Tailoring Construction Specifications to Suit Varied Project Needs

Common practice for many architectural firms is to have a library of specifications and pull the specs needed for a job. The problem with this method is ten-fold. Pulling a general specification or the copy/paste method can lead to disaster. Customizing construction specifications is essential to ensure that each project's unique requirements, site conditions, and objectives are met efficiently and cost-effectively. Here are the most effective methods, based on industry best practices and expert recommendations:

A Library of Old Specs is not the answer

1. Structural Review and Value Engineering Workshops-

   • Conduct Facilitated workshops with multidisciplinary teams to systematically review each specification and standard. This process, often called a Value Improvement Practice (VIP), challenges default or "gold-plated" specs and ensures that requirements are truly fit-for-purpose and not overdesigned or unnecessarily costly.

   • Use checklists, baseline comparisons, and cost/risk analysis to identify where simplification or adjustment is possible without compromising safety or quality.

2. Leverage and Update Office Masters-

   • Use "Office Masters" firm-wide, standardized templates of vetted specifications as a starting point for each project. Regularly update these masters to reflect lessons learned and new technologies.

   • Customize the master spec to suit the specific project by deleting irrelevant sections, editing requirements, and adding project-specific details. This ensures consistency while allowing for tailored solutions.

3. Assembly-based Specifications-

   • Specify by assemblies (e.g. "exterior wall assembly" rather than listing eah component separately) to reduce errors, omissions, and inconsistencies. This approach will help the team better visualize and coordinate the requirements for complex systems, leading to more accurate and integrated specifications.

4. Use Modern Specification Management Software-

   • Adopt cloud-based specification management platforms that support the real-time collaboration, version control, and integration with BIM and project management tools. These platforms streamline the customization process and ensure all stakeholders are working from the latest, most accurate information.

   • Examples include RIB SpecLink, Deltek Specpoint (with AIA MasterSpec) and other leading industry tools.

5. Early and Ongoing Coordination with Drawings-

   • Begin the Specification writing early in the design process and continuously coordinate with drawings and digital models. This reduces conflicts, clarifies intent, and ensures that specifications and design documents are always aligned, minimizing RFI's and Change Orders.

6. Clear, Concise and Consistent Language-

   • Write specifications in straightforward, unambiguous language. Avid jargon or over technical terms unless necessary, and always define them. Consistency in terminology and formatting reduces confusion and improves bid accuracy.

7. Incorporate Project-Specific Requirements-

   • Adjust specifications to reflect unique project factors suh as climate, regulatory environment, client preferences, and site constraints. Avoid using default standards from unrelated projects.

8. Leverage Lessons Learned and Historic Data

   • Review past project outcomes, RFI's and change orders to identify specification improvements. Incorporate these lessons into the customizations process to avoid repeating mistakes and to build a proven solution.

9. Engage Stakeholders Early-

   • Involve the owners, contractors, and key suppliers in the specifications process from the onset. Their input helps identify practical considerations, potential conflicts, and opportunities for value engineering.

10. Maintain Comprehensive and Accessible Documentation-

    • Store Specifications in cloud-based systems for easy access by all project participants. Ensure that all changes are tracked and that the latest versions are always available to avoid miscommunication and errors.

By combining these methods- structural review, office masters, assembly-based thinking, modern software, early coordination, clear language, project-specific tailoring, lessons learned, stakeholders' engagement, and robust documentations......project teams can efficiently customize constructions specifications to suit the unique demands of each project, optimizing cost, quality, and schedule outcomes.