Are Your Specification Concerns Reaching the Right Person?

Owners, contractors: I’m talking to you. The person who writes the specifications for a project is often not the project architect. Why is this important to keep in mind? A story from real life:

Last night as I sat at dinner with my family, we discussed plans for an upcoming weekend away with friends. My husband has employees, and is good at delegating tasks to his associates and assistants. I work for myself and am used to doing everything at the office. Sometimes my husband employs his well-developed delegation skills at home. (Sometimes I’m halfway through doing something before I realize that he has delegated to me a task that he really ought to be doing himself.)

Last night, the delegation was about our travel plans – he was asking me to email something to our friends that he was having trouble communicating clearly to me. I didn’t understand the point he was trying to make, yet he was asking me to reach out to our friends and “let them know.”

I wasn’t going to pass on some unclear nonsense in an email with my signature. After I suggested that he send the email himself, he managed to verbally articulate his concerns clearly to me, and I later sent the email. It would have been better if my husband had sent the email himself, but he doesn’t like typing (and I love him).

Sometimes while my husband is driving, he’ll call me and ask me to contact someone about coordinating the kids’ soccer practice pickups that he and someone else have already communicated about. I know nothing about their plans, the two of them have previous knowledge, I’m supposed to be the middleman, but I don’t have all the information they have. I do my best, I ask questions to make sure that I’m passing on the right info. I really prefer that my husband contact people directly, but sometimes he doesn’t have contact info at hand while he’s driving.

Not everyone who fulfills delegated middleman tasks is as conscientious as I am. Not everyone understands the things they listen to, transcribe, and send on to someone else, yet they send them on, because they know it’s part of their job. Double-checking that you’ve properly understood the meaning of something before you pass it on to someone else is a good practice, whether it’s for work or fun, but not everyone does this.

The owner, the end users, the construction manager, the general contractor, and the subcontractors on a construction project usually communicate with the project architect or the architecture firm’s construction contract administration person. This person may or may not have prepared the project specifications; usually someone else wrote the specs. If a sub has a question about something in the specifications, and has an old-fashioned talking conversation about it with the project architect, important items have the potential to be lost before they get passed on to the specifier. The project architect or contract administrator, the middleman in this case,┬ámay not have the deep knowledge about specifications that the subcontractor and specifier have, and might only pass on what was understood, or might even take a guess at what was meant.

Owners, users, construction managers, general contractors, subcontractors: Never assume that your contact at the architecture firm actually wrote the specs. Keep in mind that it’s possible that this person isn’t actually very familiar with the contents of the project manual. If the specifier is not at your project meeting, and items come up that affect the specs, I suggest that you communicate your concerns in writing to the project architect, so that the project architect can send on your concerns to the author of the specifications verbatim, and not risk having the original meaning of your question or comment get lost in translation. Better yet, copy the specifier on your email to the project architect… or maybe even save the specifier a seat at the table for your project meetings.