CSO: A Blueprint for Successful Specpoint Adoption

At CSO, one of the largest architecture firms in Indiana, the journey to improving specifications management began with a growing challenge: evolving from a single spec writer to a collaborative team of architects and project managers involved in specification writing. While the firm had previously only relied on AIA MasterSpec® for specifications, the expanded team needed a solution that could maintain consistency, automate updates and enable efficient collaboration across multiple projects. The manual process of updating Microsoft Word documents with the latest MasterSpec specifications and saving them in project folders was no longer sustainable for a team of this size.

"AIA MasterSpec has always been the gold standard for guide specifications," explains Tom Cheesman, Architect and Project Manager at CSO. "But our system of manually updating Word documents and storing them on a shared drive wasn't sustainable. We needed a solution to maintain our high standards while modernizing our process."

This challenge underscored the need for a more streamlined, practical approach to specification management. That's when CSO turned to Deltek Specpoint, home of AIA MasterSpec. The decision would transform their specification process, introducing automation and standardization that wasn't previously possible.

Key Strategies for a Smooth Transition

CSO's strategic transition to Specpoint offers valuable lessons for firms seeking to modernize their specification process. The firm's methodical approach has provided key insights for others considering specification modernization. According to Cheesman, "Start with one project, one section and let the rest fall into place." This gradual approach allowed the team to ease into the new system, helping them gain hands-on experience and build confidence as they witnessed how Specpoint streamlined their tasks and increased efficiency.

Since embarking on its Specpoint journey last year, CSO has successfully transitioned over 50 projects to the platform. This progressive adoption has provided the firm with valuable insights into how Specpoint improves the efficiency and accuracy of specifications.

Successfully transforming an organization to new technology requires more than just implementing software—it demands a carefully orchestrated approach that considers people, processes, and organizational culture. The move to modern specification management for architecture firms represents a significant shift in how teams work and collaborate. CSO's experience shows that a thoughtful, step-by-step approach can lead to successful results, no matter the size of your firm.

Several key strategies have contributed to CSO's successful transition to Specpoint, including:

1. Starting gradually with one project at a time
• Begin with smaller, less complex projects
• Allow team members to gain confidence before scaling up
• Use initial projects as learning opportunities to refine processes
2. Building confidence through hands-on experience
• Provide dedicated time for team members to explore the software
• Encourage experimentation in a controlled environment
• Share success stories and lessons learned across the team
3. Establishing clear standards and processes
• Define workflow protocols before full implementation
• Create guidelines for consistency across projects
• Document best practices as they emerge
• Set clear roles and responsibilities for the specification process
4. Leveraging available training and support resources
• Utilize Deltek's comprehensive training materials
• Participate in user community forums and discussions
• Schedule regular check-ins to address questions and concerns
• Identify internal champions to support team members

The value of these strategies lies in their ability to create a foundation of confidence and competence, ensuring a smoother, more efficient adoption process that is both sustainable and scalable across the firm. By following this methodical approach, CSO has maintained productivity during the transition while steadily building expertise with the new system. This balanced strategy is essential for preserving project timelines while implementing significant technological change.

To further optimize their implementation, Tom Cheesman attended Deltek ProjectCon, where project management professionals, industry experts and Deltek users gather annually for three days of learning, networking and discovering innovative solutions. "The training at ProjectCon showed me how Specpoint makes our process more efficient by automating specification updates," says Cheesman. "Working directly with Deltek experts helped me understand how to maximize these capabilities for our team."

Most importantly, these strategies have helped CSO maintain their high standards for specification quality throughout the transition. Team members have time to learn and adapt while delivering excellent work, ensuring client projects never suffer during implementation. This approach has laid a strong foundation for future technology adoptions and created a framework that can be applied to other digital transformation initiatives.

The Future of Specification Management at CSO

As CSO continues to embrace modern technology in its project management processes, the firm is increasingly relying on Specpoint to enhance the efficiency and accuracy of its specifications. This digital transformation has not only streamlined workflows but also enabled CSO to maintain specifications that evolve with the project. Specpoint's ability to keep specifications current throughout their lifecycle has proven to be a game-changer. "Specpoint allows us to edit specifications while automatically pulling in the latest updates from AIA MasterSpec®," says Cheesman. "Even if I revisit a project three years later, the specification will include all updates made since its creation, ensuring the document matures with the project."

Looking ahead, CSO plans to leverage Specpoint's capabilities to further streamline their workflows, with goals to transition their remaining projects to the software. The firm's leadership sees this digital transformation as essential to strengthening its position as one of Indiana's largest architecture practices while continuing to deliver exceptional value to its clients.

About CSO

Since 1961, CSO has provided design and service excellence to benefit their clients, people, community, and environment. The firm focuses on enhancing and contributing to its clients' success through a culture of mutual respect, collaboration, and trust. Their collaborative, people-focused design approach, integrated with cutting-edge design technology, ensures that their designs express their clients' unique stories in a lasting and meaningful way. With a growing portfolio of successful projects and a commitment to embracing innovative solutions, CSO continues to shape the architectural landscape while maintaining its core values of excellence, sustainability, and client-centered design.