Practical Specification Writing
Course Programme
Course Programme
Below is our standard course outline for practical specification writing. This course is highly adaptable and we will take the time prior to the training to fully understand your specification writing requirements and will build a course that exactly meets your needs.
Duration
2 days
What is this course about?
The importance of high quality specifications is of paramount importance in achieving the right technical performance and value for money. This established training programme has been developed to help those involved in producing specifications to create high quality documents in an organised and effective way.
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 delegates to put the principles into practice. The commercial and contractual role of specifications is also presented.
Outcomes
The objectives of the workshop are:
- to provide a clear understanding of the role and purpose of specifications
- to present a framework for organising and producing specifications
- to define the key steps involved in creating effective specifications
- to demonstrate methods for assisting in defining requirements
- to provide tools and techniques for scoping and structuring specifications
- to show how specification >model forms= can be developed
- to present methods to assist the writing and editing of specifications
- to review how specifications should be issued and controlled
Key Topics Covered
This course will cover the following key topics:
1. Creating Effective Specifications
- the role of specifications in communicating requirements
- the different types and uses of specifications
- the costs, benefits and qualities of effective specifications
- the processes and challenges involved
- the key stages in compiling an effective specification
- exercise: qualities of an effective specification
2. Organising the task
- designing the specifications required; applying BS 7373
- defining the purpose, readership and title of each document
- organising the process of writing, issuing and controlling specifications
- the roles and responsibilities of the key players
3. Specifications and Contracts
- the contractual role of the specification
- integrating the technical and commercial requirements
- writing specifications to achieve the appropriate contract risk strategy
- deciding how to specify: functional vs design requirements
4. Case Study 1
- Teams review a typical project scenario, develop a contract strategy and identify the implications for the specification
5. Scoping and Defining Requirements
- the importance of the functional requirement/user specification
- 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
- Teams apply the scoping techniques to develop the outline contents for a specification
- Feedback and discussion
7. Structuring the Specification
- typical contents and layout for a specification
- the three main segments: introductory, key and supporting
- developing the document structure to ensure a logical layout
- detailed contents of each sub-section
- tools and techniques for structuring specifications
8. Case Study 3
- Teams develop the detailed specification contents using a model form
- Feedback and discussion
9. Writing the Specification - 1
- the challenges of written communication
- identifying and understanding the readers needs
- choosing and using the right words; dealing with jargon
- ensuring consistency with contract terminology
- problem words; will, shall, must, etc; building a glossary
- exercises and examples
10. Writing the Specification - 2
- 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
- exercises and examples
11. Editing, Issuing and Controlling the Specification
- why editing is difficult; developing a personal editing strategy
- editing tools and techniques
- key requirements for document issue and control
- managing revisions and changes
12. Summing up and Action Planning
- What actions should be implemented to improve specifications?
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