​Contributed by Cherise Lakeside

This past February, for the first time, I attended the World of Concrete in Las Vegas.  I was invited by the Tao Group for their Praxis event to do a presentation on Specs 101 for anyone who cared to attend.  Tao Group is passionate about maintaining design intent and providing the best possible outcome for the Owner.  I was thrilled to be asked to share some CSI contract document education with folks who traditionally do not get exposure to it.

Like anyone in our industry, I have areas where I am particularly passionate.  One of those areas is better interaction and education for our emerging professionals.  Another, and the subject of this blog, is improving communication, coordination and collaboration on our projects.  I will take any opportunity that I can get to share this education across disciplines.  I am especially grateful now that I had this opportunity at World of Concrete.

I would venture to guess that I get out of my specifier cave a little more than some due to my rather aggressive involvement in CSI and ever increasing speaking engagements.  This gives me the chance to talk to folks from a lot of disciplines which is invaluable.  What I learned this week is that I need to get my hands dirty.

Like a lot of people who work strictly as a specifier, I don’t have many opportunities to get out on the jobsites and talk to the people who are actually doing the work.  There has been very little opportunity to get feedback from the people who are using and interpreting the specifications that I write.  There has been almost no chance to see, first hand, how it all comes together.  How it actually gets built.
This has been a critical mistake and it changes today.

I have done this Specs 101 class a number of times.  It is geared to provide some very general knowledge of specifications, contract documents, roles and responsibilities and risk.  You can only cover so much in 1.5 hours so I try to lightly hit a lot of pertinent areas to hopefully spark my attendees to ask more questions and get further education in contract documents and project delivery.

I have presented this class to architects, contractors, engineers, product reps and manufacturers – in and outside of CSI.   Not once has anyone told me that the information was not helpful.  The attendees always walk away with some homework they intend to do because I said something they didn’t know or didn’t understand.

At World of Concrete my audience for this particular presentation was approximately 50 concrete subcontractors.  With the exception of a scattering of subs among my other presentations, I don’t typically see this group at CSI meetings or in my presentations.  I was thrilled to have a chance to talk with them.  I was thrilled not only because I want to know what I don’t know, but I also had a chance to clear up misconceptions about specifications.  I wanted  to learn how it really goes down once those documents leave my hands.

I started with a couple of questions:

• How many of you read the Division 3 (Concrete) specs? 2 hands went up.
• How many of you read the Division 9 (Finishes, specifically floor coverings) specs to know what is going on top of your slab when you are finished? 1 hand went up.
• How the hell do you know what to build? The answer “We look at the drawings, do what the Contractor says and build what we know.  We are the craftsman here.”
• Why don’t you read the specs? Answer “They are never right and have conflicting requirements that can’t be built or shouldn’t be built in that particular application.”

I also heard some very interesting stories about some of the challenges that subcontractors face on the jobsite when they find things that are wrong or can be done better.  Houston, we have a problem.
Damn if I hadn’t just received a 2×4 smack in the head.  How have I been missing this knowledgeable and valuable group in my CSI adventures!  How have I not been getting this crucial feedback so that I can do a better job?

I also shared a few things with them:

• Not every spec that they receive is written by a trained spec writer. Many specs come from designers with no contract document education.  Spec writing is much more than just putting the products in the document and they needed to understand how to spot potential conflicts.
• The Drawings AND the Specifications are the Contract. You are legally bound to them, whether you read them or not.  If you provide something different, you may end up paying for it.
• There is more to a spec than Division 3. You need to read ALL of the Division 01 Administrative Requirements and the specs for the other products that are going to touch your work (most importantly floor coverings).
• There are specified processes to fix the things that are wrong in the specs so you don’t take on additional risk. Understanding those and knowing where to find them is key to protecting yourself and the project.

There seems to be what I call ‘problem children’ on projects.  Those areas of the project that continually have coordination issues.  Roofing is one of them.  The building envelope is another.  Hands down – concrete, concrete moisture and the later installation of floor coverings is probably at the top of the list.
It drives me insane when I see a continuing problem that doesn’t get fixed.  What drives you crazy at work?  That question always results in the areas we need to improve.  This is one of those areas and change starts with me.

There is no way that I am taking on concrete issues in construction in this blog.  I don’t even pretend to be knowledgeable enough to do that.  BUT I will tell you what I am going to do:

• I am going to get out on the job site more, talk to the folks doing the work and find out where my documents are falling down. I am going to learn what I need to learn.
• I am going to actively and aggressively pursue the subcontractors to get involved in CSI and bring this feedback to the table for all of the other disciplines. They are a voice that is not being heard.
• I am going to look for opportunities to speak to, work with and learn from the trades. They know better than anyone when it comes to what works and what doesn’t.  Knowledge exchange is crucial.
• I am going to look for opportunities to bring multiple trades whose work affects each other into the same room to find better ways of collaboration and increase understanding of each other and the work they are asked to do.
• I am going to ask quality tradesmen to teach me.
• I am going to bring the subcontractors into the conversation.

