How to write project specifications

A project is an activity or series of activities constrained by time, cost and specifications, aimed at achieving something unique which could be goods, services or both.

Whether a project achieves the desired outcome will depend on a number of factors the biggest of them being how the project specification was designed.

WHAT ARE PROJECT SPECIFICATIONS?

First of all, specifications are statements showing requirements which are to be met.

In case of project specifications, these will show exact nature of outcome the project stakeholders expect or desire.

WRITING PROJECT SPECIFICATIONS

A project can be as a result of a company responding to a Request for Proposal (RFP) from another company and in this case, you have to ensure that you understand the specifications from the company.

The specifications you design should make it easy to directly evaluate the project. It should be able to;

1. Show the specific aspects you intend for the outcome(s) of your project to achieve
2. Show some indication of what the product should look like, this is not necessarily in terms of drawing but it could just be something like “must be bright and appeal to child between the age of 2-5”
3. State any other requirements that are important to the outcome for instance;

• How it should be operated and by who
• The possible production levels
• The type of materials that components should be made from
• packaging requirements etc

Divide the project specification into sections

By dividing your specifications into sections, you are making it easy for anyone who is going through such to know which part deal with what.

The main sections of your heading could include things like;

1. What the project should do
2. What the project should look like
3. Other essential requirements of the project
4. Other possible requirements of the project

PRACTICAL EXAMPLE

An example of a performance specification written for a ready to eat pasta snack product

What it has to do

• Provide a tasty snack meal quickly and easily
  
  
• Be suitable for both older children and adults
  
  
• Be produced by a simple addition of hot water
  
  
• Be easy to hold with hand
  
  
• Be suitable for production in a range of flavours

What it has to look like

• Be appealing as a food product
  
  
• Be packed in a durable container that is resistant to the addition of hot water

Other requirements

• Be priced as economical as possible
  
  
• Must be suitable for batch production

In case you are interested: HOW TO WRITE AND BUSINESS PLAN AND PITCH IT TO INVESTORS