Specification Writing Strategies

The purpose of writing a specification is to clearly document the requirements, standards and details for a construction project. The design team plays an essential role in developing specifications, aligning specifications with the design guide to ensure the project's vision and requirements are accurately captured and communicated throughout the construction process.

This article explores challenges in specification writing, provides strategies for writing effective specifications and introduces valuable tools and resources for the specification writing process. Whether you are a seasoned specification writer or just entering the field, this article offers guidance to help you become an expert in construction specifications.

Specification writing in construction faces various challenges that can impact the clarity and effectiveness of the document. Designers often deal with deadlines for projects and as a result, writing specifications may be delayed.

Here are some common challenges:

1. Ambiguity and vagueness: Unclear language or vague terms can lead to misinterpretation and varied understanding among the project team. Use precise and unambiguous language. Define terms and concepts to eliminate potential confusion.
2. Keeping up with technological advancements: Rapid technological changes may make it challenging to stay current with the latest materials, construction methods and industry standards. Regularly update specifications to incorporate the latest advancements. Create a collaborative plan of work and stay informed about emerging technologies.
3. Balancing specificity and flexibility: Being too specific may limit flexibility, while too much flexibility can lead to misinterpretation. Strike a balance by providing clear guidelines while allowing for reasonable flexibility. Clearly define where flexibility is acceptable.
   
   Consider MasterSpec, a sophisticated and versatile tool that can help ensure the successful planning and execution of construction projects. Its structured format, adherence to industry standards, customization options and collaborative features make it an indispensable resource for professionals in the construction industry.
4. Lack of collaboration: Inadequate collaboration among project stakeholders, including architects, engineers, the project team and contractors, can result in incomplete or inaccurate specifications. Foster open communication and collaboration around specification decisions throughout the specification writing process. Incorporate feedback from the design team to ensure the design intent is attained.
5. Legal and regulatory compliance: Navigating complex legal and regulatory requirements can be challenging and non-compliance poses risks. Stay informed about local building codes, regulations and legal requirements. Seek legal advice if necessary and ensure that specifications align with compliance standards.
6. Inadequate risk management: Failure to anticipate and address potential risks in the specifications can lead to disputes, delays or additional costs. Conduct thorough risk assessments and include risk mitigation strategies in the specifications. Clearly communicate expectations to minimize potential issues.
7. Lack of standardization: Lack of standardized formats and conventions can make it difficult for contractors to navigate and understand specifications. Follow industry-standard formats and conventions. Ensure consistency in language and formatting throughout the document.
   
   The divisions within MasterSpec offer a structured framework, enabling architects, engineers and contractors to develop detailed and standardized specifications for various aspects of construction projects.
8. Complexity and length: Excessive complexity or length of specifications can overwhelm readers and result in oversight. Strive for simplicity without sacrificing necessary detail. Break down complex information into manageable sections and use clear headings.

Addressing these common challenges requires diligence, collaboration and a commitment to ongoing improvement. By doing so, specification writers can create documents and a technical design that effectively guide construction projects to successful completion.

Best Practices to Enhance Drawings and Specifications

Discover five best practices to ensure your drawings and specifications match and bolster your project success.

Get Spec Best Practices

Writing a great specification is crucial for the success of a construction project. Here are tips to ensure you create clear, comprehensive and effective specifications:

1. Understand the project: Before writing the specification, thoroughly understand the project requirements, objectives and scope. Consult with the architect, designer, engineer or project manager. Review previous projects and gather necessary information to ensure clarity and accuracy.
   
   Many design teams opt for the performance specification method when creating specifications, as it offers greater flexibility and fosters competition when selecting materials. Performance specifications focus on a project's desired outcome rather than prescribing specific materials, methods or processes.
2. Be clear and concise: Use clear and concise language to communicate your requirements. Use precise terminology and organize the specifications into logical sections and subheadings for easy reference. A tool like MasterSpec can help minimize misunderstandings among project stakeholders and promote a shared understanding of project requirements by providing clear and consistent specifications.
3. Include relevant details: Include all necessary details in the technical design to describe the client information requirements clearly. Specify materials, products, dimensions, performance criteria, installation methods and other specific requirements.
4. Be specific but flexible: Provide specific requirements while allowing for flexibility and innovation. Focus on desired outcomes and performance expectations, allowing contractors and suppliers to propose suitable solutions within the framework.
5. Reference applicable standards: Reference your specification's relevant industry standards, codes, regulations and best practices. Using standards helps ensure compliance with accepted norms and facilitates consistent quality across projects.
6. Use proper formatting and organization: Use consistent formatting and organization throughout the specification: number sections and sub-sections for easy reference. Include a table of contents and a clear heading to help readers navigate the document.
   
   Refer to the AIA MasterSpec Consolidated Table of Contents, published by Deltek, a document that provides a list of all the divisions and subsections in the MasterSpec library, which is a comprehensive collection of specifications for building projects.
7. Review and revise: After writing the specification, review it carefully for accuracy, clarity and completeness. Revise as needed to address any inconsistencies or gaps. Seek input from relevant stakeholders, such as architects, engineers or consultants, to ensure the specification meets the project requirements.
8. Optimize your time: Organize your day with dedicated intervals for individual focus time, team collaboration and meeting specific deliverables. This structured approach not only enhances personal productivity but also promotes effective teamwork and ensures the timely completion of project deliverables. Be sure to share your innovations in a company blog or in your project team meetings.

Explore tools, reference materials and guides to advance your career in spec writing, mastering the art of creating accurate and effective documents for construction projects. These resources serve as invaluable tools, offering insights and knowledge to transform you into an expert spec writer.

Formatting Tool

Project manuals that adopt a consistent format and standardization will facilitate contractor review and reduce errors.

Look at MasterSpec, a tool that organizes specifications into structured sections covering various aspects of construction, including historic preservation and landscape specifications, providing a clear and systematic approach to writing construction requirements.

Collaborative Software

Specification software offers valuable support to specifiers by providing editor's notes for guidance, manufacturer/product information with direct contacts, sustainability details and supporting documents.

Explore software such as Deltek Specpoint that includes MasterSpec and streamlines specification writing, reduces manual effort and ensures consistency and accuracy, ultimately saving time and enhancing productivity.

Skilled specification writers at Deltek work behind the scenes to diligently maintain standards, building codes and the content within MasterSpec divisions to ensure accuracy and relevance.

Reference Guides

Reference guides in specifications, such as the MasterSpec Consolidated Table of Contents, serve as tools design professionals, providing structured frameworks that enhance clarity and coherence of project documentation. By consulting these guides and previous projects, design teams can effectively navigate complex specifications, ensuring consistency and accuracy throughout the design and construction process.

In conclusion, navigating the intricacies of specification writing presents its challenges, but armed with the right strategies, you can master the art of creating effective specifications. The journey is made smoother with access to valuable tools and resources that streamline the specification writing process, ensuring clarity, accuracy and success in translating design intent into tangible projects.

How Specification Software Can Help

With Deltek Specpoint, Home of AIA MasterSpec®, you can make smarter product decisions and write accurate specifications with ease. How much more successful could your projects be with the right software?

See Specpoint in Action