Key Elements of Effective Specification Writing: Tips to Keep Your Project (and Career) on Track

In our last article, "Building Quality from the Ground Up", we covered how NBS Schumann can support with Specifications, and yes, it may have come across a bit salesy. This time, let’s put the gloss aside and get into the nitty-gritty of writing specs that keep your project on track.

Imagine this: the boss just handed you the office’s biggest project. It’s the kind of assignment that’ll either cement your legendary status - or make you that name whispered in hushed tones at every company gathering. The brief? "Make it spectacular, keep it under budget, wow the client, and, for heaven’s sake, don’t do anything that’ll have us trending for all the wrong reasons.” No pressure, right?

You’ve got this - you’re the best architect in the room. But are you the best specifier? Let’s be honest: even the most brilliant design won’t hold up if your specs are as vague as a politician’s promise. Specifications are the nuts and bolts that hold your grand vision together. Get them right, and everyone knows exactly what to do. Get them wrong, and it’s like handing a toddler a drum set: brace yourself for a world of noise and chaos. So, if you’re set on making this project a triumph instead of a cautionary tale, here are some key points to keep in mind.

Specification Tips

Start with Robust Baseline Documents and System Libraries (Your Project’s “Survival Kit”)

A company baseline should be your project’s compass, loaded with the latest codes, standards, and all those 'brilliant' company-specific clauses. Add in a system library that doesn’t require a PhD to navigate and BIM objects that (miraculously) match the spec, and you’re ready to tackle this with confidence - or at least fewer headaches.

Use the Right Tools and Techniques (You’re Not Making This by Hand)

It’s 2024, and unless you’re curating a museum exhibit, it’s time to move beyond Microsoft Word and ditch the habit of adding spec notes directly to drawings. Modern tools like NBS Chorus and NBS Source automate the repetitive bits, keep your specs in sync with BIM, and bring some much-needed order. Swap the outdated for the efficient - your project will look a whole lot sharper.

Give the Specs Sufficient Time (And Don’t Leave It to the Last Minute)

Don’t treat specs like an afterthought. A rushed spec is a guaranteed ticket to claims, disputes, and probably a few all-nighters. Starting specs last minute is like trying to cram for an exam the night before—you might scrape by, but it won’t be pretty, and you’ll probably miss a few key details. Work specs into each design stage to ensure they’re thorough and well-aligned with your project goals.

Align Specs with Local Standards and Classifications (Or Watch Costs Skyrocket)

Make sure your spec is aligned with the right classification system for the project location - whether that’s Uniclass, CAWS, CSI MasterFormat, or another standard. Local markets expect specs in specific formats, and handing over something in the wrong classification can lead to head-scratching and added contingencies. Understand the local codes and standards that each classification follows and whatever you do, don’t mix them - throwing British Standards into a CSI specification is like feeding a Gremlin after midnight - it might seem harmless at first, but before you know it, you could be dealing with a swarm of unexpected issues that no one wants.

Know Your Specification Deliverables: Outline vs. Tender Specifications (Yes, They Matter)

It might seem obvious, but an outline specification is not the same thing as a tender specification. An outline spec is a broad-brush document, ideal for cost-checking and general design direction - it’s not there for contractors to bid on, and handing it over for tender is like bringing a paper airplane to an airshow. A tender specification, on the other hand, is the real deal, with all the details needed to secure a solid price and accurate bids.

Get the Terminology Right (Or Pay the Price)

Misuse of terms in specs isn’t just a minor inconvenience. A spec with mixed terminology is like a GPS that suddenly starts speaking Martian. Your terms need to be consistent and precise. Sloppy language leads to misunderstandings, unexpected costs, and the dreaded “Well, I thought you meant…” Avoid the ambiguity and define terms clearly.

Understand Descriptive, Prescriptive, and Performance Specs (Yes, There’s a Difference)

Not all specs are created equal, so it’s vital to know what you’re after and how to specify each part - descriptively, prescriptively, or by performance. Descriptive specs lay out the design intent and basic performance. Prescriptive specs? They leave nothing to chance, naming specific products to avoid any unwelcome surprises. And performance specs? Well, they set the standards but leave the 'how' and 'what it looks like' up to the contractor’s imagination. And let’s be honest, asking an architect to leave the visuals to someone else is like asking a chef to serve up someone else’s recipe.

