Are you ready to learn everything you need to know about how to write a business requirements document (BRD)? This article will explain in detail what information you’ll need to put in your BRD, as well as step-by-step instructions for creating your own. We know it’s helpful to see an example when you’re starting a document from scratch, so we’ve given you a full example, too.
Plus, you can use our prebuilt requirements management template to help you write your own BRD. Once this is done, you’ll be able to start your project even faster using our prebuilt project scheduling template.
A business requirements document (BRD) is an official document that provides a comprehensive overview of a project, including its objectives, key stakeholders, timeline, budget, constraints, and more.
This document outlines what’s needed to reach the intended project objectives. When it’s done well, it should be so self-explanatory that it removes any ambiguity associated with the project work. Nobody is left guessing — everything they need is listed in the business requirements document.
In a paper for the Project Management Institute (PMI), Paul Burek emphasized that business requirements are the “what” — what an organization wants to do upon completing a project. The requirements define the changes that will come as a result of the project work.
While it might sound overly formal, a business requirements document is a critical element to ensure alignment among all parties involved.
Later on, we’ll delve into some tips for writing a concise BRD with Wrike’s templates, so that you can accomplish your business goals and objectives.
Now that we have a loose overview of what this document is, let’s dig into the nitty-gritty of what goes into it.
Business requirements documents are similar to other formal documents such as requests for proposals (RFPs) and client contracts. With that in mind, the document includes:
There’s no denying that there’s a lot that goes into this document. But, writing business requirements and adding them to a business requirements document doesn’t have to be an overwhelming challenge. Follow these tips for writing your own.
If starting this document feels daunting, spend some time reviewing successful past projects completed within the organization.
Look at the documentation associated with these projects and use your insights to outline your new business requirements document. Some elements to consider as you review previous documentation include:
Here are the meat and potatoes of this process: gathering requirements. This may consist of many different types of requirements, ranging from high-level to technical.
Ultimately, your business requirements document won’t be effective without gathering and capturing all stakeholders’ requirements accordingly.
“A Guide to the Business Analysis Body of Knowledge” (BABOK® Guide) identifies commonly used requirements elicitation methods, including:
Don’t worry — it’s certainly not essential to use all of the techniques mentioned above. Instead, identify which ones will work best for you and your current product specifics. Throughout the project lifecycle, ensure you listen for impacts to the requirements defined at the beginning of the project and address them as needed.
Try our prebuilt requirements management template to help you organize all the inputs.
Wrike’s business solution, including our high-level dashboards and reporting, allow you to actively track the status of all requirements in real time.
Business documents like these can often be long-winded and heavily detailed, making them difficult for your team members to follow and understand. Remember that this document will be viewed by lots of different stakeholders in various roles, and not everyone will understand technical text. There’s no need to include heavy jargon in your business requirement document — try and keep your language clear, relatable, and concise.
A good tip is to include a glossary of terms at the end of your document so that any technical terms can easily be found, and misunderstandings can be avoided.
Visuals and surrounding context can increase your plan’s effectiveness and break up text-heavy chunks of information.
Research indicates that 65% of the population are visual learners, which means incorporating visuals in your document can help you convey your message and plan in a more compelling way.
For example, a business process diagram is a typical visual seen in a business requirements document. Mapping out business processes in their current state versus the proposed future state can help communicate requirements with ease.
Once you’ve finished your business requirements document, ask stakeholders to review it and validate it. This provides the opportunity for you to confirm you’ve captured all of the requirements accordingly and offers a chance for stakeholders to provide feedback and make changes before the project begins.
As an added bonus, completing a review process also contributes to overall alignment, setting your team up for success from the get-go.
Want to create your project schedule today? Use our ready-made template.
We’ll admit that all of this can feel a little complex and academic, so let’s walk through a basic requirements document example.
Imagine that your organization wants to find a way to better track employee performance and key performance indicators (KPIs).
