Do you schedule a follow-up meeting after the Spec Review?
Updated by Chloe Lin [SSW] 1 year ago. See history
When a Spec Review concludes, the journey towards project kickoff is only partially complete. For instance, imagine a scenario where the client had multiple questions and slight hesitations about the estimates provided during the Spec Review. Without a structured follow-up, these hesitations could evolve into concerns, possibly stalling the project before it even begins.
At the end of the Spec Review presentation with the client, work out a good time for the follow-up meeting and book it into their calendar immediately.
Objectives of the follow-up meeting
The follow-up meeting is a crucial step in ensuring a smooth transition from the Spec Review to the initiation of the project. Here's why and how we conduct this meeting:
1. Reaffirming priorities
Revisit the MVP backlog to ensure there has been no shift in priorities. It's essential to keep the project aligned with the client's expectations and business objectives.
Client: "We initially thought Feature A was crucial, but now we believe Feature B should take precedence."
Account Manager: "No problem, we can re-evaluate the backlog and adjust the estimates accordingly."
✅ Figure: Good example - Adapting to client’s evolving priorities maintains alignment and trust
2. Encouraging new insights
The Spec Review often sparks new ideas or considerations. Encourage the client to share any fresh insights or concerns, which could be pivotal for the project.
3. Clarifying estimates and timelines
Present an updated estimate reflecting any changes post Spec Review, ensuring clarity on the number of Sprints, developers needed, and the overall cost.
4. Outlining next steps
Clearly outline the subsequent steps, identifying any immediate actions required from either party to move forward.
5. Improving through feedback
Retro - Solicit feedback on the Spec Review process to continuously refine it, enhancing the experience for future projects.
6. Addressing legal and administrative details
Delve into any T&Cs, NDAs, or other administrative details requiring attention before project commencement.
Appointment template
To facilitate the scheduling of the follow-up meeting, here's a template that Account Managers can use:
::: email-template
| Title: | {{ YOUR COMPANY NAME }} and {{ CLIENT NAME }} - Post Spec Review catch-up |
| Required: | {{ CLIENT }}; {{ SPEC REVIEW DEVS }} |
| ::: email-content |
Hi {{ CLIENT NAME }}
Thank you for your time during the Spec Review.
I've scheduled this catch-up for us to run through the following:
- Review and possibly re-prioritize the MVP backlog based on any new insights
- Discuss any updated estimates and timelines
- Outline the next steps towards project kickoff
- Address any legal or administrative details
- Collect your feedback to improve our process
- Answer any further questions you might have
We aim to ensure that you are well-informed and comfortable with the roadmap ahead.
Please let us know if the proposed date and time work for you, or suggest an alternative at your convenience.
Looking forward it.
Regards,
::: ::: Figure: Follow up appointment after a Spec Review