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PM Artifacts & Delivery

Compressed reference for the full PM artifact lifecycle: from proto-personas and problem framing through PRDs, user stories, epics, story maps, and end-of-life communications.

PRD Development

10-section document, built over 2-4 days.

Template structure (10 sections):

  1. Executive Summary -- "We're building [solution] for [persona] to solve [problem], resulting in [impact]."
  2. Problem Statement -- Who, what, why, evidence (quotes, analytics, tickets)
  3. Target Users & Personas -- Primary + secondary proto-personas
  4. Strategic Context -- OKRs, TAM/SAM/SOM, competitive landscape, "why now?"
  5. Solution Overview -- High-level description + user flows (not pixel specs)
  6. Success Metrics -- Primary metric (optimize), secondary (monitor), guardrail (don't regress)
  7. User Stories & Requirements -- Epic hypothesis + broken-down stories with acceptance criteria
  8. Out of Scope -- Explicit exclusions with rationale
  9. Dependencies & Risks -- Technical, external, team; risks + mitigations
  10. Open Questions -- Unresolved decisions needing discovery

Metrics structure: Always define current baseline, target, and measurement timeline. Format: "Metric: Current X -> Target Y, measure Z days post-launch."

Phase sequence:

  • Day 1: Exec summary (30m) + Problem (60m) + Personas (30m) + Strategy (45m)
  • Day 2: Solution (60m) + Metrics (30m) + Stories (90-120m)
  • Day 3: Scope/Dependencies (30m) + Review (60m)

User Stories

Format (Mike Cohn + Gherkin):

As a [specific persona], I want to [action], so that [outcome/motivation].

Scenario: [description]
Given: [preconditions -- multiple Givens OK]
When: [single trigger event -- aligns with "I want to"]
Then: [single outcome -- aligns with "so that"]

Quality gates:

  • "As a" uses specific persona, not generic "user"
  • "So that" states motivation, not restatement of action
  • One When, one Then per story. Multiple = split signal.
  • Acceptance criteria are testable by QA -- no "better experience" or "faster"
  • Summary is value-centric: "Enable Google login for trial users" not "Add login button"

Splitting Stories

8 patterns applied in order (Richard Lawrence / Humanizing Work). Stop at first match:

# Pattern Signal Split strategy
1 Workflow steps Multi-step sequence Thin end-to-end slices (full workflow, increasing sophistication)
2 Business rules Different rules per scenario One story per rule variation
3 Data variations Different data types/formats One story per data type, simplest first
4 AC complexity Multiple When/Then One story per When/Then pair
5 Major effort Hard first build, easy additions "Implement one + add remaining"
6 External deps Multiple APIs/third parties One story per dependency boundary
7 DevOps steps Infrastructure/deployment work Split by operational complexity
8 Tiny Acts of Discovery High uncertainty, none above apply Time-boxed experiments, not stories

Validation after split: Each piece must (a) deliver user value independently, (b) be testable independently, (c) fit in a sprint (1-5 days), (d) all pieces combined equal the original.

Critical rule: Always split vertically (front-end + back-end = user value). Never horizontally ("Build API" / "Build UI").

Story Mapping

Jeff Patton framework -- 2D map:

  • Horizontal (left-right): Activities in narrative/workflow order = backbone
  • Vertical (top-down): Priority within each activity

Hierarchy: Segment -> Persona -> Narrative (goal) -> Activities (3-5) -> Steps (3-5 per activity) -> Tasks (5-7 per step)

Building the map:

  1. Define segment + persona + narrative (one-sentence JTBD goal)
  2. Identify 3-5 backbone activities in sequential workflow order
  3. Break each activity into steps (user actions, observable, logical sequence)
  4. Break steps into tasks (granular, prioritizable)
  5. Prioritize vertically: top = MVP, middle = R2, bottom = future
  6. Draw horizontal release lines

Walking skeleton: Top-priority task from EVERY activity = minimal end-to-end functionality. Build across all activities incrementally, not one activity fully before starting the next.

Release slicing:

  • R1 (Walking skeleton): Simplest version across all activities
  • R2 (Enhanced): Second-priority tasks improving core workflow
  • R3 (Polish): Nice-to-haves, edge cases, optimizations

Epics

Epic Hypothesis

Template (Tim Herbig / Lean UX):

If we [specific action/solution]
for [specific persona]
Then we will [measurable outcome]

Tiny Acts of Discovery: 2-3 lightweight experiments before full build.

  • Types: prototype + user test, concierge test, landing page test, Wizard of Oz, A/B test
  • Constraint: days/weeks not months; cheap; falsifiable

Validation measures:

We know our hypothesis is valid if within [2-4 weeks]
we observe:
- [Quantitative: "20% increase in activation rate"]
- [Qualitative: "8/10 users say it saved time"]

Decision gate: Validated -> write user stories. Invalidated -> kill or pivot. Inconclusive -> more experiments.

Epic Breakdown (9 Patterns)

Pre-split: INVEST check (Independent, Negotiable, Valuable, Estimable, Small, Testable). If not Valuable, STOP -- combine with other work, don't split.

9 patterns applied sequentially (superset of story splitting):

  1. Workflow steps -- thin end-to-end, NOT step-by-step
  2. Operations (CRUD) -- "manage" = Create + Read + Update + Delete
  3. Business rule variations -- each rule = separate story
  4. Data variations -- add data types just-in-time
  5. Data entry methods -- basic input first, fancy UI later
  6. Major effort -- implement one + add remaining
  7. Simple/Complex -- simplest core first, variations later
  8. Defer performance -- "make it work" then "make it fast"
  9. Break out a spike -- time-box investigation when uncertainty blocks splitting

Meta-pattern across all: Identify core complexity -> list variations -> reduce to one complete slice -> make other variations separate stories.