For the sake of this example, let’s say there’s currently no system that allows employees to track their performance, so one will have to be selected and implemented. Here’s what a very simple document might look like for this type of project (along with some helpful tips on how to write a BRD):
Our organization is seeking a performance management system to track our overall employee performance, boost retention and morale, and increase transparency between managers and employees.
We aim to have this system launched within the second quarter and will evaluate systems, implement the system, and provide adequate training to managers and employees by June 1, 2025.
There are a number of requirements we’re looking to satisfy, including career path mapping, reporting and analytics, and goal management. A number of stakeholders will be involved in the selection and implementation of this system, including project managers, human resources, department heads, executives, managers, and employees.
This document details the selection of this system, the objectives, needs, scope, requirements, stakeholders, schedule, and cost benefit analysis.
Use the SMART system for your project objectives:
Back your statement with data and research, if possible, to strengthen your position:
Clearly define what work falls within the scope:
Work with key stakeholders to outline all of the requirements:
Expand on the project and its limitations so that stakeholders can understand its complexity and how project objectives can be achieved. Some project constraints include:
Identify key stakeholders and outline their roles and responsibilities:
Outline all various phases of the project along with the deadline for each phase:
Use a tool like Wrike to help you visualize your project timeline — our Gantt Chart view will keep your stakeholders up to date on your progress.
If you need to alter any dates or deadlines, reschedule your tasks in bulk on our project timeline and easily communicate these changes in real time.
Complete a cost benefit analysis:
Define all special terms and abbreviations used, for the reference of your viewers:
Here’s what our example would look like in a finalized template:
Like the above example? Create your own business requirements document with Wrike’s blank templates:
Kick-start your project scheduling in no time with Wrike.
The difference between business requirements and functional requirements is the purpose. While a business requirements document provides stakeholders with an in-depth overview of your project requirements, a functional requirements document (FRD) describes how to carry out certain tasks to complete the project.
Think of these documents like purchasing and using a cookbook. The BRD represents the cookbook, as the front cover and table of contents give a general idea of what you’ll be making. As for the FRD, this is similar to the individual recipes with instructions on how to cook up certain creations.
Additionally, beyond functional requirements, there are several others:
A collaborative work management platform like Wrike can take plenty of stress and headaches out of the process by streamlining communication, collecting requirements from stakeholders, and providing visibility into the process. Our prebuilt templates, like our requirements management template and our project scheduling template, can help bring those results to fruition even more quickly.
Are you ready to manage projects more efficiently, increase productivity, and decrease risks? Click here to start your Wrike free trial and avail of our prebuilt templates and valuable product management resources that will supercharge your business.
Kat is a Midwest-based contributing writer. She covers topics related to careers, self-development, and the freelance life. She is also a columnist for Inc., writes for The Muse, is Career Editor for The Everygirl, and a contributor all over the web.
