Specification before selection.
WHY IT COMES FIRST
Without a specification, quotations cannot be compared and suppliers propose whatever suits them.
WHAT A SPECIFICATION SHOULD STATE
What outcome is required What performance is necessary What constraints apply What standards must be met What is excluded
WHAT TO AVOID
Specifying a brand or model, unless genuinely necessary.
WHY
It eliminates alternatives and removes your negotiating position.
WHAT TO SPECIFY INSTEAD
The requirement the product must meet.
WHAT EXAMPLE SHOWS IT
Specifying the capacity and reliability needed, rather than a particular machine.
WHAT TO SEPARATE
Requirements that are essential Requirements that are desirable
WHY
It lets you assess trade-offs rather than rejecting everything imperfect.
WHAT TO INCLUDE FOR SERVICES
What is delivered To what standard How often How it is measured What is not included
WHY EXCLUSIONS MATTER
Unstated expectations become disputes.
WHO SHOULD CONTRIBUTE
The people who will use it.
WHY
They know what actually matters, and they will otherwise reject what you buy.
WHAT TO AVOID
Over-specifying.
WHY
It raises cost and narrows the field for requirements nobody needs.
WHAT TO DO
Ask, for each requirement, what happens without it.
