Specification research

A new research study on behalf of RIBA Enterprises shows how the needs of specifiers, and the specification process itself, is changing. Market research coordinator Kris Soderland presents some of the highlights.

In the summer of 2009 RIBA Enterprises initiated an extensive research programme aimed at gaining a clearer understanding of current specification practice and at identifying specifiers' future needs. Working with research specialists Marketwise Strategies we mixed qualitative research (in the form of focus groups and telephone interviews) with quantitative methods (an online survey). A wide range of specifiers were contacted, representing a variety of professions across both the public and private sectors. Our findings revealed some interesting trends.

Current practices in construction procurement

One of the main aims of the research was to understand the relationship between procurement and specification methods. We asked specifiers to describe typical circumstances in which they might specify by performance, and again where they might specify traditionally.

Traditional specifications still prevailed in fully designed projects. In the 12 months prior to completing the survey 71 per cent of specifiers had written a traditional, detailed specification for a fully designed project. In the case of design and build projects, 23 per cent of those surveyed had produced a performance specification while 19 per cent had opted for a traditional specification. The relationship between performance specifications and design and build projects was not as strong as the relationship between traditional specifications and fully designed projects.

Our research revealed that specifiers require a high degree of flexibility when writing specifications; 89 per cent of specifiers needed to be able to specify by performance; 86 per cent by brand; 85 per cent by element or product properties; and 70 per cent by outline. Overall however, there was a strong need for 'mix and match', with 84 per cent of respondents needing to be able to mix different methods of specifications. In other words they needed to be able to combine prescriptive, brand, performance and outline specifications into a single specification document.

Performance specifications can be written at either product or system level. For example, a brick is a product, but when used forms part of a wall system. However, our research found that performance specification at system level was uncommon among practitioners. Most respondents viewed performance specifications in terms of specifying a product according to the required performance characteristics, or simply leaving the final choice of product brand to the contractor.

The role of the building contractor

Those who completed the survey gave us useful insight into the role of the contractor. 80 per cent agreed that the specification should support the needs of the contractor, while 55 per cent agreed that collaboration with the contractor on a specification resulted in fewer errors on a project. In addition 69 per cent agreed that, where no brand was specified, contractors were well placed to select the right product. But all that said, specifiers remained quite protective of their documentation. Only 14 per cent agreed that they needed the contractor to be able amend their specification.

Integrating outline and full specifications

Outline specifications were produced by 81 per cent of respondents. Having the ability to produce outline specifications which could be developed into full specifications as a project progressed would be welcomed by specifiers. Respondents agreed that integrating outline and full specifications would:

• Reduce date duplication (89 per cent)
• Reduce the scope for errors in the specification process (86 per cent)
• Mean that they didn't have to do the same things twice (84 per cent)
• Reduce costs (77 per cent).

Linking specifications to...

Integrating outline and full specifications is just one way of improving the usefulness of specifications. The facility to include pricing information within a specification, for example, would be useful to around 74 per cent of survey respondents. Linking specifications to the following would also provide some benefits:

"Specifications should be linked to:"

• CAD (74 per cent agreed)
• Record information (69 per cent)
• Briefing documents (64 per cent)
• Facilities management data (49 per cent)
• Building information modelling (BIM) (48 per cent).
   

Although there was a sense that BIM was 'the future', respondents were unable to quantify when it would make a significant impact on their operations. There were several perceived barriers to its adoption, most significantly the price of associated software, as well as its fragmented use. While 48 per cent of specifiers could see that there would be benefits in linking specifications to BIM, the remainder were largely undecided. Those favouring specifications linked to BIM tended to be younger professionals and those working in larger practices.

Conclusions

No company hoping to meet the needs of specifiers can afford to stand still. Despite – or perhaps because of – its thirty year track record of successfully working with specifiers, RIBA Enterprises recognises the absolute necessity to continuously listen and innovate.

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