The management of projects requires good documentation and communication. These are necessary for the activities to be accomplished effectively. The BRD is a significant document that is used to define a business need and its subsequent execution. The PRD is also another key document that is used to define a project need. First off, there is a slight distinction between the two. Although they may sound synonymous they are different. They are used at different stages of a project.
In this article, we will explore the key differences between the BRD and PRD to help project managers and teams better understand project development.
Introduction to PRD
A PRD is one of the essential documents in the Product Development Cycle. It exposes which assets and abilities should be added to a product launch to let development and testing teams proceed. Though PRDs are made effectively in the conventional, phase-wise SD models, they are beneficial in agile working too.
The PRD includes everything that must be part of the release for it to be considered complete. It acts as a guide for other documents created during the release process. Although PRDs may suggest how something could be implemented to show how it works. They don’t usually specify exactly how it should be done.
Important Elements of the PRD
Here is a simple breakdown of the key parts:
Description of the Product
This gives an overview of what the product is and how it fits into the bigger picture of the market or the company’s vision.
Purpose
This explains why the product is being created and what specific business problems it aims to solve.
Target Audience
This identifies the end users and helps to understand their challenges and expectations. It often includes information about the users' demographics and behaviors.
Key Features
This highlights the main features and functions of the product. It helps in breaking each one down for better understanding.
User Interface Design
This focuses on how the product looks and feels, explaining how users will interact with it.
Technical Specifications
This covers the technical details needed by the engineering team. This includes things like software architecture, data storage, performance requirements, and frameworks.
Use Cases of PRD
A PRD is important throughout the entire product development process. It starts by defining the product and its needs, and it continues to guide the team to make sure the product is built correctly.
Here are some situations where a PRD is useful:
Translating Business Needs
You can use PRD when you need to translate your business needs into product features. The PRD explains how the product will work and lists its features.
Providing Clear Requirements
It includes technical details so developers know exactly what they need to build.
Defining User Stories
Writing user stories in the PRD helps clarify requirements and focus on what users need. For example, “As a user, I want to filter data by date range.”
Determine Product Meets Business Goals
The PRD helps align the product’s features with the overall business objectives, like creating a live chatbot or adding FAQs to reduce customer support questions.
Coordinating Cross-Functional Teams
It connects the design, quality assurance, and engineering teams to make sure everyone is working together effectively.
Managing Error Handling and Edge Cases
The document outlines how to deal with unusual cases and errors. It helps in a smooth user experience and proper error management.
Introduction to BRD
A BRD defines, in simple terms what a business does and why a project is required. It defines measures that need to be undertaken besides necessary project requirements.
The BRD focuses on the question of what the project should deliver. Another advantage of this BRD is that in case of any changes during the project, the BRD is to be updated.
For this reason, consider BRD as a plan that defines the activities to reach objectives and achieve positive consequences for customers as well as stakeholders.
All the team participants are involved in an effort to define how the project will go operational and how it will meet the needs of the business.
This kind of planning is done with the involvement of the stakeholders and can only be implemented after these stakeholders have approved the work plan.
Important Elements of the BRD
Let’s break down the main parts of the document:
Executive Summary
A brief overview that summarizes the entire document and outlines the project requirements.
Project/Feature Objectives
A description of what the project (or specific feature) aims to achieve. This includes its goals and expected outcomes.
Business Requirements and Project Scope
A clear definition of the work involved in the project, ensuring it stays within set limits.
Stakeholders
A list of who is involved in the project and the role and responsibility of each of the people involved in the project.
Timeline
This is a plan indicating the different stages that the project is going to pass through and the times that each stage will likely take.
Budget and Cost-Benefit Analysis
A statement of estimated costs as well as anticipated benefits to the project. The cost-benefit analysis offers a justification for the project's Return on Investment (ROI).
Constraints
Any limitations or challenges that might come up during the project, along with resources to address them.
Use Cases of BRD
This document is normally prepared at the onset of project development. It assists in making certain that all people are on the same page, minimizes confusion, and points out risks. It is also important for getting approval from executives and securing the budget.
Here are some situations when you should create a BRD:
Planning Projects and Setting Direction
Use a BRD to outline what the project needs and aims to achieve. This makes sure everyone is on the same page and avoids costly delays from changes in scope.
Creating and Replacing Applications
Gather all the business requirements needed to build a new application or replace an old one within the BRD.
Responding to Requests for Proposals
Draft a BRD to address RFPs for new projects by detailing the business needs and expectations.
Defining Business Needs
If your company is expanding, a BRD can help document the necessary business needs.
Solving Business Problems
A BRD can outline specific business problems and the desired outcomes to address them.
Prioritizing Market Needs
If you are entering a new market, a BRD can help identify key opportunities and align them with your business goals.
BRD vs. PRD: Key Purpose of Both the Documents
BRD
The main purpose of the BRD is to depict what the system should look like in business terms. Often it defines the commercial and the specific application and technical aspects that the project will require. The BRD helps answer important questions about what the business needs and how the project will be delivered. It also contains a prioritized list of features and requirements that the final product, system, or service must include.
PRD
PRD are very important in the product development process because they act as a guide for the whole team. They help to make it clear what the product aims to achieve.
They help everyone involved agree on which features are most important and understand any trade-offs. PRDs ensure that everyone is on the same page, helping to make sure the final product meets users' needs.
For teams using Agile or Waterfall methods, a well-organized PRD can make development smoother by providing clear directions and helping to avoid missed deadlines or changes in project scope.
When to Use BRD?
You should write a BRD during the project planning phase. At the beginning of the project, the BRD specifies the goal and reach of the project.
It also outlines the business needs and objectives.
While the BRD is defined in these early stages, it can be updated throughout the project as changes arise. This document is important because it lays a solid foundation for the project's success. It will help with better planning, execution, and communication.
You will need project management software that organizes tasks and connects your entire team to manage this effectively. Instagantt is an online tool that provides real-time data in different views. It allows everyone to work in their preferred way. Its interactive Gantt chart can be shared with teams and stakeholders, showing tasks organized on a timeline.
You can link dependent tasks, set milestones, and identify the critical path. Plus, you can set a baseline and track your BRD in real time as the project progresses.
When to Use PRD?
A Product Requirements Document is usually created by the product manager before the development team starts working on the product. However, it's important that everyone collaborates on it. A PRD is like a best friend to the product manager because it guides the release and helps ensure that you deliver what customers want, on time.
Everyone involved in the release. This includes developers, testers, and project managers—should be familiar with the PRD.
Final Thoughts
BRD and PRD both are requirement-based documents. These are helpful to take your business towards success. You can align your team and describe your business goals to them using these documents.
