Definition of done template
A definition of done is the standing checklist for every task of one type. Template plus filled examples for blog posts, client deliverables, and support articles.
A definition of done is the standing list of what must be true for any task of a certain type to be finished. Acceptance criteria are for one task. A definition of done is for all blog posts, or all client deliverables, or all support articles. Write it once. It applies every time.
When to use it
When you notice the same checks repeating. If every blog post needs a meta description and every one forgets it, that is a definition of done waiting to be written.
The template
Definition of done: [type of work]Applies to: every [type of work] on the [team name] teamOwner: [who keeps this list current]Last updated: [date]A [type of work] is done when:Content- [check]- [check]Quality- [check]- [check]Handoff- [check]- [check]Approval- [named role] has approved it.Exceptions: [when a check can be skipped, and who decides]
Build one with the tool
Filled examples
Blog post
- Content: Matches the brief's audience, angle, and target phrase. Title promise is delivered in the body. Every statistic has a linked source.
- Quality: Read aloud once. Headings make sense on their own. No paragraph over six lines.
- Handoff: Meta title under 60 characters, meta description under 155. Images have alt text. Internal links to one tool and one related post.
- Approval: Editor has approved.
- Exceptions: Product announcements skip the target phrase check. Editor decides.
Client deliverable
- Content: Matches the scope item it fulfills. Includes everything the brief listed. Nothing the brief excluded.
- Quality: Checked against the brief before marking done. Client's name and product spelled right throughout.
- Handoff: File named by the agreed pattern. Saved in the client folder. Link in the task.
- Approval: Account lead has approved before the client sees it.
Support article
- Content: Answers one question. Steps match the current product, with screenshots from this version. Says what to do if the steps do not work.
- Quality: A person outside the team followed the steps successfully.
- Handoff: Tagged, categorized, linked from the related articles.
- Approval: Support lead has approved.
Keep it short
A definition of done that is longer than twelve items does not get read. If yours grows, split the type of work, or move detail into a separate checklist.
Where M-Tracker fits
In M-Tracker, a definition of done can be saved as a standard in a project's standards library. Tasks of that type carry it. When work is marked done, the review checks the work against the brief and the standard, so the standing rules are applied every time without anyone remembering them.
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