How to create a specification?

Introduction

The success of a project depends on careful planning and clear communication between all parties involved, including suppliers and subcontractors. The specifications are the essential tool that defines the contours of the project, aligns objectives and clarifies expectations. Without it, the risks of misunderstandings, delays and budget overruns increase considerably.

Specifications are therefore essential for good management of your projects and to guarantee good control of the budget .

In this article, we will explore in detail how to create an effective specification to ensure the success of your projects.

What is a specification?

Definition

A project brief is a formal document that accurately describes the needs, objectives, and specifications of a project. It serves as a reference throughout the project lifecycle and ensures that all stakeholders are on the same page.

The specification details the customer's expectations in terms of functionality, performance, deadlines and budget. It serves as a guide for the teams responsible for the implementation, suppliers and subcontractors, whether in software development, construction, marketing or any other area.

Types of specifications

• Functional specifications : Focused on the functions and services that the product or project must provide.
• Technical specifications : Focuses on technical specifications, standards to be respected and technological constraints.
• Expressive specifications : Focuses on user experience and ergonomics.

Why is it essential to create a specification?

Creating a specification is a fundamental step for several reasons:

Clarity of expectations:

A well-written specification avoids misunderstandings by clearly defining needs and expectations. This allows work teams to know exactly what is required, reducing the risk of errors.

Effective project management:

With a specification, it is easier to plan the different phases of the project , estimate the resources needed and set realistic deadlines. It serves as a roadmap for everyone involved.

Save time and money:

By avoiding unforeseen changes and last-minute adjustments, a solid specification helps you stay on budget and on time. It minimizes the risk of costly delays and customer dissatisfaction.

Steps to creating an effective specification

Step 1: Define the project objectives

The first step is to be clear about what you want to accomplish.

• Needs Identification: Analyze the problems to be solved or the opportunities to be exploited. What are the specific needs of the customer or the market?
• Determining SMART goals: Your goals should be Specific , Measurable , Achievable , Realistic and Time-bound . This makes it easier to monitor and evaluate the project.

Step 2: Identify stakeholders

Knowing who is involved in the project is crucial for effective communication.

• Who is involved?: List all individuals, teams, or organizations involved in the project.
• Roles and responsibilities of each: Clearly define responsibilities to avoid misunderstandings and ensure effective collaboration.

Step 3: Collect Requirements

This step aims to detail all the specifications necessary to meet the project objectives.

• Functional Requirements: Describe the functionality the product or service must provide. What must it accomplish to satisfy users?
• Technical requirements: Specify technical aspects such as technologies to be used, expected performance or required compatibilities.
• Legal and Regulatory Requirements: Identify the standards, laws or regulations that apply to the project to ensure compliance.

Step 4: Structure the specifications

A good structure makes the document easier to read and understand.

• Creating an outline: Develop a detailed outline with clear sections and subsections.
• Logical organization of sections: Present information in a coherent order, from general to specific.

Step 5: Write the content

The writing must be precise and accessible to all readers.

• Tips for clear and concise writing: Use simple language, be specific in your descriptions. For example, instead of saying "improve speed", say "reduce loading time to less than 2 seconds".
• Use visual aids: Incorporate diagrams, charts or charts to illustrate complex information and facilitate understanding.

Step 6: Check and validate the document

Before finalizing the specifications, a thorough review is necessary.

• Proofreading and editing: Check spelling, grammar, and consistency of information. Make sure the document is understandable. Make sure the different sections of the document agree and do not contradict each other.
• Stakeholder Validation: Get approval for the SOW from all stakeholders to ensure alignment with goals and expectations. Treat the SOW as a living document. Update it as new information or changes occur in the project.

Download here a pre-filled industrial specifications template to easily structure your supplier consultation project.

Common mistakes to avoid

Avoiding certain mistakes can greatly improve the effectiveness of your specifications and the success of your project. Here are the most common mistakes to avoid:

• Lack of details: A specification that is too vague can lead to misunderstandings and misinterpretations. Make sure to provide specific information about goals, specifications, and expectations.

• Forgetting Constraints: Neglecting to mention budgetary limitations, deadlines or technical constraints can lead to major problems when carrying out the project.

• Lack of validation: Failure to have the specification approved by all stakeholders can lead to disagreements later. Validation is essential to ensure everyone is aligned.

• Using inappropriate language: Overly technical jargon or, on the contrary, overly simplistic terms can make it difficult to understand the document. Adapt the language to your audience.

• Ignoring updates: Projects evolve. Failing to update the specifications based on changes can create inconsistencies and delays.

Focus on industrial specifications with examples

Industrial specifications require careful attention to detail and a thorough understanding of the industrial context.

Here's how to structure an industrial specification by addressing the key points.

Summary of Needs

A concise presentation of the need and the general objectives of the project is essential. It is about clearly defining what you want to accomplish.

Example: A company wants to modernize its production line to increase its capacity by 25% while reducing energy costs.

Project Context

Analysis of the commercial and industrial context allows us to understand the internal and external factors influencing the project.

Example: Faced with stricter environmental standards, the company must adapt its facilities to remain competitive and compliant with regulations.

Project Overview

A project overview includes its objectives, expected timelines, and key stakeholders.

Example: The project aims to install a new automated assembly line within 12 months, involving the engineering, production and maintenance departments.

Installation Presentation

This section describes in detail the installation or process to be implemented.

Example: Implementation of an automated conveyor system with robots for assembly, integrated into the factory's existing systems.

Operating Mode

Explanation of methods and procedures for accomplishing project tasks.

Example: Operation 1 (manual): Operators load the machine with components retrieved from picking areas. Operation 2 (automated): parts are moved using the machine before the welding operation.

Implementation of the Project

Information on the location and implementation of the project.

Example: The project will be implemented in the main factory located in Lyon, requiring a reorganization of the production space and infrastructure.

Functional Requirements

Details of specific needs for the proper functioning of the project.

Example: The system must be able to process 1,000 units per hour with 99.5% accuracy and be compatible with existing management software.

Functions and Works to be Carried Out

Comprehensive list of tasks and work required to complete the project.

Example: System design, equipment purchase, installation, commissioning tests, staff training.

Documentary Requirements

Specifications of required documents, including plans, reports and technical specifications.

Example: Provision of detailed engineering plans, user manuals, certificates of conformity and test reports.

Hardware and Software Recommendations

Recommendations on appropriate equipment and software.

Example: Use of ABB robots, Siemens control systems and supervision software compatible with company standards.

Preliminary Functional Analysis

Initial assessment of the expected functionality and performance of the project.

Example: Identification of automation needs, estimation of productivity gains and evaluation of technical constraints.

Payment Terms

Financial conditions and payment terms of the project.

Example: Payment in three phases: 30% upon order, 40% upon delivery of equipment, 30% after successful commissioning.

Project Planning

Detailed timeline with key steps and milestones.

Example :

• Months 1-2 : Design and Planning
• Months 3-6 : Purchase and manufacture of equipment
• Month 7-8 : On-site installation
• Month 9 : Testing and commissioning
• Month 10 : Staff training
• Months 11-12 : Post-installation monitoring and adjustments

Download here a pre-filled industrial specifications template to easily structure your supplier consultation project.

Conclusion

A well-designed specification is key to the success of any project. It helps clarify objectives, align stakeholders, and effectively manage resources, deadlines, and budgets. In the industrial sector as elsewhere, investing time in writing it is an essential step towards success. By applying the steps and advice presented in this article, you will lay a solid foundation for your future projects and maximize your chances of success.