Understand Preliminaries vs. Specifications (And Leave the Prelims to the QS)

Preliminaries are for pricing temporary works and site conditions, and they belong with the QS - not in your spec. But you’ll need a rock-solid general requirements section covering things such as procurement, quality, sustainability, and performance among other things. Think of it as the glue that holds the spec together. And here’s the kicker: check the QS prelims to avoid contradictions.

Tailor Specs to Procurement and Prepare for Novation

Different procurement routes mean different specs, so getting this right is absolutely vital. A spec that’s tailored to the procurement path keeps everyone clear on what’s expected - no guessing games. Understand how procurement affects your spec-writing and your obligations, especially if novation’s on the cards. And know your Contractor Design Portions from your Specialist Sub-contractors.

Define Performance Requirements (No Room for Half-Measures)

Your specs should spell out performance requirements for materials and systems - everything from fire ratings to thermal insulation and soundproofing. Referencing established testing standards ensures these materials don’t just look good on paper; they actually perform when put to the test. It’s like choosing a parachute—you want absolute confidence it’ll hold up when it matters. Anything less just isn’t an option.

Detail Workmanship and Installation Standards (Because Guessing Isn’t a Strategy)

Specs that don’t include installation methods and workmanship standards are just asking for trouble. Define acceptable tolerances and quality control benchmarks that contractors can follow without playing a guessing game. Good installation standards mean you won’t be left with a building that looks like a group project that went horribly wrong.

Align Specs with Drawings, BIM Models, and Documentation (Consistency is Key)

Think of your specs, drawings, and BIM models as dance partners - they need to be perfectly in sync. Your specs should cross-reference these elements so that everything aligns, preventing contradictions that could lead to endless change orders and confusion on-site. Keeping specs, drawings, and BIM models in lockstep ensures that everyone knows exactly what’s expected.

Plan for Submittals, Mockups, and Prototypes (And Know the Difference)

Submittals, mockups, and prototypes - they’re not just formalities; they’re crucial checkpoints to prevent future disasters. Submittals are what contractors send for approval, mockups show how the real thing will look on-site, and prototypes demonstrate the functionality of specific elements. Define clear processes, standards, and timelines for each to ensure they align with your spec.

Skilled Staff and Continuous Training Are Non-Negotiable

Specifications are high-stakes documents - definitely not the kind of thing you hand over to an intern who “once built a shed.” Your spec writers should be skilled professionals who know their way around contracts and building standards, backed by ongoing training to stay current. With industry standards, technology, and compliance requirements evolving rapidly, continuous learning is essential. If your team isn’t up to date, they’re falling behind, and that’s the last thing you need on a multimillion-dollar project.

QA/QC: Don’t Skip This Step

Quality assurance is the unsung hero of specs. Without it, specs are just hopeful words that may or may not withstand real-world construction. A good QA/QC system is your safety net; don’t overlook it unless you’re aiming for an art installation instead of a building.

The Project’s Over—But Don’t Just Walk Away

When a project wraps up, it’s not the end - it’s a chance to learn. Have processes in place to capture feedback, document lessons learned, and feed these insights back into your baseline documents. Continuous learning ensures that every project you complete makes the next one smoother and more effective. Use these lessons to refine standards, update materials, and improve processes. Then head back to item 1, armed with this newfound knowledge, and apply it all over again on your next project.

Wrapping It Up: How to Keep Specs From Becoming Your Worst Nightmare

So, there you have it - the fine art of specification writing. It’s part precision engineering, part diplomatic finesse, and part advanced risk management. Get the spec right, and you’ll dodge the boss’s dreaded “we need to talk” look. The project’s smooth, the client’s happy, and you’re in the clear. The catch? You’ll soon be crowned “Spec Guru,” with everyone bringing their specs to you for a sprinkle of your magic. Fame has its price.

But get it wrong, and no amount of fancy 3D models will save you. Your specs will be a horror show, the architectural equivalent of Frankenstein’s monster - a jumble of mismatched parts that terrifies anyone who sees it.

And if you want to make sure every box is ticked, every term defined, and every process streamlined, NBS Schumann has your back - ready with the tools, expertise, and support you need to keep specs on point and projects on track.

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