Tailoring a Specification

Make a Specification Site-Specific

Effectively tailoring a specification to suit unique project conditions is important on every project. Using a standard downloaded specification from a manufacturer’s website or a specification service can easily lead to confusion for all parties at time of implementation. 

Best practice is to follow a structured, methodical process that ensures your documentation is precise, relevant and aligned with the actual needs of the project.  Key strategies and steps include the following:

1.  Assess Project-Specific Conditions

·      Begin by thoroughly evaluating the unique characteristics of the project including location, climate, site conditions, size, complexity, stakeholder requirements, regulatory environment and available resources.

·      Identify any special risks or constraints, such as environmental factors or local construction practices that could impact material selection or installation methods.

2.  Select and Adapt Standards and Framework

·      Choose the most appropriate methodologies, standards and framework that fit the project’s objectives and constraints.  For example, use agile methods for projects needing flexibility, or more structured approaches for regulatory environments.

·      Avoid simply applying rigid company or industry standards if they exceed the project’s needs.  These can drive up costs and complexity without adding true value.

·      Use a “fit for purpose” approach; only include requirements that directly support the project’s goals, operation needs and actual application.

3.  Customize Content for Local and Site-Specific Factors

·      Edit generic or manufacturer specifications with a critical eye.  Remove irrelevant information, clarify which products are required, add project-specific requirements and delete those that are not part of the project-specific requirements.

·      Research how materials and systems perform in similar conditions (e.g., climate, soil, humidity, coastal exposure) and consult with the local experts to ensure stability.

4.  Collaborate and Communicate

·      Engage the stakeholders (owners, contractors, engineers, suppliers) early and throughout the process to ensure their needs and expertise are reflected in the specification and design.

·      Ensure that specifications, drawings, and other projects are coordinated and consistent to avoid conflict and confusion.

5.  Document and Review

·      Clearly document all tailored specifications, including rationale for deviations from standard practice.

·      Use clear, concise and unambiguous language.  Define any technical terms that may be unfamiliar to stakeholders.

·      Maintain a consistent structure and terminology throughout the documentations.

6.  Leverage Technology and Past Experience

·      Use specification management software and tools to streamline editing, collaboration, and document control.

·      Maintain and regularly UPDATE any office master specification but always take the time to review and adapt it for each project rather than copying past documentation verbatim.

7.  Monitor, Evaluate and Improve

·      Implement the tailored specification and monitor its effectiveness during the project. 

Be ready to make adjustments if site conditions or project requirements change.

·      Gather feedback from the team and stakeholders to refine your approach for future projects.

Following these steps will ensure that the specifications are not only compliant and comprehensive but also practical, cost effective and directly aligned with the unique demands of the project.

Stay tuned for Part 3 “What steps ensure my tailored specifications remain flexible as project conditions evolve. In our next blog.   www.Architexres.com