The implementation of any project begins with the task at hand. If the customer and the performer are not the same person, then the final success depends on how accurately and clearly the task is set, how unambiguous it is understood by the performer.
This can be done in various ways, from oral presentation to formalized and documented vision of the final result. For the simplest assignment, sometimes a simple description is enough, complex projects require a more thorough approach with the obligatory preparation of a technical assignment.
Terms of Reference (TOR) is a document that defines the purpose of the project, its structure, technical characteristics, deadlines, methods of assessment, control, etc., and excludes ambiguous interpretation by the customer and the contractor.
The definition of the technical task sounds a bit clever and, perhaps, because of this, its drafting sometimes causes resistance or even rejection from the customer.
It may seem that the task is quite simple. It is enough to explain to the performer what needs to be received in the end, and then he will do everything himself. Finally, some refinements can be made as the project progresses.
This approach is very rarely successful. After all, even the simplest things that can be looked at and touched are seen by different people in different ways. What can we say then that so far exists only in the imagination of the author of the project.
Most often, this path entails numerous approvals and improvements, the deadlines are shamelessly sagging, and the budget is growing by leaps and bounds. In the end, the customer can get what he wanted, but it will take a lot of time and effort on both sides.
So the advantages of implementing a project without an approved TOR for the customer simply do not exist. For the performer, this option does not bode well either. Unless only the opportunity to show your creativity or to make money on improvements.
But the customer is unlikely to be interested in the first, and the second will harm the performer's reputation.
In the case of a well-drafted technical task, both parties win, because:
Competently drawn up TOR requires a lot of time and effort. That is why, if the customer does not have experience in drawing up technical specifications, the executing company provides a paid service for drawing up technical specifications.
To clarify all the key points of the project, the contractor may invite the client to fill out the so-called brief. This is a list of questions, the answers to which make it possible to unambiguously define the goals of the project and the requirements for the result of the work.
The money and time spent on drawing up the technical assignment will fully pay off. The customer will finally understand what he really wants. Perhaps some of his wishes will disappear, but points will appear that he initially overlooked.
The contractor, in turn, will receive a clear action plan and won't distract his client with constant clarifications and agreements. The agreed deadlines will allow the customer to "keep his finger on the pulse", plan his further actions related to the successful implementation of the project.