How To Write a Good Project Brief

A clear project brief is the cornerstone of a successful collaboration between clients and independent professionals. At HeadFirst, where we connect clients with highly qualified freelancers every day, we see time and again how crucial a clear and detailed assignment description is for achieving optimal results. It forms the basis not only for mutual expectations, but also for the selection process, the execution of the work and the final evaluation of the project.

A well-formulated project brief prevents misunderstandings, speeds up the hiring process and increases the chances of a good match between assignment and professional. Moreover, it contributes to a transparent and professional relationship in which both parties know where they stand. From our experience, we know: the more concrete and specific the assignment, the greater the chance of success - for both client and contractor.

The terms of reference of a project brief

A well-formulated terms of reference forms the basis for effective cooperation. It ensures that both client and contractor know exactly what is expected, preventing misunderstandings and increasing the chances of a successful project.

Key elements of a terms of reference:

• Purpose and context of the assignment: Describe why the assignment is being done and how it fits within the broader business objectives. This helps the professional put the work in context.
• Specific tasks and responsibilities: Give a clear overview of the work the professional will perform so that there is no ambiguity about expectations.
• Desired outcomes and deadlines: Describe the intended outcomes and set realistic timelines. This provides guidance and helps in planning and prioritising tasks.
• Required skills and experience: Specify what knowledge and expertise are necessary to successfully complete the task. This ensures that the right professional is selected.
• Practical details: Consider the location of the work, availability of resources and any reporting requirements.

Formulating these elements carefully lays the foundation for a collaboration in which both parties can operate effectively and contribute to the success of the assignment.

7 steps to create the best project brief

Step 1: Define the objective of the project

Before you start writing the freelance project, it is essential to clearly understand and define the objective of the project. What do you want to achieve with this project? What tasks need to be performed? How does this project contribute to the overarching goals of your company? Know where you want to go before you bring others along. A good understanding of the project's objective helps you in formulating relevant and specific tasks for the freelancers.

Step 2: Describe the required skills and experience

To attract the right freelancer, it is important to be clear about the required skills and experience. Determine what is needed for this role. Does the professional need experience with specific software? Are there any certifications or educational levels required? By including this information, you prevent wasting time assessing candidates who do not meet the requirements.

Step 3: Specify deliverables and deadlines

A good job description includes specific information about expected deliverables and deadlines. What must the freelancer deliver at the end of the project? Are intermediate deliverables required? Provide a clear end goal and timeline. By setting clear expectations, you help the professional plan and prioritize work effectively.

Step 4: Provide clear guidelines and expectations

It is necessary to give clear guidelines and expectations to the freelancer. Consider things such as communication channels, reporting requirements, availability and any specific company rules the professional must adhere to. This helps avoid misunderstandings and frustrations during the project. The last thing you want is to have to deal with chaotic practices, which you then have to resolve.

Step 5: Determine budget and payment terms

Make it clear to yourself what you are willing and able to spend. Stating the budget and payment terms in the assignment description is essential to attracting potential interim professionals. Interim professionals want to know if the project is financially feasible and will meet their expectations. If the budget is flexible, you can specify a range to provide negotiating room.

Step 6: Provide information about company culture and values

Including information about company culture and values can help interim professionals assess compatibility with your company. For example, mention whether you have an informal or formal work environment, whether you value creativity or teamwork, and other relevant aspects. Is the atmosphere formal or informal? That way, they can determine whether to put on dancing shoes or a tie. This helps interim professionals make an informed decision before applying.

Step 7: Last but not least, use a clear title

The title is perhaps the most important part of your job description. It may seem like an obvious point, yet this is still often underestimated and not given enough thought. Without a good title, the very people you are not looking for may click and you will miss out on potential candidates. Don't make the title too long and make sure it is clear in 1 or 2 words what the job entails. Be extra sharp on spelling and stylistic errors.

The importance of a good project brief within the DBA Act

Within the framework of the Deregulation Assessment of Employment Relationships Act (DBA), a clear assignment description is not only of great practical but also legal importance. It helps define the employment relationship and prevents risks of false self-employment.

By being explicit about the nature of the work, the expectations and the method of performance, both client and contractor can demonstrate that there is an independent assignment and not a disguised employment relationship. This is crucial to meet the requirements of the tax authorities and avoid possible sanctions.

The key to success

A clear and detailed assignment description is essential for the success of projects and building strong relationships with independent professionals. It provides clarity, prevents misunderstandings and lays the foundation for effective and efficient cooperation. Did you find the perfect match for your project? Check out our blog article on the Best Onboarding Process to start building on the strong foundations you've already established.