Outsourcing: Project Specification Templates

The first major outsourcing step is complete, and you have identified someone to bring on to your team, it’s time to review project specification templates, documentation, & communication.

Many people run into confusion when it comes to defining the project, documenting, and gaining agreement.

• Remember freelancers are real people working hard. Be sure to make reasonable rules, goals, and milestones to ensure success. It’s easy to forget there is a real person on the other end. in this age of electronic communication, we always like to add that reminder.

Documenting your project thoroughly and completely is always important, but even more so when working with Freelancers. The attached/below Project Specification Templates are intended to help and outline the details. Your new team member may be from anywhere in the world and crystal-clear communication is the key. Use technical terms and formal processes to ensure nothing is lost in communications, we always recommend having a chat via Skype or phone, if video is not an option. If for nothing else, to make sure you are able to see the visual cues that you are on the same page – it’s helpful.

Project Specification Templates by Project Type

• Content & Writing Components:
  • Project Title:
  • The Point of Contact Is:
  • How to Reach This Person:
  • Target Demographic (office workers, baby boomers, etc.):
  • Word Count:
  • File Extension (doc, text, etc.):
  • Voice (formal, casual, conversational, etc.):
  • Tone: (upbeat, pessimistic, etc.):
  • Points to cover in the content:
  • Avoid these points or topics:
  • Resources to use for inspiration/ideas:
  • Spelling (English: Canadian, British, or U.S.):
  • Font Family:
  • Font Size:
  • Paragraph Spacing:
  • Headings (font, size, etc.):
  • Subheadings (font, size, etc.):
  • Paragraph Alignment (left, justified, etc.):
  • Page Margins:
  • Page Footer:
  • Links to Include:
  • Products or Services to Promote:
  • Include images:
  • Additional Formatting Guidelines:

• Web Development Components:
  • Project Title:
  • Website Address:
  • Goal of the Project:
  • The Point of Contact Is:
  • How to Reach This Person:
  • Target Demographic:
  • Design Style (clean, modern, colorful, etc.):
  • Existing Brand Colors:
  • Images or Photos to Use:
  • Copy to Include:
  • Font Style (Basic: Serif/Sans Serif Script: Calligraphy/Handwritten Fancy: Groovy (Retro)/Curly
  • Call to Action (subscribe to your list, join your club, etc.):
  • Examples of styles & elements:
  • [URL] – What we like & dislike about this example:
  • [URL] – What we like & dislike about this example:
  • Avoid these styles or elements:
  • Hosting Account Username:                                       Password:                  Pin #:
  • Content Management System (WordPress, Drupal, etc.):
  • CMS Account Username:                                 Password:
  • FTP Info:
  • Additional Information: 

• Virtual Assisting Work:
  • Project Title:
  • Website Address:
  • Goal of the Project:
  • Target Demographic:
  • The Point of Contact Is:
  • How to Reach This Person: 

• ASSISTANT / MANAGEMENT TASKS
  • Scheduling Tasks (e.g. manage my calendar, make appointments):
  • People you manage & how to reach them:
  • Projects you will be overseeing: 

• CUSTOMER/AFFILIATE SUPPORT
  • Email Tasks (e.g. sort and file all messages):
  • Customer Service Tasks (e.g. handle customer complaints):
  • Help Desk Username:                                      Password:
  • URL to FAQ:
  • URL(s) to products/services (for reference):
  • Special instructions (always suggest/offer, never ___, etc.)

• SOCIAL MEDIA
  • Social Media Tasks (e.g. comment and like as my brand):
  • Community Management Tasks (e.g. moderate FB group, add new members, etc.):

• CONTENT/BLOG
  • Blogging Tasks (e.g. upload content and publish it):
  • Blog Username:                                    Password:
  • Special instructions (always use heading ___, add images from ___, etc.) 

• ACCOUNTING
  • Financial Tasks (e.g. managing the books, paying invoices, etc.):

• AUDIO/VIDEO
  • Video/Audio Tasks (e.g. editing videos, uploading them, etc.):

• Additional Information:

Graphic Work Project Specification Templates:

• • Project Title:
  • Goal for the Project:
  • The Point of Contact Is:
  • How to Reach This Person:
  • Target Demographic:
  • Tone of Graphic (upbeat, trendy, etc.):
  • Design Style (clean, bold, vintage, etc.):
  • Final Medium (print, digital, etc.):
  • Graphic Dimensions:
  • File Extension:
  • DPI Resolution:
  • Layout Ideas:
  • Colors to Use:
  • Font Style (Basic: Serif/Sans Serif Script: Calligraphy/Handwritten Fancy: Groovy (Retro)/Curly
  • Images or Photos to Use:
  • Copy to Include:
  • Samples of graphics we enjoy:
  • [URL] –  What we like & dislike about this example:
  • [URL] –  What we like & dislike about this example:
  • Avoid these styles or elements:
  • Call to Action (sign up, join now, etc.):
  • Logo or Website Address to Include:
  • Additional Information:

Join our newsletter and get access to all member exclusive resources & updates. Use the form below and get immediate access, once complete.