Product description

A product description is a description of what a deliverable is. It’s created before the product is created and used to direct the work. It’s also used to evaluate the created product and make sure it matches expectations.

Product descriptions should be created for all planned products as part of the planning activities, ideally before finalising the project plan. However, defining every product description during the initiation stage is not always feasible. In such cases, additional or updated product descriptions may be produced during the managing a stage boundary process.

The content of a product description typically follows a similar format (there are differences) as the project product description and is created for each product identified in the product breakdown structure, where required.

Contents

A product description includes the following key information:

• What is the product scope? What are its building elements?
• How would it be made and what skills or special considerations are needed for building it?
• What level of quality is expected from it? What’s the tolerance for it? How would we check the quality expectations?
• What are the responsibilities related to the product?
• Etc.

Timeline

Product descriptions are a key part of PRINCE2 planning and are developed as part of the product-based planning technique. The four key steps in defining and analysing products are:

1. Write the project product description during the starting up a project process – this defines the overall final output of the project.
2. Create the product breakdown structure – a hierarchical list of all products to be delivered, including management and intermediate products.
3. Write the individual product descriptions – started during the initiation stage and may be completed or updated during each stage boundary process.
4. Create the product flow diagram – this visualises the sequence and dependencies of product creation across the project.

Source data

Several key inputs support the development of product descriptions in PRINCE2 to ensure accuracy, quality alignment, and stakeholder involvement.

• Project product description: Created during the starting up a project process; sets the foundation for defining all other products.
• Product breakdown structure (PBS): Lists all required products and helps identify which product descriptions need to be created.
• End users of the product: Often involved in workshops to help define how the product will be used and what is expected.
• Team managers and subject matter experts: Provide technical input and help validate what is realistic and achievable.
• Quality management approach: Defines quality expectations and standards to be reflected in each product description.
• Issue management approach: Ensures proper identification and version control of products throughout their lifecycle.

Quality criteria

To ensure a product description is useful and fit for purpose, it should meet the following quality criteria:

• The purpose of the product is clearly stated and aligns with related products.
• The product is detailed enough to effectively plan, develop, review, and approve it.
• The description is concise yet sufficient to guide its production and quality control.
• Responsibility for development is clearly defined and assigned.
• Assigned responsibilities are consistent with the project’s team structure and the quality management approach.
• The quality criteria align with project standards, including relevant checklists and acceptance criteria.
• The quality criteria are measurable and can be used to confirm when the product is fit for purpose.
• The type of quality inspection or review required is clearly stated and is appropriate for verifying compliance.
• The senior user confirms that their requirements are correctly reflected in the product description.
• The senior supplier confirms that the product can be delivered as specified in the product description.

Tips

Here are some practical tips to help you create effective and manageable product descriptions for your PRINCE2 project.

• Begin with a well-facilitated product breakdown structure (use a mind map) and take your time — this defines the project’s scope.
• Be clear about what the project will not deliver (out of scope), then work within the defined boundaries.
• Although PRINCE2 recommends starting product descriptions as soon as products are identified, it’s often better to get a full view of the overall scope before diving into detailed specifications.
• Keep product descriptions practical and straightforward.
• Focus on the quality criteria by linking specific quality requirements to product features:
  • Example: Instead of “PC with a good amount of RAM,” specify “RAM: 16 GB” — assessing compliance is much easier.
• Baseline product descriptions: Once the project plan is complete, remind stakeholders that changes must follow the change control procedure.
• Refer to existing standards (industry, company, regulatory) where possible instead of writing lengthy custom specifications.
• The only product document required for small or simple projects may be the project product description.

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Written by Frank Turley.

If you have questions or doubts after using this wiki, you can ask for help on the Facebook or LinkedIn study groups.