Spec writer's role in design?

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Author Message Bill Morley New member Username: dognose Post Number: 1 Registered: 06-2011 Posted on Tuesday, June 28, 2011 - 07:14 pm:    I work as in-house spec writer, and I generally ask the project designer to make (most of) the design decisions and to tell me what the products/materials are going to be. Sometimes I recognize that I may have more knowledge about a particular product or condition than the PA, but I still tend to want the PA to be responsible for the design decisions. Sometimes I resist an invitation to assume that duty because I want the PA to gain some experience and knowledge that comes from the research that is needed to reach a conclusion. (I don’t let them make bad decisions, though. We talk about that stuff.) I do help out with some of the product/material decisions, especially when I am asked for guidance/advice. I am always happy to make some contributions, as long as I don’t feel like the PA is shirking their duty. That approach seems to be working in-house. As far as I know the folks around here appreciate the reasoning behind my making the designer make the design decisions (selecting products, materials, finishes, etc.). Recently we are partnered with another architectural firm on a project where my firm did the schematic design and the other firm produces the construction drawings. Our firm will provide the project manual that accompanies the other firm’s drawings. It’s obvious that the other firm has a different opinion about the spec-writer’s role. For example, they informed me that there is a seismic joint that extends up through the four story building, and they expect me to decide what style of expansion joint cover should be used at the floors, walls, ceilings, and the roof (steep roof). It’s not that I can’t do it, I just think that is the job of whoever is designing the joint (i.e., detailing, which is PA’s work). I became this company’s spec writer 10 years ago without benefit of mentorship. Our old spec writer retired and the boss asked me if I’d assume that duty (I’m working my way down the ladder of success). So I am not altogether confident that my approach to the role of the office spec writer is consistent with how you guys do it. I’m afraid that I am making this up as I go along. So, how do you guys do it? Would you, as the spec writer, select the expansion joint covers and advise the PA what they are (manufacturer/model/style) so the PA can develop the details? Or would you expect the PA to design the joints, select the joint cover (basis of design) and tell the spec writer what type of joint cover they want specified? Curt Norton, CSI, CCS Senior Member Username: curtn Post Number: 175 Registered: 06-2002 Posted on Tuesday, June 28, 2011 - 08:48 pm:    I have worked as an in-house specifier and as a consultant. My general approach is to help out wherever I can. Like you, if I feel that a PA or PM is trying to get out of something I'll make them do it. However, having worked as a consultant and teamed with an outside firm, I think it is more important to understand what your firm's obligations are under contract. Your Principle may not want you spending time or generating liability that they didn't include in the deal. Doug Frank FCSI, CCS Senior Member Username: doug_frank_ccs Post Number: 284 Registered: 06-2002 Posted on Wednesday, June 29, 2011 - 07:55 am:    In my humble opinion you’re doing it right Bill. The PA will always know way more than you or I do about the specifics of a project and is in a far better position to make informed choices. Using your expansion joint as an example, I can pick a seismic expansion joint but I have no clue as to what finish the designer may want on that big metal plate that covers the joint. Oh wait, he doesn’t want a joint cover with a big metal plate? Nearly every question asked doing product research and selection produces an answer that then begs another question and Only the PA types know all of those answers. When approached by someone needing help with a product selection, I’ll always make time to suggest a preferred manufacturer and even direct them to that manufacturer’s catalog in our library or to the web site. Occasionally I’ll “Help” them review the manufacturer’s products and make appropriate selections but ultimately it’s their responsibility. I believe this will continue to be the case until the time comes when we spec writers start completing project specs before the drawings are done (then they’ll have to tailor the drawings to match the specs) OR until inserting an object into a BIM model “auto-magically” produces a clear, complete, concise, and correct specification. Doug Frank FCSI, CCS, SCIP Affiliate FKP Architects, Inc. Houston, TX John McGrann Senior Member Username: jmcgrann Post Number: 81 Registered: 03-2002 Posted on Wednesday, June 29, 2011 - 09:07 am:    My preference is to also let the designers take the lead in design to the greatest extent possible. Being an in-house specification writer with additional responsibilities for design and operations management my role is not just one of specification writer but as a mentor as well. I’ve always thought that it takes someone with a well