The specifications (CDC) represent a document detailing the main objectives and means made available for the realization of a project . The specifications can therefore be used in many sectors of activity like ACROTRAY. As a freelancer , depending on the economic activity carried out, you may have to comply with specifications provided by your client. A self-employed worker may also be required to draw up specifications, in particular in the case of the subcontracting of a service.
As you will have understood, this type of document can take different forms and contain several information depending on the project to be carried out. But what exactly is a specification? How to make a specification? So as not to find yourself caught off guard when writing specifications, here are our tips for writing adaptable to any type of project …
Reminder: what are specifications for?
The general definition of a specification (CDC) centers around its usefulness: to present and detail the objectives to be achieved for the realization of a project. This project can be of a diverse and varied nature. In certain fields of activity, the specifications are an essential document, as for the realization of work in the building for example. This type of document can also be used in many areas that require the provision of services, such as:
- website design;
- the creation of a mobile application ;
- the creation of a unique handcrafted piece;
There are 2 types of specifications:
- the classic specifications, with the presentation of the objectives of the project;
- the functional specifications, which further details the constraints relating to the implementation of the project, the standards to be respected, the material or immaterial means to be used, etc.
Many freelancers can therefore face one day or another with a set of specifications to be respected. But the clients of a freelancer do not have a monopoly on the drafting of such a document. Indeed, a self-employed worker may also be required to draw up specifications, in particular when the latter delegates or subcontracts a mission to another professional, for example.
When should you write a specification?
As a freelance worker , you may need to detail the completion of a project to a colleague with whom you work or to whom you wish to subcontract part of this project.
To avoid any misunderstanding about the objectives to be achieved and the various tasks to be accomplished by each person, the drafting of specifications may be necessary. As you will have understood, you should ideally finalize the specifications before starting the realization of the project .
While it is not advisable to do it too late, it is also not advisable to do it too early. In fact, you must first collect all the essential information concerning the project to be carried out before starting to write the specifications. Among this essential information, be sure to check that you are fully aware of:
- the scope of the project;
- possible constraints to be respected (regulatory standards, dimensions, Firebolt 5e,);
- desired and precisely detailed results;
- the allocated budget;
- of the project completion date.
This list is not exhaustive and other essential information may be collected depending on the task entrusted to you. Once you are sure that you have all the information you need to complete the project, you can group and present this information in a specification.
How to properly write a specification?
The success of a mission or an order depends largely on the quality of the information conveyed for its realization. Indeed, it is rare that a service provider and his client are on exactly the same wavelength to understand all the expectations attached to a project, without transcribing and detailing these expectations on a written medium.
Based on this observation, the specifications make it possible to avoid any misinterpretation on the part of the service provider. But to arrive at a satisfactory result, it is still necessary to know how to write correctly the specifications. So that you master the drafting of this type of document for any type of project, follow our advice …
Present the project to be carried out
The first step is to present the project to be carried out. This step may seem futile to you, but don’t forget that you or your collaborators may have to deal with several projects at the same time, with consequently several specifications to be respected. Therefore, a complete presentation of the project to be processed is not superfluous.
To do this, start writing your specifications with a one-line description of the project to be carried out. For example, for the design of a website, you can title your document by: “Design of a website for company X”. Choose a visible font that will stand out from other written information.
At first glance, you and your staff should be able to identify the project that is described in these specifications.
You can then detail this project in a few lines and explain the context concerning the realization of this order (eg creation of a website to promote the referencing of a business in the face of the development of e-commerce).
Detail the objective to be achieved and the expected results
Once you have understood the mission to be carried out, we advise you to detail in a second part the objectives to be achieved.
Thus, when one of your collaborators or yourself wishes to verify any information in this document, you will be able to reread the objectives to be achieved. Casually, this constant reminder will allow you not to get lost in the project to be carried out as the tasks are completed.
Be careful, in this part you must be able to detail precisely the objectives to be achieved. In the case of a quantifiable expected result, it is advisable to include quantified data . The more precise the objectives to be achieved, the more you will ensure customer satisfaction.
If we take the example of a website creation service, the objectives may for example relate to the number of visitors to be reached per month, the number of sales to be made per month, etc.
Explain the possible constraints and difficulties
By constraints we mean here not the possible difficulties that you may encounter in the realization of a project, but rather the constraints of realization brought by the customer or the legislation in force .
In other words, as a freelance, you will not be asked in a specification to anticipate possible problems during the performance of your service, but to present the constraints that must be respected for this project.
For the design of a website where you outsource certain tasks to another professional, you must for example integrate into the specifications the instructions provided by the customer, such as the imposed graphic charter, the desired host, etc.
The allocated budget
A project to be carried out does not only need to achieve the expected results. Indeed, it is still necessary to respect the budget allocated for this project. Very often, the allocated budget is the subject of an estimate validated by the customer . Once the estimate has been validated and signed, you can transfer this amount to the specifications.
Thus, your employees will be able to have a more precise idea of the means they can implement to carry out the tasks delegated to them, while respecting the budget.
The completion time
A satisfied customer is a customer who notices:
- that the expected results are achieved;
- that the allocated budget has been respected;
- that the project was completed on time.
Indeed, timing here is almost as important a concept as the result. Very often, a customer will call on your services to benefit from a service provision from which he will be able to derive the benefits within a given timeframe. For example, if we take again our example of the project to create a website , the customer must be able to count on the skills of his service provider to have a website finalized and put online before his sales launch campaign. line for example …
Therefore, the deadline must be included in the specifications . This way, all collaborators working together on a project can keep in mind the date when the job must be finished and delivered to the client.
To finish on this point, don’t forget that this is an example of a fairly general specification that can be adapted to any type of project. Do not hesitate to add sections and information that you deem relevant like problem [pii_email_e1aa8f4deb45ecd93b2a]. In addition, there is no form imposed for the drafting. You can also opt for a digital format that makes it easy to share this document with all those interested in this project.