Speccing 1:1 - A template for writing specifications

What is a specification document?

A specification document is a detailed and organized description of a solution to a problem. It helps to clearly define what is expected from the solution and how it will be implemented. This document is crucial for communicating the solution to stakeholders, as well as for guiding the implementation process.

In this guide, we will go over the different parts of a specification document and provide an example for each part. Please note that every project is different, so you may need to adapt this template to fit your needs.

Background

The Background section provides context for the problem the solution is trying to solve. It should explain how the problem was discovered, and any relevant background information.

Example:

Slow image load times on our e-commerce website has been causing issues with the user experience and leading to increased customer complaints. In order to improve the situation, a solution is needed that will address this issue and improve the overall performance of the website.

Goal

The Goal section clearly states what needs to be accomplished by the solution. This section should be concise and specific.

Example:

The goal of this specification document is to outline a solution that will reduce the load times for images on the e-commerce website, resulting in a better user experience and reduced customer complaints.

Problem

The Problem section defines the specific problem that the solution is trying to solve. It should be focused on a single problem and not try to solve all problems at once.

Example:

Improving load times for images on the website, which is negatively impacting the user experience and leading to increased customer complaints.

Hypothesis

The Hypothesis section provides the foundation for the solution. It should be a concise statement (or a few statements) that the solution is based on.

Example:

By optimizing the image file sizes and implementing a content delivery network (CDN), the load times for images on the website can be reduced and the overall performance of the website can be improved.

Requirements

The Requirements section defines the expected outputs from the solution. It should list the features, views, stakeholders, etc. that will be affected, and how they will be affected. The requirements should be as explicit as possible to avoid any assumptions.

Example:

• Reducing the load times for images on the website by 20%.
• Reducing customer complaints around this issue by 80%.
• The solution should result in images loading faster and appearing smoothly on the website. The solution should not introduce any new issues or negatively impact the functionality of the website.

Constraints

The Constraints section defines the limitations of the solution. This could include limitations in terms of time, effort, money, or other resources. It is important to define these constraints upfront to ensure the solution is achievable within the available resources.

Example:

• Time: The solution needs to be implemented within a 2-week period.
• Budget: The solution must be within the $5000USD budget allocated for it.
• Technical limitations: The solution must be feasible to implement given the existing technical infrastructure.
• Impact on existing functionality: The solution should not negatively impact the existing functionality of the website.

Solution Proposal

The Solution Proposal section provides a high-level description of the solution. It should give a general idea of how the solution will work, and how it will interact with other components.

Example:

The solution proposed for this problem is to optimize the image file sizes and implement a content delivery network (CDN). By optimizing the image file sizes, the amount of data that needs to be loaded will be reduced, resulting in faster load times. A CDN will help to distribute the load of the images across multiple servers, further reducing the load times and improving the overall performance of the website.

Functional Specification

In this section, you will describe the steps that need to be taken to implement the solution. This is where all the work gets done, so it's important to be organized and thorough. You should also include error checking procedures to make sure that the implementation is done correctly.

Here's an example of what this section might look like:

1. Research and evaluate different CDN providers to determine the best fit for the website's requirements.
2. Configure the CDN to work with the current website infrastructure, including setting up the appropriate DNS records.
3. Integrate the CDN into the website, ensuring that all images are being served through the CDN.
4. Test the implementation to verify that the CDN is reducing load times for images and improving user experience.
5. Monitor the CDN to ensure it is performing optimally and make any necessary adjustments.
6. Document the CDN implementation and provide training to the website support team on how to manage and maintain the CDN.

It is important to document any deviations from the plan, as well as any unexpected issues that arise during the implementation process. This information will be used to make improvements in future iterations.

Technical Specification

The purpose of a technical specification is to clearly and precisely describe the technical details of each functional part. It provides the necessary information anyone in your team with technical knowledge to understand the product, system, or component and to build, test, and implement it.

A technical specification typically includes diagrams, schematics, or other technical drawings to help illustrate the product's design and functionality.

Writing a technical specification can help to reduce the likelihood of errors or issues arising during development, and helps to maintain consistency and quality throughout the development process.

One way to validate that your technical specification is compliant is by ensuring each part of the functional spec is backed by the technical details.

Example of technical specification for the Functional Specification example above:

CDN configuration

• Zone type: Public
• Zone name: my-domain-example
• DNS name: subdomain.mydomain.com
• ...

As you can see, the technical details can be mapped to the functional spec step "Configure the CDN to work with the current website infrastructure, including setting up the appropriate DNS records." in the Functional Specification example.

Dependencies

In this section, you will describe the relationships between tasks based on their sequence. Tasks that are dependent on one another will need to be completed or started in a specific order.

Here's an example of what this section might look like:

• The DNS records for the website must be updated before the CDN can be configured and integrated.
• The website support team must be trained on how to manage and maintain the CDN before it is put into production.

It is important to be aware of these dependencies when creating a project plan and assigning tasks to team members.

Implementation

The Implementation section is where the solution proposed in the previous sections is put into action. This is where the plan becomes a reality. This section is all about executing the plan and making sure everything is working as expected.

The Implementation section should include a detailed description of the steps required to set up and deploy the solution, including instructions for installation, configuration, and testing. The instructions should be precise and easy to follow, so that anyone with the necessary skills can carry out the implementation.

It is important to have a plan in place for error checking and handling any unexpected situations that may arise during the implementation process. This plan should be documented, so that everyone involved in the implementation process is aware of what to do if something goes wrong.

Finally, the Implementation section should include information about the distribution of tasks and the tracking of progress. This could involve creating tickets for different tasks and assigning them to specific individuals or teams, as well as tracking the status of each task and ensuring that everything is progressing smoothly.

Example:

1. Install and configure CDN servers: The CDN servers will be installed in multiple locations around the world to ensure that content is delivered to users quickly and efficiently.
2. Connect CDN servers to the origin server: The CDN servers will be connected to the origin server using a high-speed, low-latency network. This will ensure that content is synchronized between the CDN and the origin server.
3. Configure content delivery rules: The CDN will be configured to deliver content based on specific rules, such as the type of content, the location of the user, and the available bandwidth.
4. Test the CDN: The CDN will be tested to ensure that it is delivering content quickly and efficiently. This will include tests of the delivery rules, the synchronization between the CDN and the origin server, and the performance of the CDN servers.
5. Go live: Once all tests have been completed successfully, the CDN will be put into production, and users will start to receive content from the CDN.
6. Monitor and maintain: The CDN will be monitored to ensure that it is performing as expected, and any necessary maintenance will be performed to keep it running smoothly.

And that's it! Of course, each project is different and may require more or less sections, but this should provide a good starting point.

Download template here. (Opens in a new window).

Writing specs is an structured way to describe how problems are solved, click here to know more about problem solving techniques.

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