We cannot promote positive, forward moving change if we don’t step out of our comfortable little cave and do something different.  It has to start somewhere and it always starts with shared knowledge.
Today, I invite my CSI compatriots to do the same.
​
World of Concrete was an amazing experience that I didn’t see coming.  I now wish I would have stayed all week.  I thank all of the subcontractors and tradesmen who took the time to share with me, show me things and let me play with the big toys.  I have the utmost respect for the work that they do.  I definitely hope to have the opportunity to attend next year and really get my hands dirty.  I encourage anyone to go outside your industry and learn from others in the process.
Be the change you wish to see in this world!

Contributed by Cherise Lakeside

I am a construction specifier.  Construction Product Representatives are vital to my work.  Frankly, I can’t do my job without them and they are my most valuable resource.  That said, I often struggle getting what I need from them, in the format and language that I need it.  In order to do my job effectively, efficiently and get it done on time – I need this to change.

It is rarely their fault.

This blog is for many of the Manufacturers that employ Product Reps to sell your product.  You are doing it wrong.

The bottom line is that there is a whole lot more to Construction Documents and design contracts than just throwing the particulars of a product in a specification.  We need manufacturers to understand this, embrace it and provide us with documents and information that we can use.
A few very simple examples:

• A design contract stipulates that the Architect is not responsible for means and methods on a construction site. It is up to the Contractor to decide “how” the work gets done.  If I get a spec on a new product from a manufacturer at the 11th hour, cut and paste that into my documents verbatim (happens all the time, especially by those not trained to write specs) and there is language dictating means and methods, you just put me at risk.  If I put means and methods in my Contract Documents, I am taking responsibility for how that work is done.
• Specs have 3 parts for a reason. They have 3 parts because information belongs in a particular place.  For example, manufacturers love to put warranty information in Part 3 of their guide specs.  It doesn’t belong there.  It belongs in Part 1.  We need this consistency so that when the Contractors are preparing their bids, they can count on finding the information that they need in the place that it belongs.  Otherwise, they might miss it.  If they miss it, that can result in a Change Order or dispute.  Our Owners don’t like that, it sucks immense time out of the project budget to deal with it and we all lose in the end.
• Unless it is a very specialized system or product, design professionals and owners don’t want proprietary specs. Proprietary specs hinder competition and drive prices up.  If it is a public project, proprietary specs are almost never allowed.  If they are allowed, there is typically a detailed process to meet in order to list them.
• Manufacturers often list products in their guide specs with proprietary information.  I am not a product expert.  I may not spot this when I am copying your spec information into my documents.  Again, this can cause all kinds of problems that all result in additional time and money spent to deal with the issues.  On a public project, an issue like this (and other issues) can cause a non-responsive bid and give a bidding contractor the right to request that bids are thrown out and the project has to be rebid.  That is never a good thing!

These are but a few examples of the many issues that specifiers encounter when trying to incorporate manufacturers specs into our documents.  One of the most common questions that I get from a Rep is “How come I am not in your Masters?” or “How do I get in your spec on this project?”.

The honest answer?  If you have a product that I can use?  It is likely your documents stink, I have other comparable manufacturers already listed and I just don’t have the time in my project budget to rewrite your documents properly in order to use them on my project.  We are not paid to do your job.  We may want to use your product.  I once spent three days rewriting one product section so I could use it on my project and comply with my design contract requirements.  Had I not needed that very specialized section, there is no way I would have spent that time fixing a manufacturers spec.

The Product Reps get the brunt of our dissatisfaction with the documents we are provided by manufacturers.  They don’t write them, typically are not allowed to rewrite them (if they know how) but yet are asked to get their products into our specs.  C’mon, make it easy for them.

