15 reasons why specifications are still important

Digital tools have transformed the specification process. Manufacturers who can understand and adapt to these changes can win more work at the specification stage and improve sales. 

The construction industry continues to adapt to a digital revolution, with new technologies and processes constantly cropping up and causing widespread change.

Innovations in technology, combined with government-backed support for concepts such as building information modelling (BIM) and the golden thread of information, mean that everyone working in construction must embrace digital technology in order to stay ahead of the curve.

One of the areas most impacted by the digital revolution is the specification cycle. Not only do architects now have efficient digital tools to help them plan projects, but they also enjoy an unrivalled level of freedom when it comes to accessing product information and incorporating suitable products into specifications.

As a construction manufacturer, understanding how specification has changed and its importance in the industry will help you get your products in front of more decision-makers and, ultimately, sell more products.

What is specification? 

When we talk about specification, what does that actually mean in the context of construction manufacturers? If you’re wondering how it relates to you, here’s an official definition:

"Specification: A detailed description of the dimensions, construction, workmanship, materials etc., of work done or to be done, prepared by an architect, engineer etc."

- Shorter Oxford English Dictionary

Essentially, a specification is a document that details the ‘plan’ for a project, including the materials, dimensions, workmanship standards, etc. It establishes what cannot be visualised or explained on a drawing or model – though it may also provide additional context to existing drawings or plans. Specifications apply not only to construction; the same principles apply to all industries, from aerospace and oil and gas to automobiles and manufacturing. 

In construction, however, the specification covers topics such as:

●    Site establishment.

●    Contract type.

●    Asset performance criteria.

●    Systems and product quality.

●    Applicable standards and how they are executed.

●    Specific products to be used. 

The type of specification can relate to the project or the procurement route – whether it is performance-based, prescriptive or proprietary – depending on project requirements.

To summarise, specifications: 

●    Are required during the design stage. 

●    Form part of the contract documentation. 

●    Play a key role in project fulfilment. 

While it might be architects who produce specifications, manufacturers need to understand the process and recognise the value of specifications in order to get ahead of their competitors and improve their sales.

15 reasons why specification is crucial to manufacturers

1. Specification provides collective clarity by establishing shared guidelines for all parties – setting clear instructions on project intent, performance and construction, which should be followed by designers, builders, manufacturers etc. 
2. Specification is vital to upholding new expectations around building safety. The Building Safety Act places demands on specifiers to provide a golden thread of information in their plans, which in turn means manufacturers who are able to provide the right depth of product information to be specified will be helping drive safety standards forward. 
3. Construction specifications are a key component of the Golden Thread of information now demanded by UK regulators. If your product information is included as part of the specification, it will be referencable throughout the full lifecycle of the building. 
4. When a technical specification is approved by the regulator of the Building Safety Act, it becomes far harder to substitute any products named within the specification without a lengthy approval process.
5. Specification ensures your product and spec is referenced throughout the lifecycle of a building rather than simply at the beginning of a project. This helps maintain a continual cycle of collaboration between you and the project owner.
6. When an audit trail must be carried out, specification forms a cornerstone reference point that allows all auditing bodies to quickly identify issues. Manufacturers who help facilitate strong specification processes will be rewarded with more confidence in their products and become a source of trust in the sector. 
7. Classification within the specification can be used to support handover and asset management.
8. Specification prevents the need for information overload on the drawing or model, making identifying information easier. For manufacturers, the added clarity of specification increases an architect’s ability to instantly find and interact with your product information at a glance. 
9. A specification can support project costing, not only concerning the materials and products, but also the overall performance and workmanship.
10. Along with the drawings, the specification forms part of the contractual documents, helping minimise project risk and providing support should there be any legal disputes.
11. It supports client brief interpretation and gives the client assurance that their commissioned asset is the one being delivered.
12. It is essential for the construction phase and an important part of the soft-landing process, subsequent asset management and the lifecycle plan.
13. By being clear, concise and information-rich, a specification provides answers to many onsite construction questions, saving the project team, client and contractor time and money.
14. The specification is a living document to be used by the complete project team throughout the construction phase; its value does not end at the design phase.
15. Along with any variations or value engineering, it becomes a part of the project audit trail and a crucial part of the handover documents, forming the basis for asset management, asset maintenance, and even feeding into staff training and human resources policies.

When are specifications written?

Specifications used to be one of the last items written before issuing a tender package; however, this has changed over time, especially since the advent of BIM.

Nowadays, the best practice is to begin specification writing as early as possible in the project lifecycle. Early-stage specifications can capture information from the client review, documenting what the client is trying to achieve on the project. 

Early-stage work also provides a better understanding of a project's performance requirements. Any information incorporated into the client's EIR (employer information requirements) and discussions on complexes, entities, spaces, locations, elements, systems, and products contribute to the specification as it builds.

As a manufacturer, opening dialogue with architects at an early stage allows you to collaborate on specifications and ensure your product is included. Once specified, you have a far higher chance of your products being implemented in the project. 

Specification and NBS

NBS is the number one specification writing tool in the UK, offering architects around the world dedicated support for authoring industry-leading specifications. Over 98% of the AJ Top 100 Architects write specifications with NBS. 

We work with these architects to author their content to the highest quality, ensuring full compliance with UK regulations and continually raising the bar when it comes to standards in the construction industry. 

As a manufacturer, work with the NBS to become part of this process. By utilising NBS software, you can promote your products to architects during the specification process and even collaborate with them directly to improve the quality of the final spec. 

By working through NBS, you’ll have access to a deep pool of the UK’s best architects who actively interact with manufacturers when writing specifications. Additionally, you’ll have the support of our team when it comes to creating and uploading your product data, BIM models and more. 

The team at NBS has been developing and delivering specification products and tools for over 50 years, and we are continuously reviewing our content to reflect industry changes. 

With cloud-based NBS Chorus, our users can write and deliver construction specifications in a BIM environment. For manufacturers, we have developed NBS Source. This building product library allows specifers to search easily for their products and unique to NBS, will serve relevant product options to specifiers a the right time from within the specification environment. 

This article is an update to Tina Pringle's article published in March 2017 and based on that year's NBS Specification Report.