Understanding Building Specifications – Driving Project Success

Building specifications are the crux of a construction project, capturing every critical detail and requirement that brings a project to life. As a key component of the initial contract agreement, they describe the materials, manufacturing details, specific processes and standards required to complete a build. Building specifications are used interchangeably with construction specifications and colloquially referred to as building specs. 

This article covers the essentials of drafting construction specs, why they are important and expert tips for drafting them effectively. 

How Building Specs Are Created

Building specs are drafted by an architect who outlines the materials, finishes, processes and standards required for a build. Once approved by the client, they will be handed to the builder to price it accordingly. 

If the building specs are unclear or incomplete, the builder may submit a request for information (RFI) before pricing the labour and materials required to complete the job. This clears up any ambiguity and helps the builder correctly price the project. 

Building specs are used across multiple stakeholders at all tiers of a company’s organisation, at varying stages of. Once the project has been signed off, the general contractor (GC) and project manager (PM) will work together to engage each subcontractor and tradesman and pass on the construction specs to them. Throughout the project, the GC will use the building specs to ensure quality checks and that everything is going to plan. If there are any changes to supply or methods, the GC and PM are responsible for keeping the building specs up to date.

Why Detailed Building Specifications Are Important

Increases efficiency in procurement and purchasing.

Access to the specs means that the GC and trades have a document to reference for any specific information they need when buying materials or doing finishes. The specs will lay out the exact requirements for the job and shared access will mean that less delays going back and forth to acquire information and waiting for a response. 

Controls quality and compliance.

Detailed building specs help keep every aspect of a project up to regulatory standards, reducing the risk of liability and subpar work. While the specs provide guidelines to follow, they also are useful guardrails and a reference to crosscheck work as it is completed. By specifying exact requirements, there is little room for subcontractors to cut corners or choose a cheaper option as they are legally liable to uphold the agreement. 

If the specs list out the material but do not specify how it needs to be installed, this can cause increased cost as installation methods and costs aren’t correctly accounted for.

Reduces risks and costs.

The more detailed building specs are, the more they support a project in reducing delays and cost blowouts. This is because if the building specifications outline the specific materials, processes and standards before beginning the build, they can be priced accordingly. Similarly, it also ensures that there is a document to cross-reference back to, ensuring proper installation. The more detailed the specifications, the clearer the project scope, which helps maintain timelines and budgets. 

Enhances communication.

Building specs enhance communication as they see that what the design team and architects developed in the design phase is communicated clearly to the GC and subcontractors. This helps minimise errors and streamline operations as all stakeholders have a central source of information to refer back to. 

Types of Specifications

There are three components to building specs and each plays a key role in providing detailed requirements for a project. They are as follows: 

It is best practice to use all three types of building specifications per material to help builders give an accurate initial cost proposal, keeping all stakeholders in agreement with the projected budget. E.g. To aid in correctly scoping a project, an architect can list the specific product or catalogue number they have in mind to the proprietary specifications.

The construction spec document must cover all the bases of a project’s materials, methods and installation processes. At a minimum, a material specification should have one type of the above specs. However, using a blend of these building specifications helps build out a comprehensive document that aligns the client's goals with the project capabilities, setting expectations around quality, cost and timelines.

Common Pitfalls when Producing Building Specs

• Using generic, incomplete specifications, or vagueness can lead to miscommunications and mistakes. For example, if an architect specifies marble but does not provide details on the product type or installation methods—such as the correct setting material—there’s a risk of damaging the marble during installation. Providing as much detail as possible is key to ensuring a project runs smoothly from start to finish.

• Relying on a general construction spec document without tailoring it to a specific job. Specs usually need to be tailored to the job. While there are occasions where using a templated, pre-created spec can help, it often results in irrelevant information in the spec document, adding unnecessary bulk. To avoid confusion and improve the process, it's always best to only keep what is relevant to the current project. 

Using Technology to Improve Specifications

In Australia, construction projects must adhere to a set of standards. This will be included as part of the performance specs. To ensure compliance across a project, architects can reference Natspec for information on Australian quality and assurance standards. This ensures consistency, safety and standards are upheld throughout a project. 

To put the document together, utilising one central document or construction specification software will help stakeholders have a single source of truth to refer back to. This can help track any changes throughout the project, explaining delays or material changes. Additionally, as the building specs have become digitised, it allows teams to immediately access the specs on their phone or tablets-giving real-time updates, reducing errors and avoiding delays. 

Detailed specifications drive project success.

Building specifications are the backbone of any successful construction project, providing the guide to what materials, processes and standards are required. When taking the time to provide clear and detailed specifications, construction specs provide a roadmap that aligns all stakeholders, reduces risks and keeps projects within budget. By implementing best practices and utilising the right tools, project teams can ensure quality across a project, minimising delays and having a seamless build from start to finish. 

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