Func Spec Overview

Tools for Managing projects, Customers and Expectations

Long ago, my agency introduced the concept of the ‘functional specification document’ or ‘func-spec’. This was in response to a string of custom web projects that went woefully over budget on time and became unprofitable. It was becoming too difficult to manage all the customer changes and asks throughout a project, because custom work had too many unknowns. It was hard to blame the customer, they aren’t experts, and they’re spending big money on custom work, so they’re demanding.

Insert the func-spec process. We pitched this prior to any custom projects.It was somewhat revolutionary at the time as most clients we approached had never heard of it.

“What? I’m paying you to tell me what you’re going to do?”

“Yes, exactly!”

Not everyone was thrilled with this, but the promise was clear. We would precisely outline the project, how long it would take, what it would cost, and then they could take that document anywhere afterwards. Most people who went down that path continued to work with us, but they had the choice to move on.

What I want to walk through in this article is why the func-spec process is valuable, and then the core components of what should be included. The process might feel overly rigid and at times unnecessary, but it will always feel that way until you get caught without one. Even for less complicated projects, the core elements of a func-spec will serve you well.

Why Use a func-spec?

Having gone down this process many times, I can say that there is almost no downside. Yes, there are customers who will refuse to do a func-spec and might drop you altogether, but those kinds of clients are ones I’m ok to avoid. So the value proposition of a func spec boils down to:

• Ensuring profitability of work by sticking to a strict list of well-scoped deliverables. 

• Protecting our team and their time from unplanned additions that cause frustration.

• Provide transparency to our customers of exactly what they will receive for their investment.

It has a cost to produce, but the specification will save time later. It acts as a discovery that sets out the timelines and requirements, which you will want to do a good job on a project regardless.

The Func-spec process

Let’s use an example of a client who wants a custom app for their credit union. They approach us to build the app, already convinced this is the right thing because they are way behind their competition. In their minds, this is a straight-forward project and they are asking several agencies to quote on the app development. 

Our approach is to offer them a functional specification to outline the exact nature of their app. It will be a roadmap of work with an outline of costs.

YAY! We convinced them to go with us, and we begin our process.

Margin Equation Walkthrough

Chapter 1: Stakeholders and Goal Setting

Chapter 2: Research

Chapter 3: Scoping and Assumptions

Chapter 4: Requirements Definitions

Chapter 5: Costs and Timelines

Next Chapter: Stakeholders and Goal Setting

The first steps in setting up your project is getting your stakeholders aligned and getting your objectives set. Learn about taking the first steps in producing a functional specification.

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