how to write research project description

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Writing a Project Description

When writing a project description for external funding always think of your audience. It is essential to use plain English, define your key terms and cite key international and easily accessible references wherever possible. Succinctness and clarity is key.

All funding agencies have a page limit with 6-8 pages being common. A quality application is readable, feasible and interesting.

The following structure may not necessarily suit all submissions. Always read the guidelines and then read them again.

Don't hesitate to contact your Research Development Officer (RDO)  for assistance.

Project title

Your project title should:

• Use less than 20 words
• Be catchy and memorable.

Project summary

The project summary:

• Is usually limited to 50-100 words
• Includes aims, outcomes, significance and social and/or economic benefits of the research
• Is often best written last
• Should use language suitable for public/press release
• Can be used as a marketing tool.

Consider the following:

• What is the field of study? What is the object of the research?
• Keep aims clear and succinct 
• Dot points can work well 
• Think about the nature of the research – basic, strategic, applied or experimental 
• Ask is it genuinely feasible? Does it replicate work done elsewhere?
• Let the reader know the context of the research issues
• Use subheadings to identify themes and/or other issues
• How do people achieve that objective now? 
• Are there any current unresolved issues in your field? Why are they unresolved or unsatisfactory? How do you think you will overcome the problem/issue? 
• Bring out your knowledge of the field and literature. Let readers know you have the expertise. You are not only selling the idea, but also the researcher and/or research team 
• Include information about recent international progress in the field of the research, and the relationship of this proposal to work in the field generally 
• Define your key terms and cite key international and easily accessible references wherever possible

Significance and innovation

Describe and detail the significance of the research and whether the research addresses an important problem. Ask yourself the following:

• Why undertake the research?
• Will I strengthen basic knowledge? 
• Will I provide the answer to an important practical or significant problem? 
• Does my project have particular resonance for the future e.g. global environmental issues? 
• How will the anticipated outcomes advance the knowledge base of the discipline? 
• What is novel and innovative about the approach I am using? 
• What new methodologies or technologies will be developed?

Approach and training

• Describe the conceptual framework
• Describe the design and methods to be used 
• Explain how these are appropriate and how they integrate with the aims of the project 
• Provide step-by-step detail 
• How will you collect your data and what will you do with it i.e. what framework will inform your analysis? 
• Convince the reader you understand/have experience in undertaking qualitative/quantitative research

If the research work provides research training explain how the intellectual content and scale of the work proposed will be deserving of a research higher degree. If the research training is embedded in a larger project, describe/separate the part that the student will focus on.

Timetabling

This is a measure of the project's feasibility and your chance to let readers know who is doing what. You should:

• Link phases of the research plan/approach with the anticipated timeline
• List any milestones – draft reports etc. 
• Build in any ethics clearances required.

Expected outcomes

Describe the expected outcomes and likely impact of the proposed research. You should:

• Link to the aims – what will the anticiapted results be of what you plan to do? 
• Be realistic as you will be judged on these outcomes 
• Check the University's Intellectual Property Policy.

Communication of results

Outline plans for communicating the research results by thinking of both the users and benefits of the this research. Consideration should be given to each of the following:

• If communication of results will be undertaken formally through journal articles or conference presentations, try to be specific and name the journals and conferences. 
• If communication of results will be undertaken informally, name the interest groups, types of reports, websites, etc. you will use/target
• Media strategies
• Training of students

Benefit of the research

Describe how the research project might result in economic and/or social benefits. Consider the following questions:

• Why are you doing the research?
• What are the expected benefits for the specific industry and/or industry sector? List separately. 
• What are the expected benefits for the Australian community more broadly?

Description of personnel

Summarise the role, responsibilities and contributions of each investigator.

• Who brings what expertise? Which part of the project are they driving if relevant? 
• You should also summarise the roles and levels of involvement of other participants e.g. technical staff, students, research assistants and/or research associates.
• Include a list of all references. Usually these also must be within the page limit.
• Cite only the key international, substantive and easily accessible references wherever possible. 
• Avoid using a footnote system, use endnotes instead.

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How to Write a Project Descriptions: A Step-by-Step Guide

• 53 Comments
• Published on Jun 21 2023

Table of Contents

Introduction

Understanding the Project Description

Preparing to Write a Project Description

Crafting an Effective Project Description

Reviewing and Finalizing the Project Description

What is Project Description? In project management , a Project Description serves as an important document that outlines the key details, objectives, and scope of the entire project. It provides a clear roadmap for all stakeholders involved, ensuring a common understanding of the project's purpose and guiding successful execution.

A project manager, a team member, or a common project client, understanding how to write an effective project description helps every project staff member since it is essential for effective project planning and communication.

The project's essence is captured in a project description, which also lays the groundwork for the project's successful completion. It summarizes the project's objectives, deliverables, timetables, available resources, and possible dangers.

One of a project description's key objectives is to provide decision-makers with a strong foundation. It can be used by stakeholders to evaluate the project's likelihood of success, determine how well it fits with organizational objectives, and determine what has to be done to make it happen.

In this Comprehensive Project Description Guide, we shall discuss all the necessary concepts that help businesses maintain a keen understanding of the quality, progress, and deliverables of a project.

As discussed earlier, a project description is a concise document that provides an overview of your project, its objectives, deliverables, and key details. Hence, it becomes crucial to extend the project services and their outcomes. The following are a few key components and structures of a well-crafted project description that can help create a very efficient Project Description.