developed sense of design to be a good specification writer. With the advent of BIM, compressed project delivery schedules, and new construction procurement approaches my sense is that designers, contractors and material suppliers must become more familiar and involved with project specific specification development activities if they are to have all the tools to do their jobs effectively. Project schedules no longer allow the luxury of drawing set completion before being handed off to a specification writer. Aggressive project delivery methods require specifications to develop concurrently with, and sometimes even ahead of the drawings. This of course requires an unusually high degree of collaboration between specifiers (thankfully we have more than one) and designers (and yes, we’re still very much outnumbered). So, we sit out in the studios with the design teams and are just as likely to have a CADD or BIM screen up on one monitor with specification documents and websites displayed on the other. As a result any particular item, say a system of coordinated expansion joint covers, is usually selected and detailed with input from a variety of subject matter experts. John T. McGrann, Jr., AIA, CSI, CCS, LEED AP Scott Mize Senior Member Username: scott_mize_ccs_csi Post Number: 50 Registered: 02-2009 Posted on Wednesday, June 29, 2011 - 12:11 pm:    Curt is absolutely right. Make sure you know what your contractural obligations are and don't create liability where none exists ;-) I know that every firm is different and thoes differences come to the fore when two firms are partners. On the other hand, whenever I had a PM or PA ask me to make that kind of decision, it always smelled of the PM or PA trying to shed some of workload and get me to do part of the job for him or her. This I always gently but firmly refused to do. There are all sorts of gentle, indirect ways to flip the decision back onto the person who delegated it; I came to think of those techniques as "verbal judo". For example - if you wanted to 'play nice' - you could present the 'decider' with two or three options that you know will work. Let them pick. Document the whole process and file multiple copies of your correspondence. Maybe I'm paranoid, but the *first* time a PM I'd tried to help out turned around and blamed me for a $50,000 change order was the *last* time... :-D J. Peter Jordan (Unregistered Guest) Unregistered guest Posted on Wednesday, June 29, 2011 - 10:27 am:    There are different views on what lies within the scope of "design." While legal eagles may see "design" as activities before construction, many "designers" are taught that their responsiblity lies with the organization of form and space as it relates to aesthetic issues. My view is that what distinguishes "architects" from "designers" (or "exterior decorators") is the degree to which they are willing to engage issues which have a bearing on a building's performance from a technical viewpoint as well as from an aesthetic viewpoint. I believe the specification writer's responsibility is to support the design vision of the project in the context of functional performance and cost effectiveness. From time to time, this my mean that I get to pick something that I feel like the designer should be responsible for; sometimes it means providing options to the extent of alternate product choices or even redetailing. As noted above, design is a social activity and a collaborative effort. Individuals within the team that ultimately is responsible for construction documents are each responsible for making substantive contributions from their perspective and body of expertise. Those with more experience generally, with more experience on that building type or client, and with more experience in that particular practice should be able to contribute more. Specification writers are each usually involved in more projects within a given firm and better understand the "corporate" mindset in approaching a problem. This is why, in my view, they should have the greatest potential for contribution to a successful solution. Anne Whitacre, FCSI CCS Senior Member Username: awhitacre Post Number: 1168 Registered: 07-2002 Posted on Thursday, June 30, 2011 - 01:48 pm:    I've never formalized it, but I take absolute ownership over the invisible stuff -- like below grade waterproofing and the sealants -- and then step back from anything that is seen in the project. I certainly provide suggestions, and put designers in touch with products that may be applicable to their jobs. I also may help guide their selection process. But much of the time, my questions are along the lines of "what do you want to see in that location" and then I answer the "what do you want it to do" part. I'm not a designer by training, and have no interest or aspirations in that direction, so the architects I work with can have full ownership of that part of the project. Bill Morley Junior Member Username: dognose Post Number: 2 Registered: 06-2011 Posted on Monday, July 18, 2011 - 05:36 pm:    Thanks guys. That's very helpful. I like the sense of community that's going on here, too. I don't feel so 'alone'. And like Anne, I often just inform the PA about the invisible stuff that I've not burdened them with.