School of Specification – Introduction to Specifications

Nick Schumann shares some of the lessons learnt from a career as a leading expert on design management and specifications, particularly how they relate to costs, purchasing, risk management, and various construction contract types.

When did you start writing specifications?
In 1986 after four years on the One Queens Road Central project in Hong Kong with Foster & Partners. I was working as a QS for the Management Contractor and realised that specifications were the ideal ‘contractual tool’ to facilitate the new way of designing and procuring buildings following the mantra ‘working with industry’ which required the client to enter into manufacturing and construction contracts before the detailed design was complete.

Which was your first project?
Stansted Airport which was being built using the relatively new Construction Management methodology. The contractor and QS were concerned at first but gradually became supportive of the new performance and design intent approach to design and procurement as it brought significant benefits in terms of time and quality, leading to the maximisation of off-site industrial processes and the input of specialist manufacturers expertise.

What was the main change?
The introduction of three specifying methods being – Performance, Descriptive and Prescriptive – all of which require different levels and types of information to set clear design intent and quality perimeters such that industrial experts were able to respond with the most appropriate and economical detailed design solution.

No client wants to pay for a BMW and end up with a Skoda for the same price”

What’s the secret to a well-written specification?
Clarity, proper definition and alignment with the procurement route. The specification is probably the most important document in any construction contract after the T&Cs because it defines what the client is getting for his money and how that will be achieved in a complex world of legal obligations, cost restraints, design, manufacture, construction and claims resilience. No client wants to pay for a BMW and end up with a Skoda for the same price.

How can a practice select the most appropriate specification tools for its particular needs?
There are multiple options ranging from an off the shelf product through to the development of a unique ‘in-house’ solution. The first consideration is project location as different international locations require different formats, Code compliance etc. The second consideration is client preference which should be taken into account. Whichever method is used the content is basically the same with variance revolving around the method of specification required to match the design approach and selected procurement route. Specialist advice is often a good idea especially when a practice is doing a large, complex and/ or project in a new jurisdiction.

What’s the role of a specification specialist?
Many practices do not engage specialists to prepare project specifications and in such cases the project architects themselves carry out that task quite adequately. Others directly employ individuals whose job is to prepare project specifications only and not carry out design. Again this can work perfectly well but this approach emanates from a need for technical expertise which the architects themselves lack and is becoming less critical in the modern world where access to information is instant. The third option is to outsource specification writers to produce project specifications, which is what I have done since 1986. Whichever method is selected the role is the same: produce a specification which is appropriate and accurate to protect both the design intent and client’s investment.

Who retains ownership – and responsibility – for the specification when it’s been outsourced to a professional?
Copyright always stays with the writer which is one reason why these days I advocate that design firms keep specification production in-house by one method or another. This ensures document ownership and helps educate architects as to the importance of specifications so that they can use them to their advantage during the construction phase.

What are the most common mistakes people make?
There are a few but the top 5 are:

Leaving specification writing until the last minute. Start early and develop it in parallel to the design.
Never try to simply edit an existing project specification as this simply compounds errors.
Thinking ‘one size fits all’ – specifications have to be adapted to suit the design methodology and procurement route.
Do not confuse Preliminaries with Specifications as they are not the same thing and are not usually prepared by the same people.
Keep your baseline documents up to date and always start a new specification from the latest version.

If you could change one thing in the field of specifications which would have positive effect, what would it be?
Include a module in every architectural and engineering degree or diploma course on the subject of specifications. Educate graduates on the importance of specifications.