coming decades. This includes serial construction of the latest Russian NPP power units with generation 3+ VVER-1200 reactors at two sites in China (Tianwan and Xudabao NPPs). A package of intergovernmental documents and framework contracts for these projects was signed in 2018 during a meeting between Russian President Vladimir Putin and Chinese President Xi Jinping.

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graphic design project documentation

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  12. Documenting is designing: How documentation drives better design

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  13. Graphic Design Checklist

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    What's Worth Documenting? Project Documentation Best Practices How ProjectManager Helps With Project Documentation Project managers know the importance of project documentation. Project documents must be accurate and constantly updated to keep current with the project.

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    Graphic Design,Editorial Design,Writing,Adobe InDesign. This thesis document includes the design of three books and two book covers— The Littl e Book of Everything, My Genius Lunch Box, Still Life, Indians and Ogd.. The project was four months long, from November 2019 to February 2020, and was sponsored by Penguin Random House.

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  23. Russia establishes special site to fabricate fuel for China's CFR-600

    These are unique projects when foreign design fuel is produced in Russia. Since 2010, the first Chinese fast neutron reactor CEFR has been operating on fuel manufactured at the Machine-Building Plant, and for the supply of CFR-600 fuel, a team of specialists from MSZ and TVEL has successfully completed a complex high-tech project to modernise ...