What Should the Terms of Reference for a Website Contain?

Developers need to understand exactly what changes the client wants on their website. The project manager is the one who communicates with the client, and it's their job to pass all of that information on to the team. How do you do this properly and avoid a game of "telephone"? That's what the terms of reference, or website specification, is for. This document presents information in language that everyone at a development company can understand, and it covers not only the key points but every small detail as well. So how do you write a specification that leaves the client satisfied with your work in the end?

A specification is not just a list of requirements. It's a document that governs the work between the client and the development company. It's how information gets from the client to developers, front-end developers, designers, SEO specialists, testers, content managers, social media specialists, copywriters, and others. A well-written specification makes a high-quality end result far more likely.

It doesn't matter whether the website is small or large. The document eliminates gaps between what the client expects and what the specialists working on the project deliver. This isn't a question of time or budget.

The first thing we consider when writing a specification is the size of the company that will build the project. If a team of five people understand each other perfectly, the document can skip the formalities. If several departments with several employees each are involved, formalities are essential. A large team can only be managed through a process, and a process requires formality. A specification can be longer or shorter depending on how complex the processes are.

What questions does a good website specification help answer?

1. Is this interface suitable for further work?
2. Can the team keep working with it, and how will it be used in later stages?

Before you start preparing the specification, discuss all open questions within the team. Each specialist will share their comments and suggest improvements. Budget constraints are taken into account as well. Every team member's goal is to do the best possible work within the given budget. Search for a company in the WordPress Development Agencies directory.

It's important to discuss the challenges that may come up not only for you but also for the client. The specialists' years of experience at the drafting stage will help smooth out any rough edges.

• Protection for the client. Unfortunately, there are dishonest contractors out there. This document serves as proof of what the work was supposed to be if something completely different was delivered.
• A specification gives structure to the work, processes, and ideas. Sometimes the client doesn't have a clear idea of what changes their website needs. They express them vaguely, and their thoughts drift. A specification helps both sides understand each other correctly. Everything is laid out clearly in a single, structured document.
• Budget savings. Well-thought-out tasks prevent problems not only for the client but also for the agency's team.

• The contractor's safeguard. If, in the end, the client demands something that wasn't in the document, the contractor can always refer to the specification to prove that every agreed-upon item was delivered.
• Protecting work time. When every item is in the specification and the processes are described in detail, there are no unnecessary questions to slow the work down. Each team member clearly follows their own part and turns the client's ideas into reality.

Sometimes a brief can replace the specification if it's detailed, clear to both parties, and signed by both. The difference is that the brief reflects the team's vision, while the specification is the final document that contains your agreed adjustments in addition to the client's wishes.

When you first draft the specification, it won't be complete, because every specialist who works on the project will have questions and comments. The specification can be adjusted throughout the project. If the changes are significant, they are discussed with the client. Adjusting the specification is a normal and inevitable part of the process.

There is a set of standard questions the client answers before receiving the finished specification. Here they are (they can be expanded or changed):

1. Company information.
2. Target audience.
3. Website goals.
4. Analysis of the existing website.
5. Preliminary site structure.
6. Approximate page structure.
7. Design and layout requirements.
8. Available files.
9. Minimum screen resolution and target devices.
10. Whether a mobile version is needed.
11. Sample set of modules.
12. Admin panel capabilities.
13. Payment gateway and shipping integrations.
14. Integration with CRM, ERP, and other software.
15. Questions from the developer.
16. Additional requests.

A specification helps manage disagreements between the client and the contractor. Even with a document based on the brief, the result may differ from what was expected. That's why you should monitor the interim stages and double-check finished elements to make sure the work is going according to the specification.