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Creating effective documentation templates is crucial for organizations looking to standardize information management. By implementing standardized documentation practices, businesses can streamline processes, improve communication, and ensure consistency across various departments. This article will explore the importance of standardized information, the benefits of using documentation templates, key elements to consider when designing templates, steps to create them, and how to implement and maintain them. Additionally, we will discuss the challenges organizations may face when attempting to standardize information and provide strategies to overcome them. Understanding the Importance of Standardized Information Standardization plays a pivotal role in information management, particularly in today's fast-paced and interconnected business environment. This means establishing a set of rules and guidelines for how data and documents should be structured, formatted, and categorized. When information is standardized, it becomes easier to locate, retrieve, and analyze, enabling organizations to make informed decisions quickly. Benefits Implementing standardized documentation brings numerous benefits to organizations. Enhances productivity by reducing the time spent searching for or recreating information. Employees can easily access standardized templates, saving time and effort in creating new documents from scratch. Improves the quality and accuracy of information. Templates provide a consistent framework, so that key details are captured and formatted correctly. This consistency minimizes the risk of errors and miscommunication. Boosts the quality of training and onboarding processes. New employees can quickly grasp the organization's procedures and practices when presented with clear and uniform documentation templates. [caption align="alignnone" width="1024"] Photo by Cathryn Lavery on Unsplash[/caption] Key Elements of Effective Documentation Templates When designing documentation templates, certain key elements need to be considered to ensure their effectiveness in capturing and conveying information accurately. Structure and Layout The structure and layout of documentation templates play a crucial role in facilitating information retrieval and understanding. Clear headings, sections, and subsections allow users to navigate the document easily and locate specific information quickly. Breaking down content into digestible chunks improves readability and comprehension. Furthermore, thoughtful consideration should be given to the arrangement of content within each section. Logical sequencing and a coherent flow of information enable readers to follow the document's narrative effortlessly. Likewise, the inclusion of visual aids, such as diagrams, charts, and tables, can enhance the overall structure and make complex information more accessible. Lastly, the use of appropriate fonts, font sizes, colors, and formatting styles enhances visual appeal and readability. Consistency in these design elements helps create a professional and cohesive look throughout all documents. Content Considerations Effective documentation templates should capture all necessary information while maintaining simplicity and clarity. It is essential to consider the content that needs to be included and verify it aligns with the organization's goals and objectives. For instance, the project details, stakeholder information, and specific guidelines should be clearly outlined, so that readers have a complete understanding of the subject matter. Incorporating real-life examples or case studies can also greatly enhance the effectiveness of documentation templates. These examples offer practical illustrations of concepts, allowing readers to relate the information to real-world scenarios. Moreover, it is crucial to consider the target audience when designing documentation templates. Tailoring the content to meet the specific needs and knowledge level of the intended readers ensures that the information is relevant and meaningful to them. Every once in a while, these templates should be regularly reviewed and updated to reflect any changes in processes, procedures, or best practices. Steps to Create Standardized Documentation Templates Creating standardized documentation templates involves a systematic approach to ensure their effectiveness and usability across the organization. Identifying Your Documentation Needs The first step in creating standardized documentation templates is to identify the specific documentation needs of your organization. This involves understanding the types of documents that require standardization and gathering input from various stakeholders. Conduct thorough research and analysis to determine the most common types of documents that need standardization. As for stakeholders, they may include department heads, subject matter experts, and end-users who rely on the documentation. By involving them in the process, you can see to it that the templates address their unique requirements and capture the necessary information. Designing Your Template Layout Once the documentation needs are identified, the next step is to design a template layout that incorporates the key elements discussed earlier. The template layout should be visually appealing, easy to navigate, and intuitive for users. Consider the types of information that need to be included in each document and determine the hierarchy of sections. For example, a report template may include sections for an executive summary, introduction, methodology, findings, and recommendations. Don't forget to collaborate with stakeholders as well. They can provide useful feedback and iterate on the template design until it meets everyone's needs. This collaborative approach ensures that the templates are user-friendly and align with the organization's branding and style guidelines. Defining Your Content Standards After finalizing the template layout, the next step is to define clear content standards for the documents. Content standards include standardized language, terminology, and writing style to be used throughout the documents. Establishing easy-to-follow and consistent content standards can lead to all documents having a unified voice and conveying information in a clear and concise manner. Remember to give specific instructions on how to complete each section of the document