Why Early Brief Clarity Is the Shortcut to Better Project Quality and Delivery Speed

This article brings you key (usually missing) information you can add to your project brief to create clarity, raise project quality, and increase the delivery speed.

“Every digital project is just a business process optimisation in its essence” – a senior colleague said to me a few years ago while we were discussing functional requirements and system infrastructure for a potential client.

“Of course”, I replied, “it’s so logical that it almost doesn’t need to be mentioned”.

We closed our laptop, ended the meeting, and moved on — but this “obvious point” stayed with me for some time. This slowly became a new paradigm through which I began observing upcoming projects.

The X-Factor

In presales, reviewing client documentation is a day-to-day job. And with the “new paradigm,” I started noticing:

Clients usually focus heavily on what is in scope — tech stack expectations, integrations, phases, feature lists.

And the context around the project often remains on the shelf, waiting for someone to ask.

Across all the documentation I reviewed, one pattern kept appearing — the highest-quality projects have had defined context traits, and I could see it from the very first documentation review.

Project Is an Adjustable System

When creating a project plan proposition, three categories are highly flexible:

• Team composition (subsequently budget)


• Scope width and depth


• Timeline

All three can be adjusted to create a project of the “same size”. Here’s a plastic illustration:

• team of 5 + 20 features + 2 months


• team of 3 + 20 features + 3.5 months


• team of 5 + 10 features + 1 month

So when a project brief says: “We need to launch in 3 months, and here are the 20 features,” the request seems simple — propose a plan and team to achieve that.

But here’s where things become interesting and exactly where missing context starts to show.

Where Lack of Context Is Felt

As we dive deeper into a project, questions naturally emerge — the kind of questions that influence scope depth, team setup, and timelines. For example:

• A “generic” feature like login can take 1 day or 10 days depending on existing systems, MFA, biometrics, or integration requirements.


• An educational module could mean a full in-app academy with multiple course; or a simple tap-to-learn feature.


• If an admin dashboard isn’t in scope – how will engagement, usage, or content performance be measured.

“This is overengineering” – a reader might say. And I fully agree. Overengineering the project brief isn’t the goal. And yes, vendors should bring expertise and make suggestions in uncertain areas. So the real question becomes:

>> What context could be shared as early as possible to increase project quality without overwhelming the documentation?

If I Were Starting a Digital Project, Here’s What I’d Always Include

Still looking through the “business optimisation” paradigm, here are the top 5 context elements that raise the quality of any project brief and leave space for expert suggestions (even the low-level ones!):

1. Goals
   
   What are we truly trying to achieve?


2. Measure of success definition (OKRs), especially the North Star
   
   “What is not measured, cannot be improved”


3. Does user and market research exist and can it be shared
   
   Does it exist? Can it be shared?
   
   It shapes scope depth and priorities more than any feature list.


4. Key project risks
   
   Technical, business, organisational — everything that may influence the plan.


5. Any restrictions regarding budget and time
   
   Non-negotiables frame realistic scenarios.

Of course not everyone will always have all the answers; context simply helps us deliver the best possible solution from day one.

Understanding these brings a whole new perspective and creates space for us to apply our expertise in a way that raises project quality while fully addressing actual needs.

What Happens When Context Is Clear

Once we know what’s important, it becomes much easier to:

• define what “reasonable” means for each feature and refine scope depth


• shape the team (size, seniority)


• optimise the price


• propose the right timeline


• suggest optimal technical approach

We can answer the deep-dive questions ourselves (because we know what’s most important) and come back with a concrete, realistic project plan instead of guesswork.

And if the context is missing in the brief? No problem. We’ll address it on calls anyway. But think twice, because here’s the value you unlock by defining these upfront:

• Higher-quality project proposal


• Faster proposal delivery (meaning more time to polish tailor project plan as well)


• Faster project execution


• Higher quality project execution


• Clarity on what the project actually achieved

In other words — the better key info you share, the more value we will create together.

Feel free to reach out to us, kick-start your project, and build something impactful!