So, for the manufacturers, what can you do?  You can do a lot that will make all the difference to me as a specifier.  Here are just a few inside tips to get in my door and in my Masters or Project Specs:

• Does your Product Rep have CSI after their name on their business card? Better yet, in addition, CDT or CCPR?  If they do, they always get in my door.  Why?  Because I know they have the proper construction delivery education to know what I need to do my job.  They are going to understand what I am asking for and know how to get it done in a timely, accurate and efficient manner.  I really need that and this is cost effective education that will be INVALUABLE for your company!
• Does your Product Rep attend CONSTRUCT  (The CSI Annual Convention) or any other products show?  I know there are tons of Reps at CONSTRUCT.  They are all working the booths and trying to sell product.  I met one last year that proudly handed me a spec written in the old 16 Division format.  A format that was discontinued 12 years ago.  Seriously?  I can’t use that nor am I going to try to fix it.  I handed it back to him and told him when he had one written in the current 50 Division MasterFormat, to give me a call.
• I see your Reps at the booths but I don’t see many of them in the educational sessions at CONSTRUCT learning about what I need.  That doesn’t make sense.  They are already there.  Get some of them educated so they know what I mean when I ask for something.  I need your Reps to be able to tell me about your product.  More importantly, I need your Reps to understand what I do and how I need to do it.  You need to give them the tools!  You need to give them guide specs that are written correctly.  You need to get them educated and certified.  THAT is what is important to me.  IT IS NOT all about the sales pitch.  Your sales pitch is secondary to getting what I need to do my job right without risk.

We all know that AEC is a ‘time is money’ business.  The more our documents are coordinated and accurate, the more successful we all are.

Product Reps are my most valuable resource.  I have the utmost respect for the job that they are asked to do, the information that they provide and the extra mile that so many of them go to help me with what I need.  The best of the best have CSI after their name.
​
My challenge to the manufacturers?  The guys at the top?  Make it easy for your reps, support them, educate them and get your guide specs and documents written in a way that I can use them.  This should be first and foremost, BEFORE the pitch. I guarantee you will see increased success.

​Contributed by Eric D. Lussier

If you are familiar with the Construction Specifications Institute or architectural specifications in general, you may recognize the Four Cs.  According to the CSI Construction Product Representative Practice Guide, there are Four Cs for effective communication of construction specifications:

Clear: Use proper grammar and simple sentence construction to avoid ambiguity.
Concise: Eliminate unnecessary words, but not at the expense of clarity, correctness, or completeness.
Correct: Present information accurately and precisely. Carefully select words that convey exact meanings.
Complete: Do not leave out important information.

Proper architectural specifications are formatted as per CSI's SectionFormat and PageFormat and are essentially written for a bidding contractor’s estimator so that a facility can be built as per the designer and owner’s vision and intent.  Simply put, “everything that can’t be communicated by a drawing goes into the specs” says Denver, Colorado-based independent architectural specifier, Liz O’Sullivan.

Architectural specifications may be generated or assembled in numerous ways, such as a design firm’s dedicated specifier, an independent specifier, MasterSpec, Speclink, input from a construction product representative, manufacturer or something of the like.

No specifier or method of construction specification is an isolated island, as the procedure itself is a thoroughly researched method of compiling processes, methods, systems, equipment and materials that is being more accurately refined as our technology, knowledge and relationships assist us.  Ask any construction specifier where he collects his product information besides Google (or on the internet in general) and his architectural library, and he or she should will most likely give you a growing CSI industry buzzword: my trusted advisors.

Whether for MEP, door hardware, building envelope, rainwater collection, concrete design, indoor sports flooring, or any of the thousands of sections of MasterFormat 2016, most construction specifiers have their Outlook address book and speed dial list full of their trusted advisors. Those go-to acquaintances, those ‘golden reps’ that now act as more than just consultants, but essentially act as minutae building designers for their individual specialty.  As thoroughly informed as a construction specifier needs to be, it is impossible for them to know the ins, the outs, the finer points, standards, and details for the tens of thousands of products and systems that go into a building.  This doesn’t even mention keeping abreast of the ever changing building product industry with new models, designs and technologies being added almost daily.

This all comes down to the Fifth C: COLLABORATION.  CSI has long touted that proper building design is more than just the designer. It is more than the owner’s vision.  It is more than the contractor and it is more than the material manufacturer or supplier.  It is ALL of these entities and further: ALL of the employee’s that work for these trades and have their hands in the recipe. CSI’s diversified membership is filled with thousands of allied professionals involved in the creation and management of the built environment and all with an equal seat at the table.  While one party may have more ingredients in the recipe, if any one entity or ingredient is missing, the final product will be lacking.

While collaboration has become a popular business buzzword as of late, it is a word that has long been used by the Construction Specifications Institute.  Defined by Merriam-Webster as “to work with another person or group in order to achieve or do something”, it is truly at the basis of the Mission of CSI: “to advance building information management and education of project teams to improve facility performance.”

We have all heard and used the phrase “there is no I in team” and it holds tried and true with the members of CSI. Those construction specifiers, architects, engineers, contractors, facility managers, product representatives, manufacturers, owners and others that know, understand and realize that the words and drawings on paper (as in the construction documents) are not published by any one person, but by the entire project team.

Interested in learning more about CSI? Visit their website here or attend a local Chapter meeting and find out what collaboration within the construction industry is truly all about.