Introduction

An idea remains an idea in mind unless it is documented. As a product manager or owner, you focus on substantiating the concept of creating a new product with a robust strategy that discusses the product or feature's purpose and requirements.

Product creation is a collaborative process, including developers, designers, and product managers. Internal team members communicate with each other back and forth. Therefore, the product managers document the requirements of the product in the early stage.

If you have been assigned the task of creating a PRD, read on to know what it is and how to write one and avoid possible mistakes while writing one.

What is a PRD?

PRD stands for product requirements document. It explains the significance of a product or feature, as well as its main characteristics and behavior. It prepares the team on what the product will do and how it will do it and offers clear guidance to the development team. The PRD communicates all the necessary information between developers, designers, and product managers to reduce the gaps in product understanding.

Modern product teams often prefer streamlined PRDs over lengthy documents. These concise versions maintain flexibility while offering the necessary guidance, allowing teams to adapt effectively to market demands and user feedback.

How to Write a Product Requirements Document?

Creating a product requirements document is important as it gives a useful overview of the product to internal teams - developers, designers, or product managers.

Let us understand the process through the product requirements document example. For instance, your team is creating a B2B SaaS Analytics tool that will offer growing demand for simplified data flows, real-time insights, and automated reporting. Accordingly, businesses will make the right decisions using data more quickly.

Now, these are the major components your PRD will include:

1. Situation

Understanding the current market situation is very important. It builds a foundation for your B2B SaaS product as it will identify the gaps in the existing products that your product will mitigate. It should highlight the challenges faced by target customers.

For example, the situation section of a PRD for a B2B SaaS Analytics tool will look something like this:

An increasing desire to make decisions based on data over the last few years has created barriers for companies that need to derive insights from the large amount of data organizations generate. Many companies are still employing manual analysis practices with inconsistent data sources to develop reports. As a result, they cannot increase productivity or speed of decision-making for potential insights from their companies.

Data scientists, data analysts, and other data roles are employees who spend a considerable amount of their time stuck in data wrangling or preparing their data and developing reports instead of deriving insights. An organization's decision-making staff will find it a challenge to discover real-time trends in their data using dashboards with connected sources of data that can deliver naturally folded visualizations in their already quickly available dashboards. Possessing this gap will prevent decision-makers from being able to quickly make informed decisions based on their data. The aim of informing the development of the product is to eliminate this gap with a SaaS product, integrating analytics services that aid users in deriving insights utilizing the efficiencies of data workflows and reporting.

2. Problem

Once you have set the stage with the situation, it is time to highlight the key issue experienced by your target audience. Discuss the customer's specific pain points and the consequences of those issues. The consequences could be a negative effect on productivity and decision-making.

For instance, the problem statement in PRD will be:

Business analysts and decision-makers have to navigate complex data environments where critical data is present in multiple systems - CRM tools, financial platforms, marketing data sources, and more. It can be time-consuming to gather, clean, and integrate data as the companies have large volumes of data. This results in delayed task completion.

Data analysts spend too much time on manual data preparation instead of delivering actionable insights to drive the business forward. This is a slow process that also involves human errors and often results in outdated data being shown in reports. Also, the executives do not get to see important business metrics in real-time, which makes it difficult for them to react quickly to the business environment. Automated data workflows that use our existing tools and offer real-time dashboards are required.

3. Solution

For every problem, there lies a solution. Since the product will be a solution to the challenges faced by your target customers, you need to discuss its features, USPs, and benefits. Also, mention how the product addresses the technical challenges and needs of the companies.

For the discussed product, this is what the Solution section may look like:

The integration of commonly used business tools with the product, together with real-time insights through dynamic dashboards, will avoid the hassle of data preparation and reporting. The product will carry out the process of fetching, scrubbing, and altering data automatically.

This automation will minimize time spent on manual processes and ensure analysts, as well as decision-makers, get timely insights. The system will also work with present customer relationship management (CRM) along with other marketing tools such as HubSpot, Salesforce, etc., which will help in visualizing the data from all sources into one. Key features will include:

• Real-time data reporting
• Data pipeline automation
• Customizable dashboards
• Predictive analytics

4. Name

This section will comprise the name of the product, which will be clear and easy to remember. Also, it should justify the characteristics of the product and must stand out in the industry.

For instance, the name section of the PRD will include:

The product will be named "MetricZen" to emphasize its core functionality of data flow management and insight delivery. This name is straightforward and aligns with the product's focus on streamlining data processes for business users. On the Products option on top of the website, it will show as “Analytics” with other sub-categories such as “Data Pipelines” and “Predictive Insights” to highlight specific features.

5. Milestones

Milestones define the key checkpoints of the process in the product requirement document and are an important part of it. They help track progress, set clear deadlines, and align engineering, design, and product management team efforts.

For example, the above table discussed the milestones of the product "MetricZen."