Key components of a project description include:

- Project Title: Create a concise and attention-grabbing title that encapsulates the essence of the project. - Project Overview: Provide a brief introductory section that provides a brief summary of the project, highlighting its main objectives and significance. - Project Scope: Clearly define the boundaries and extent of the project, including what is included and what is not. - Scope of Work: Outlining the boundaries and limitations of the project - Deliverables: Outlining the tangible outputs or outcomes expected from the project and specifying what will be delivered upon completion - Milestones: Key checkpoints or deadlines to track progress and ensure timely completion. - Budget: Providing an estimate of the project's financial resources required to accomplish the objectives - Methodology and Approach: Describing the approach, methodologies, and tools that will be utilized to execute the project successfully - Expected Outcomes and Benefits: Here, start creating a section of anticipated results and benefits of the project. - Stakeholders and Roles: Identify the key stakeholders involved in the project and define their roles and responsibilities. - Timeline and Budget: Setting realistic timelines for project completion and outlining the estimated budget

Before diving into writing the project description, proper preparation is essential to ensure that the document accurately reflects the project's goals and aligns with the needs of the stakeholders.

Before putting pen to paper (or fingers to the keyboard), consider the following steps:

Define Project Goals and Objectives: Clearly articulate the primary goals and objectives you aim to achieve through the project. Ensure they are specific, measurable, achievable, relevant, and time-bound (SMART).

Identify Target Audience and Stakeholders: Determine who your project description is intended for, like its intended audience, and tailor the language and content accordingly. Consider the interests and needs of various stakeholders, including clients, team members, investors, and grant reviewers.

Conduct Research and Gather Necessary Information: Gather all the relevant information related to your project by adding key concepts like market research, background details, statistical data, industry trends, or any other supporting information that will help you communicate the project's value effectively.

Crafting an effective project description requires attention to detail and a clear understanding of your project. Follow these steps to create a compelling and informative project description:

- Clearly State the Project's Purpose: Begin by providing a concise statement that clearly defines the purpose and communicates the intended outcomes of your project. This sets the tone and captures the reader's attention from the start.

- Outline the Project Scope: Clearly define the boundaries and scope of your project. This guarantees that the stakeholders are provided with a clear understanding of what the project includes and excludes.

- Specify Deliverables and Milestones: Clearly outline the specific deliverables and milestones that will be achieved throughout the project's lifecycle. This helps stakeholders visualize the progress and ensures everyone is aligned on the project's timeline.

- Describe the Project Methodology and Approach: Provide an overview of the methodology and approach that will be employed to accomplish the project's objectives. This demonstrates your strategic thinking and helps stakeholders understand the project's execution plan.

- Highlight Expected Outcomes and Benefits: Articulate the expected outcomes and benefits of the project. Will it increase efficiency, generate revenue, or address a specific problem? Clearly communicate the value proposition to engage and motivate stakeholders.

When structuring and formatting your project description, to ensure that your project description is clear, concise, and visually appealing, consider the following tips:

- Organize the Document: Structure the project description into sections or headings to enhance readability and navigation.

- Use Clear and Concise Language: Communicate your ideas using straightforward language, avoiding jargon or complex terminology that may confuse readers.

- Incorporate Visual Elements: Where appropriate, incorporate visual elements such as charts, graphs, or diagrams to enhance understanding and visualize key information.

- Proofread and Edit: Thoroughly proofread your project description to eliminate any grammatical or spelling errors. Edit for clarity, coherence, and professionalism to ensure a polished final document.

Obtaining feedback and conducting a thorough review process is crucial to ensuring the quality and effectiveness of your project description. Consider the following steps before finalizing your project description:

Seek Feedback from Stakeholders and Subject Matter Experts: Share your project description with relevant stakeholders and subject matter experts to gather valuable feedback. Incorporate their suggestions and address any concerns or gaps identified.

Make Revisions Based on Feedback: Review the feedback received and make necessary revisions to improve the clarity, accuracy, and overall quality of your project description.

Ensure Consistency and Coherence: Double-check that your project description maintains a consistent tone, style, and formatting throughout. Ensure all sections are logically organized and flow seamlessly.

Finalize the Project Description: Once you are satisfied with the content and structure, finalize your project description and prepare it for distribution or submission.

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Our technical content writer, Sushmith, is an experienced writer, creating articles and content for websites, specializing in the areas of training programs and educational content. His writings are mainly concerned with the most major developments in specialized certification and training, e-learning, and other significant areas in the field of education.

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Writing the Project Summary and Project Description

Project summary.

The project summary is a one page document that consists of separate overview, intellectual merits, and broader impacts sections. Each of these three sections is required to be present and must be clearly defined. All NSF proposals must have project summaries.

The project summary is one of the most important parts of the proposal. It is likely the first thing a reviewer will read, and is your best chance to grab their interest, and convince them of the importance, and quality, of your research before they even read the proposal.

Though it is the first proposal element in order, many applicants prefer to write the project summary last, after writing the project description. This allows the writer to better avoid any inconsistencies between the two.

Suggested Project Summary Outline

Project Description

Applicants have considerable freedom in developing the format Project Descriptions. NSF requires that CAREER Project Descriptions contain" a well-argued and specific proposal for activities that will, over a 5-year period, build a firm foundation for a lifetime of contributions to research and education in the context of the PI's organization".

Project Descriptions must include:

A description of the proposed research project, including preliminary supporting data where appropriate, specific objectives, methods, and procedures to be used, and expected significance of the results

A description of the proposed educational activities, including plans to evaluate their impact on students and other participants

A description of how the research and education activities are integrated with one another

results of prior NSF support if applicable

Successful applicants will propose creative, effective, integrated research and education plans, and indicate how they will assess these components.

While excellence in both research and education is expected, activity of an intensity that would lead to an unreasonable workload is not. In other words, make sure that what you propose to do is reasonable given your time and resources, and make sure that the proposal convinces the reviewers of this.