How to Write Specifications: Our Advice

A real entry point for setting up and planning your project, the specifications are essential. So, whether you want to create your website, create your graphic charter, or launch a SEA campaign, you need to know the rules for writing specifications. Indeed, by clearly defining your needs and the specifications of your project, you will be able through this management tool to make your expectations understandable by all, your future service providers for example.

What is a specification?

The specification, which is often abbreviated as CDC, is a document that summarizes all the functions that the desired solution will have at the end of the project. It, therefore, considers the technical specifications that this solution will have to meet as well as the needs that it will have to meet.

This tool can be used both internally and externally (tenders, public contracts, etc.) and will save time for the various stakeholders in understanding your project

What is the specification for?

The design is the first step in effective project management through the trade advertising. Whether it is a project entrusted to an in-house employee, subcontracting, or carrying out a project for a client, the specifications make it possible to lay down everyone’s expectations of what can be achieved, under what conditions, and within what timeframe. It will also serve as a basis for the development of a contract.

What does a specification contain?

The specifications may contain a large amount of information and data, including

The necessary functionalities of the solution
The technical constraints of the project
Similar project history or a state of the existing one,
A detailed explanation of requirements
The budget
The list of stakeholders and their respective roles.
The different types of specifications

We sometimes make the difference between technical specifications and functional specifications.

What is the purpose of the technical specifications?

These specifications will focus on the technical requirements and constraints of the project. It can also represent only part of a more global specification, and lists the constraints of different types:

Economic
Industrial
Environmental
Materials

This type of specification is undoubtedly the most useful, indeed, it is the most complete and practical to inform a developer and an integrator about your project. However, this one can use a vocabulary that is far from being within the range of all.

What is the functional specification used for?

This second type of specification will focus on functional needs and how the solution meets them. It is often requested before any technical analysis. It is indeed thanks to this type of guide that the general needs will be defined, which will make it possible to verify that the needs identified by the customers agree with those of the end-users of the solution.

How to create a specification?

The specifications may contain a large amount of information and data, including:

The necessary functionalities of the solution
The technical constraints of the project
Similar project history or an existing state
A detailed explanation of the needs.
The budget
The list of shareholders and their roles.

How to make a specification?

Discover our simplified methodology for producing well-structured specifications. Follow our creation steps:

1) Presentation of the project and context

This will allow them to better understand who you are and what you are asking for. However, keep it short and get to the point!

During this step, you will also have to explain your approach and the context of your project. Be sure to mention whether there is a history of similar projects. Do not hesitate to detail your economic models that we can advise you on the real interest or not of the requested functionalities.

Then, more generally, present your target and detail the characteristics and habits of future users of the solution you want to create.

You can also talk about your Marketing strategy or web marketing by a brand strategist. This will allow biases in terms of design or ergonomics to highlight the elements of this strategy. In addition, your service providers will be able to better advise and guide you (whether it is the graphic designer, the integrator, the developer, the project manager, or the SEO).

You will also need to indicate all the stakeholders who will take part in the design of the project, whether they are internal or external to the company. Do not forget to specify each time the surname, first name, role, email, and telephone number each. This will streamline and facilitate exchanges!

2) Establish needs and constraints

In this second part, you need to detail your solution through the needs that the user will have, the technical constraints that define your project, and all the requirements that you may have vis-à-vis your solution.

Analysis and expression of needs for the drafting of specifications

In this part, you will inform on the one hand your objectives, the technical needs that you have for this project but also the needs of the users who will have to be satisfied by the solution that you plan to create.

Your goals

Your project can be driven by one or more objectives. It is up to you to identify them and make them reflected in your specifications. Indeed, this will have an impact on the way your request is processed.

Example of objectives:

Attract new prospects
Launch a product
Penetrate a new market
Gain notoriety
Develop your community
Increase your visibility
Get leads

Your needs

You may have certain expectations regarding the degree of support and involvement of the other protagonists in the realization of your project. If so, it is also important that you specify this. Example of needs:

Hosting support
Extensive training in the final tool
After-sales service
Weekly, monthly, or annual report

In addition, if you have a very specific idea for your solution, especially if it is a graphic project, do not hesitate to provide examples to your service providers. This will allow them to better orient their proposal. Don’t expect to have an exact copy!

The needs of your users Start by listing all the needs that your future solution will meet. Then, to fully understand the future needs of your user, you can create use cases. Indeed, you will be able to describe step by step how to achieve each need by detailing each step.

Example:

Need: “Buy a product”

Steps: I consult a product > I add it to the basket > I choose a delivery method > I fill in my details > I pay

Thus, you will simply establish all the steps through which your client goes to achieve his objective and therefore all that you need to create.

Your project may have specific constraints, and if this is the case, you should inform the stakeholders as soon as possible. Indeed, this can have an impact during the implementation of the project and involve different decision-making.

Example of constraints: