How to write a useful brief without knowing the technical terms

You do not need to choose a framework or draw every screen before speaking to a studio. A useful brief explains the business situation, the people involved and what should become easier when the work is finished.

The following worksheet works for a website, app, automation or custom software project. Short, concrete answers are enough to begin.

1. Explain the business

We help… Name the customer and what the business does for them.

For example: “We run an independent hotel for business travellers and families.” This is an illustrative answer, not a template you need to match.

Include the current website or relevant materials if they already exist. Explain what is changing: a new launch, a wider audience, a different service or an existing process that no longer fits.

2. Describe the problem you see

The difficult part today is… Describe an observable situation.

“We need an app” is a possible solution. “Our team cannot reliably see which jobs are assigned to them” describes a problem the project can investigate.

If you have an example of a confusing page, a repeated task or a missed handover, explain it without including private customer information.

3. Name the people who will use it

The main users are… List the groups and what each needs to do.

An owner, a staff member and a customer may have very different needs. Add where the task happens: at a desk, on a phone, at a reception counter or while travelling.

4. Describe one complete journey

A person starts by… and finishes when… Write the steps in ordinary language.

For a booking journey, that might be finding a suitable service, selecting a time, providing details and receiving confirmation. Mention where a person needs help and where your team takes over.

This makes the proposed work easier to discuss than a long list of isolated features.

5. List what already exists

We currently use… Include the website, spreadsheets, payment provider, booking tool or other systems involved. You do not need to share passwords in the brief. The studio can arrange the appropriate access later.

Also list your available content: logo files, photographs, copy, product information and previous designs. Note who can approve their use.

6. Define the first useful result

The first version will be useful when… Describe something you can observe.

That might be a customer finding the right service and sending an enquiry, or a manager assigning a job without copying details between three places. Keep later ideas in a separate list so they do not hide the main purpose.

7. Explain the practical constraints

We need to consider… Note any real event date, budget range for the private proposal, required integration or availability limit. Identify the person who will give consolidated feedback.

An honest constraint helps the studio recommend a realistic first scope. If you do not know an answer, write that down too.

Your brief can begin with a conversation

The worksheet is a starting point. Discovery turns these answers into decisions about scope, design and delivery. It is normal for the initial request to change once the underlying job is clearer.

See how we work or send us the short version of your project.