Evaluate splits: (a) Does it reveal low-value work you can kill? (b) Are resulting stories roughly equal-sized?

Cynefin adjustment: Low uncertainty = find all stories, prioritize by value. High uncertainty = identify 1-2 learning stories only. Chaos = defer splitting, stabilize first.

Proto-Personas

Hypothesis-driven persona, not validated research. Created in hours from available data.

Template sections:

  1. Name -- alliterative, memorable ("Manager Mike")
  2. Bio & Demographics -- behavioral, not just age/location. Include career, online presence, tech habits.
  3. Quotes -- real or representative; revealing mindset, not facts
  4. Pains -- specific and product-relevant ("3 hrs/week copying data between tools")
  5. What they're trying to accomplish -- observable behaviors and outcomes
  6. Goals -- short-term + long-term, personal + professional
  7. Attitudes & Influences -- decision authority, influencers, beliefs affecting adoption

Mark uncertainty: Tag unvalidated items with [ASSUMPTION--VALIDATE]. Plan research to fill gaps. Limit to 1-2 personas initially.

Press Release / PRFAQ

Amazon Working Backwards format. Written BEFORE building. Planning tool, not launch copy.

Structure:

  1. Headline -- benefit-focused, specific ("Cut Invoice Processing by 60%")
  2. Dateline -- city, date
  3. Introduction -- what launched, for whom, key benefit (2-3 sentences)
  4. Problem paragraph -- specific customer problem with data
  5. Solution paragraph -- outcome-focused, not feature list
  6. Executive quote -- customer-empathetic, visionary (not "excited to innovate")
  7. Supporting details -- additional benefits with data
  8. Boilerplate -- company background
  9. CTA + media contact

Litmus tests: Would a customer care? Is the problem clear? Are benefits measurable? Is it jargon-free? Does it survive "so what?"

Storyboards

6-frame narrative arc for pitching, alignment, and emotional validation.

Frame Name Content
1 Main character Persona + context (specific, not "busy professional")
2 Problem emerges Challenge + how it affects life
3 "Oh crap" moment Escalation creating urgency
4 Solution appears Realistic discovery of product
5 "Aha" moment Breakthrough experience (outcome, not feature demo)
6 Life after Improved state with specifics

Visual style default: Fat-marker sharpie sketches, minimal, monochrome. Low-fidelity is fine.

7 input questions: Who is the character? What problem? What's the escalation? How is solution introduced? What's the breakthrough? What's life after? Visual style preferences?

Recommendation Canvas

11-section strategic proposal for AI/high-uncertainty product decisions. Executive-friendly.

  1. Business Outcome -- [Direction] [Metric] [Outcome] [Context] [Criteria]
  2. Product Outcome -- same format, customer perspective
  3. Problem Statement -- persona-centric narrative
  4. Solution Hypothesis -- If/Then + Tiny Acts of Discovery + Proof-of-Life measures
  5. Positioning Statement -- For/That need/Is a/That + Unlike/Provides differentiation
  6. Assumptions & Unknowns -- explicit, testable
  7. PESTEL Risks (Investigate) -- Political, Economic, Social, Tech, Environmental, Legal (specific, not generic)
  8. PESTEL Risks (Monitor) -- lower priority watch list
  9. Value Justification -- data-backed case for C-level ("addresses #1 pain point, $500k ARR impact")
  10. Success Metrics -- SMART format
  11. What's Next -- ordered action steps

End-of-Life Communication

9-section empathy-first EOL message. Never send without a complete transition plan.

Structure:

  1. Company context -- who you are, customer commitment
  2. Announcement -- single clear sentence: what's ending, what's replacing it, when
  3. Rationale -- framed as customer benefit, not cost savings
  4. Current product context -- acknowledge what's being lost and who it served
  5. Customer impact -- explicitly name disruptions (migration time, learning curve, integration updates)
  6. Transition solution -- positioning format: For/That currently use/Is a/That + continuity + improvements
  7. Support measures -- 1:1 assistance, auto-migration, discounts, training
  8. Timeline -- specific dates: migration tool available, read-only date, full shutdown, data export deadline. 6-12 months lead time.
  9. Call to action -- next steps + contact info

Tone rules: Empathetic, not defensive. Forward-looking, not apologetic. Specific, not vague. Never blame customers for low usage.

Quality Gates

Cross-cutting anti-patterns

Anti-pattern Appears in Fix
Written in isolation PRD, story map Collaborate with design + eng on stories/map
No evidence in problem statement PRD, press release, canvas Include quotes, analytics, tickets
Solution too prescriptive PRD Keep solution high-level; let design own UI
Feature list instead of benefits Press release, canvas Translate features to outcomes
Generic "As a user" User stories Use specific persona names/roles
"So that" restates "I want to" User stories Dig into real motivation
Multiple When/Then User stories Split the story
Horizontal slicing Story splitting, epic breakdown Always vertical: each story delivers end-to-end user value
Skipping experiments Epic hypothesis, canvas Define lightweight validation before build
Vague validation measures Epic hypothesis, canvas Specific metrics + timeframe (2-4 weeks)
Treating hypotheses as commitments Epic hypothesis Frame as bets; allow invalidation
Activities are features, not behaviors Story map Map user actions, not product capabilities
Technical backbone Story map Backbone follows user workflow, not system layers
Feature-complete waterfall releases Story map Walking skeleton = thin slice across ALL activities
Demographics without behavior Proto-persona Add behavioral context, not just age/location
Too many personas Proto-persona Start with 1-2; expand as validated
Business-centric EOL rationale EOL message Frame as customer benefit
Vague EOL timeline EOL message Specific dates with milestones
No transition support plan EOL message Migration assistance, tools, discounts