PRD vs PB: Which One Should Product Managers Use?

Product Documentation: The Tedious, Time Suck that Makes a Difference in Your Product Success

As a Product Manager, creating a clear and concise product roadmap is essential to ensure your team is aligned with the company's goals and deliver high-quality products that meet customers' needs. However, deciding which format to use to document your product requirements can be a challenge. Documentation is outdated the minute it is written, but there is no escaping the reality that there is a time and place for having parts of your product documented for when you aren't available to communicate all of the thoughts in your head. 

Product Requirements Document (PRD)

A Product Requirements Document (PRD) is a lengthy document that outlines all the requirements and specifications for an application. This is the more historically known product document style. It is a static document, usually in the form of a Word file, that is fully flushed out with detailed features, use cases, and functionality. The goal of the PRD is to serve as a comprehensive guide for the product development team, ensuring that everyone is aligned with the project's scope and objectives.

However, the PRD has several downsides that can hinder the product development process. First, it can mimic a waterfall approach to documentation, meaning that the majority of it is written before the development process starts. This approach can be inflexible and can lead to missed opportunities for changes and improvements that could have been identified during the development process. Furthermore, the PRD is often lengthy and tedious to read, leading to the document being ignored or overlooked after its initial creation. (We have all been there pouring our soul into a document that no one reads - sob)

Another issue with the PRD is that it can include assumptions and guesses about the market fit and value of the product. These assumptions can lead to incorrect decisions being made based on incomplete or outdated information, which can negatively impact the success of the product.

A secondary use case for PRDs that I have seen work really well is for handing off the product to another team member or selling the product all together. This level of comprehensive documentation does help with a transition, however, it shouldn't be the sole reason this style is selected. If we never make it to a successful product, then the documentation is just a shiny artifact with no value. 

Product Brief (PB)

In contrast, a Product Brief (PB) is a living document that outlines the market problem, desired outcomes and goals, and metrics for success. It is a brief and concise document that can be easily shared with anyone in the organization and updated frequently. PBs are usually created using cloud-based tools such as Google Docs or Confluence, making them easily accessible and editable by anyone in the company.

The PB is a more Agile approach to documentation, meaning that it is a living artifact that can be updated regularly as new information becomes available. This approach allows for flexibility and encourages collaboration between teams, ensuring that everyone is aligned with the product's scope and objectives. Additionally, because PBs are brief and concise, they are easier to read and understand, increasing the likelihood that stakeholders will review and engage with them.

Another advantage of the PB is that it includes insights and data points based on strategic validation of assumptions. This approach ensures that the product development team has accurate and up-to-date information to guide their decisions, leading to better products and outcomes.

Which One Should You Use?

While both the PRD and PB have their benefits and drawbacks, the PB is the preferred approach for modern product management. The PB is a living document that can be updated regularly and shared easily with anyone in the organization. It is brief and concise, making it easier to read and understand, and it includes insights and data points based on strategic validation of assumptions.

However, that doesn't mean the PRD is obsolete. In some cases, a PRD may be necessary, such as when working with external partners or stakeholders who require a detailed and comprehensive guide to the product's specifications. In those cases, the PRD can be a useful reference tool for the product development team.

There is always a ride the middle option - this is the ultimate beauty of a self-organizing, agile team! As a team decide what you need out of documentation, what your external stakeholders needs from documentation, and then create your own style and template of product documentation that checks the important boxes for you. 

Conclusion

As a product manager, you should consider the benefits and drawbacks against your team's individual needs of both the PRD and PB before deciding which approach to use. While the PRD has been the traditional method of documenting product requirements, the PB offers a more Agile and collaborative approach that is better suited for modern product development.The biggest thing to remember is that your customers could care less how and what you document as long as you deliver a successful product that provides value to them!