6. Scope

The scope of any product entails what will be included in the product. For example, it will discuss the product's features, integrations, and functionalities.
For instance, the scope section in the PRD will look somewhat like this:

The scope of MetricZen will focus on the following key metrics and features:

Real-Time Data Integration:

• Definition: The product will integrate with CRM systems and marketing platforms (HubSpot, Salesforce) to automatically pull data into a unified dashboard.
• Purpose: To streamline access to data and mitigate manual data entry.
• Why It Matters: Automating the data integration process leads to considerable time savings and a decrease in errors, in addition to creating reliability within reporting.

7. Onboarding Journey

The onboarding journey is important to make sure new customers can understand the product’s value and use it in their work. It simplifies the learning curve, provides instant value, and helps with long-term product usage.

This section of the product requirement document may be written as the following:

For MetricZen, the onboarding experience is designed to instantly familiarize customers with its data integration capabilities and real-time dashboard features. The journey is divided into two main paths:

• Data Integration & Setup:
  Through this path, customers will learn the main features of MetricZen and connect their data sources, like CRM, marketing, sales, etc. They will be guided to connect their systems during onboarding, which will be pulling data into the dashboard automatically. Users are shown how to set up their first data pipelines and real-time reporting views. The goal is to have users viewing key metrics within minutes of setup, providing immediate insights into their business performance.

• Dashboard Customization & Analytics:
  For users focused on analytics, this path helps them customize dashboards based on their business needs. Users are guided to choose pre-defined templates or make their own dashboards to monitor crucial KPIs. Users will see MetricZen’s real-time visualizations and learn how to read the data trends, create reports, and establish automated alerts. This journey aims to help users fully control their data and use the platform to make decisions.

8. Success Metrics

Success metrics allow product managers to understand the impact of B2B SaaS products. They usually include onboarding completion, engagement, retention, drop-off points, and feature adoption.

For instance, the Success Metrics section of the PRD of MetricZen will be:

Success metrics for MetricZen will focus on user onboarding, user engagement, and long-term retention. These metrics will inform the team about how effectively the users are adopting and utilizing the platform.

Onboarding Completion and Drop-off Points:

• How many users successfully completed the onboarding process?
• How many users connected their data sources (e.g., CRM, marketing tools)?
• How many users completed dashboard customization and viewing of their first report?

Retention:

• How many of the Daily, Weekly, and Monthly Active Users are returning to the platform?
• How many users have tried to reconnect their data sources after getting disconnected initially?
• How many users still use the tool to generate reports, customize dashboards, or set alerts?

Integration of all the major components (problem, solution, scope, milestones, success metrics) in your PRD will bring clarity to team members and improve productivity.

Mistakes to Watch Out for When Writing a PRD

If members of the team find overly detailed documents boring, they are likely to skip important sections or the whole document. It is necessary to provide the required details and yet keep the document simple.

Avoid requirements that are biased toward a solution, as it will confuse programmers and frustrate everyone else. Assess whether the feature being proposed adds value or is simply a distraction. Putting in too many features can confuse the users, add to maintenance costs, and burden customer support teams. Staying focused on the goal helps to avoid these headaches.

If you don't involve stakeholders in the process of creating the PRD, you will encounter misaligned expectations and inconsistent timelines for the design, marketing, or development teams. By working with all relevant teams, you can ensure that the PRD is modern and relevant.

Knowing these pitfalls, you can produce the PRD in a solid format that is clear, useful, and designed to facilitate the product development process.

Conclusion

Product managers play an essential role in the development of a B2B SaaS product. They draft an organized product requirements doc that sets the ground for a good flow of communication between developers, designers, and other stakeholders. A B2B SaaS PRD would have a situation, problem, solution, product name, milestones, scope, success metrics, etc.

One of the next steps after product execution involves creating product docs, which Infrasity can help you write for your SaaS customers. Free Demo to discuss further and scale your business.

FAQs

1. What Are the Benefits of PRD?

A well-structured PRD assists in creating clear expectations and minimizes possible misunderstandings or disputes between internal team members. A PRD also serves as a common reference point for the project stakeholders and other team members.

2. How Long Should a PRD Be?

The PRD is supposed to be a concise document. Therefore, it can be of 2-3 pages. However, depending on the comprehensiveness, it can stretch up to 10-20 pages.

3. What is Included in a Product Requirements Document?

The product requirements document includes the situation, problem statement, solution, name of the product, milestones, scope, onboarding journey, and success metrics.

4. What is the Difference Between PRD and FRD?

A PRD (Product Requirements Document) gives a general overview of the product and defines the reason for creating the product and the target audience’s problem it will solve. The FRD, on the other hand, contains detailed information about its functionalities, especially technical requirements. This means it is a document that contains protocols on how to make a product.

5. Are There Any Tools for Creating Product Requirement Documents?

Yes, you can utilize tools like Aha!, Notion, ChatPRD, and Confluence that provide product requirements document templates.