template. This includes highlighting any required fields, specifying the format for dates and numbers, and providing examples or guidelines for content creation. It is important to note that creating standardized documentation templates is an ongoing process. As the organization evolves and new documentation needs arise, regularly review and update the templates to ensure their continued effectiveness and usability. [caption align="alignnone" width="1024"] Photo by Daria Nepriakhina on Unsplash[/caption] Implementing and Maintaining Your Documentation Templates Creating templates is only the first step; companies must also ensure proper implementation and maintenance. By following best practices, organizations can maximize the benefits of using documentation templates. Training Staff on Template Use Provide comprehensive training to all employees on how to use the documentation templates effectively. This training should cover not only the technical aspects of using the templates but also the importance of adhering to standardized practices. Emphasize the benefits of using templates for efficiency and consistency in documentation creation. During the training, showcase real-life examples of how using templates has improved documentation quality and reduced errors. Encourage employees to actively participate in the training by asking questions and sharing their own experiences. Also, feel free to offer ongoing support and guidance to address any questions or challenges that may arise during implementation. Establish a dedicated support channel, such as a help desk or a designated contact person, to provide timely assistance. Regularly communicate with employees to gather feedback and address any concerns they may have. Regular Review and Updates of Templates Periodically review the documentation templates to confirm that they remain relevant and meet evolving organizational needs. Solicit feedback from users and stakeholders to identify areas for improvement or additional templates that may be required. Consider establishing a template review committee consisting of representatives from different departments or teams. This committee can meet regularly to discuss template updates and propose changes based on user feedback and emerging industry trends. Involving multiple stakeholders in the review process ensures that the templates align with the needs of various users. Regularly updating the templates helps maintain their effectiveness and long-term usability. As technology and industry standards evolve, it is essential to keep the templates up to date. This includes incorporating new features, revising outdated content, and maintaining compatibility with the latest software versions. When updating templates, communicate the changes to all users and provide clear instructions on how to implement the updates. Conduct refresher training sessions or offer online resources to help users adapt to the changes effectively. Overcoming Challenges in Standardizing Information While standardizing information brings numerous benefits, companies may encounter challenges during the process. Being prepared to address these challenges is crucial to successful implementation. Addressing Resistance to Change Resistance to change is a common challenge when introducing standardized practices. People are often resistant to change because it disrupts their established routines and requires them to learn new processes. To overcome this resistance, organizations must take a proactive approach. One effective strategy is to clearly communicate the reasons for standardization. Emphasize the benefits it brings to employees and the organization as a whole. By highlighting how standardization can streamline workflows, reduce errors, and improve collaboration, organizations can help employees see the value in adopting standardized practices. In addition to communication, involving employees in the process can also help address resistance. Seek their input and actively listen to their concerns or misconceptions. By involving employees in the decision-making process and incorporating their feedback, organizations can foster a sense of ownership and engagement. Ensuring Compliance with Standardization Policies Maintaining compliance with standardization policies is another challenge businesses face. It requires consistent enforcement and monitoring to verify that employees adhere to the established guidelines. One way to ensure compliance is to establish clear accountability measures. Clearly define roles and responsibilities related to standardization and hold individuals accountable for their actions. By setting expectations and providing regular feedback, organizations can create a culture of compliance. Regular training and reminders are also essential to ensure employees understand the importance of adhering to standardization policies. By providing ongoing education and reinforcement, organizations can help employees stay up to date with the latest guidelines and best practices. Implementing technology solutions can further support compliance efforts. Technology can automate the documentation process, making it easier for the staff to adhere to standardization policies. It can also provide real-time feedback on compliance, allowing organizations to identify and address any issues promptly. Standardize Your Information with Wrike Creating effective documentation templates to standardize information is like having a blueprint for a building. It provides a consistent format for capturing and presenting information. However, managing these templates across multiple documents can be challenging. This is where Wrike steps in. Within Wrike, you can easily create folders for each document type or template. These folders can serve as a place where you can store template details, document drafts, and even your style guides. This structured approach brings standardization and effectiveness to your documentation, much like a blueprint guides construction. And when it comes to the other documents and workflows your business needs — whether it's document management or team collaboration — Wrike has you covered with robust project management features and ready-to-use templates. Ready to standardize your information? Start your free trial of Wrike today. Note: This article was created with the assistance of an AI engine. It has been reviewed and revised by our team of experts to ensure accuracy and quality.
