Terms of reference for the development of the bot

The terms of reference for the development of a bot is an important document that contains not only a list of requirements for a future product, but also defines the ways, tools and means of implementing the project.

The more clearly and in detail each item is spelled out, the more chances that the specialist will correctly understand the client, and the client will receive exactly the product that he needs.

Chatbots are programs that perform the function of a virtual interlocutor. They allow you to automate communication with users using text or audio messages. The goal of implementing virtual assistants is to automate business processes and get away from routine, optimizing the working time of employees.

Thanks to machine learning, intelligent bots independently determine the appropriate communication model and establish communication with users. They are widely used in instant messengers and mobile applications and perform various functions:

• Notifications: the program can send users notifications about orders and events according to specified conditions.
• Online registration: using a bot, your clients will receive advice and make an appointment.

• Newsletters: sometimes a bot is used to send news, information about promotional offers, etc.
• Support: the program can take orders and answer users’ questions right on the site.
• Acceptance of payments: the chat bot allows you to quickly pay for goods and services, as well as transfer funds, track changes in the exchange rate, etc.
• Data collection: One of the most important features of a chatbot is the ability to collect information about your customers.

The program is used in many industries and areas of business, for example, to support customers or automate internal company processes.

The terms of reference for the development of a chat bot includes the following requirements:

• purpose and functionality;
• a set of modules;
• subsystem requirements;
• requirements for the modes of operation of the system;
• integration with services.

It is conditionally possible to divide the creation of technical specifications for an intelligent bot into several stages:

• Concept formation

To begin with, the goals of the bot are determined and theses are clearly formulated that should describe the purpose of the program. For example, a bot can be an information assistant for a client (support service), a marketing tool for a business (promotions, discounts, news), an organizer of instant communication with users, etc.

• Description of technical data

At the next stage, technical solutions and tools are allocated that will be used in the program:

• methods of interaction of a chat bot with a client;
• data sources;
• the target audience;
• accumulation of results.

Our specialists solve all the issues related to the technical side of the issue, draw up a visual algorithm for the bot operation and offer the client the best option, taking into account his wishes.

• Determination of the monetization method

The development and implementation of a chat bot is directly related to attracting profit to the project. Not all smart bots are commercial, so sometimes the profitability assessment is performed indirectly, for example, the program can reduce the company’s marketing costs.

There is no universal technical task for developing a program – every intelligent bot is unique. To ensure that there is no misunderstanding between the customer and the contractor, we draw up a technical assignment for each step, in which we describe in detail the functionality of the bot.

Correct terms of reference for the development of a bot is a prerequisite for the success of the project. In order for the finished product to effectively solve the tasks assigned to it, the client and the contractor must perfectly understand each other.

The AVADA MEDIA team offers a complete visualization of the project, which minimizes the likelihood of misunderstanding between the parties.

Before designing a product, our manager conducts a conversation with the client to find out the basic requirements, goals and objectives of the bot. Experts analyze this information, clarify details and make recommendations.

After that, the customer and the manager maintain communication, approve all points of the finished technical task or make changes if necessary.

The development of technical specifications for the development of a chat bot takes place in several stages:

• Prototyping

Developers create a product prototype in the Moqups service, which includes the interface, design, system algorithms, etc. Visualization simplifies understanding and helps the client understand whether the layout meets his expectations.

At the same stage, the customer has the opportunity to evaluate the convenience of the intelligent bot, check the functionality or propose changes. This greatly simplifies the task of specialists and avoids problems associated with the further implementation of the project.

• Function checklist

One of the most important tasks in the formation of a technical specification is the compilation of a complete checklist of product functions. We form a list of the bot’s functionality, and then transfer it to the pivot table.

• Video explaining the terms of reference

In order to quickly and effectively tell the client and specialists about the project, we record a special video explanation, which is a presentation.

The video performs two main functions – it describes the system, its capabilities and principles of operation for the customer and demonstrates to the specialists what scope of work awaits them on the project.

• Scripting architecture and other important points

Depending on what tasks the chatbot should solve, we create programs that work according to a given scenario or provide a machine learning function. Based on these features, all the details and wishes of the client regarding the project are recorded in the TOR.

Due to the relative novelty of the program and the specifics of the market, customers do not always have a clear understanding of how and in what sequence a technical task for a bot should be drawn up. In such a situation, our team is ready to offer the client a special brief that greatly simplifies the process of ordering and developing a virtual assistant. After studying the document, the client has the opportunity to think over each point and, most likely, highlight new useful opportunities for using the program.

AVADA MEDIA offers the development of intelligent bots that automate key business processes of the company, reduce personnel, management, planning and marketing costs, as well as help establish communication with users and bring profit.