Creating effective specifications

A two-day training workshop

High quality specifications are of paramount importance in achieving the right technical performance and value for money. This long-established training programme has been developed to help those involved in producing specifications to create high quality documents in an organised and effective way. It provides a sound foundation for those new to the topic whilst at the same time offering new insights to those with more experience.

The programme emphasises the need for a clear definition of requirements combined with the ability to communicate those requirements effectively to third parties. A structured method of preparing specifications is provided, and a range of practical techniques is presented, to enable participants to put the principles into practice. The commercial and contractual role of specifications is also addressed.

Provide a clear understanding of the role and purpose of specifications
Present a framework for organising and producing specifications
Define the key steps involved in creating effective specifications
Demonstrate methods for assisting in defining requirements

Provide tools and techniques for scoping and structuring specifications
Show the role of specifications in managing variations and changes to scope
Present methods to assist the writing and editing of specifications
Review how specifications should be issued and controlled

Who should attend?

The workshop is designed for approximately 12-15 participants who are, or will be, involved in writing or contributing to the preparation and management of specifications.

Format

A thoroughly practical two-day course involving exercises, three case studies, formal tutorials and trainer-facilitated discussions.

Special features

To facilitate the knowledge transfer and performance improvement process, we recommend that the programme sponsor both introduce the course and be present for the final session.

Expert trainer

John is a highly qualified (BSc, MSc, CEng, MIMechE, MAPM, AMInstP) independent consultant specialising in project and change management. He established his consultancy practice in 1990, following 20 years of industrial management experience, and now offers a wide range of management training and team development programmes. He also provides facilitation and consultancy services to help clients with specific projects or to assist them with staff and management development programmes.

Session outline

DAY ONE

1. Introduction

2. Creating effective specifications

The role of specifications in communicating requirements
The costs, benefits and qualities of effective specifications
Understanding the differences between verbal and written communication
The five key steps of ‘POWER’ writing: prepare-organise-write-edit-release
Exercise: qualities of an effective specification

3. Step 1: Preparing to write – defining readership and purpose; the specification and the contract

Designing the specifications required; applying BS 7373
Defining the purpose, readership and title of each document
Effective procedures for writing, issuing and controlling specifications
The roles and responsibilities of the key players
Understanding contracts; the contractual role of the specification
Integrating and balancing the technical and commercial requirements
Writing specifications to achieve the appropriate contract risk strategy
Deciding how to specify: when to use functional and technical specifications
The role of specifications in managing variations and changes to scope

4. Case study 1

5. Step 2: Organising the specification content

Defining the need and establishing user requirements
Deciding what issues the specification should cover
Scoping techniques: scope maps, check lists, structured brainstorming
Clarifying priorities: separating needs and desires
Dealing with requirements that are difficult to quantify
Useful techniques: cost benefit analysis, QFD, Pareto analysis

6. Case study 2

DAY TWO

7. Step 2: Organising the specification content (cont)

Deciding what goes where; typical contents and layout for a specification
The three main segments: introductory, key and supporting
Creating and using model forms: the sections and sub-sections
Detailed contents of each sub-section
Tools and techniques for outlining and structuring specifications

8. Case study 3

9. Step 3: Writing the specification

The challenges of written communication
Identifying and understanding the readers needs
Choosing and using the right words; dealing with jargon
Problem words; will, shall, must, etc; building a glossary
Using sentence structure and punctuation to best effect
Understanding the impact of style, format and appearance
Avoiding common causes of ambiguity
Being concise and ensuring clarity
Choosing and using graphics to best effect
Exercises and examples