My firm has asked me to give a lunchtime talk on an area of expertise. I have decided to talk about specification language and how it can apply to other forms of written commutation such as e-mails, meeting minutes, notes, etc.
Basically I will be covering the CSI principles and guidelines in the Project Resource Manual (and old Manual of Practice).
In your experience with architects/engineers are there any topics of concern that I should be addressing?
Thanks in advance for the help.
Perhaps they will commute your sentence!
“other forms of written commutation”
David,
I have used the imperative/abbreviated form of writing during my early days with e-mail, only to be told I was being rude. I was advised to use the word “please” more often. Therefore, I do not think it has a place in e-mails.
However, drawing notations is a classic example for use of imperative/abbreviated language. Ban the use of the two words, “to be.” As in PRECAST TO BE REMOVED. A wide open door to an astute GC for a change order. A war story accompanies this requirement.
Wayne
It might be well to remind your group that we talk/communicate between ourselves in far different terms than we use when we communicate to the contractors, suppliers, manufacturers and field personnel. And we need to recognize that on a continual basis.
Really we are in the “translation” business!
Helaine,
Due to my vanity and denial of aging, I am resisting getting reading glasses. I just had LASIK only five years ago to get rid of glasses! So sometimes I miss what I have written. I guess that I just need to break down an buy some glasses before I really get into trouble. 
I am wearing my reading glasses…
I’ve worn glasses since the 3rd grade and it doesn’t stop me from typos!
Seriously, though, I participated in a university class on written communication. The suggestion was made that an initial e-contact be a properly written letter, complete with salutation, closing, and proper grammar - spell-checked and read over before pushing “send”. Subsequent communications between the same people can become more casual, but that first contact is better written in a more formal manner.
Wayne has identified a huge area of potential improvement; the language on most drawings is so far removed from recommended, it’s pathetic - to say nothing about it not being coordinated with the spec language/sections. There’s a great place to start.
I would agee with Wayne - talk about how recommendations for spec language apply just as much to drawing notes. In teaching CDT classes I have always emphasized how the recommendations apply equally to drawing notes. Talk about the benefits of being easier to read and takes less words and therefore less time and room on the drawings. Taking the recommendations for contract document language to other types of communication sounds dangerous - won’t always work well - people will not understand why you are using streamlined language and take it wrong as per Wayne’s experience.
I would you suggest you touch upon the diffence between “will” & “shall”, and also discourage the use of “as per”.
David…a few months ago I started sending weekly emails to our folks covering different spec related subjects, just in an effort to get them (young and old alike) to stop being so afraid to open a Project Manual. I called the emails SPECulations. (Isn’t that pithy!?!) Anyway, I wouldn’t call them works that’ll be revered by all throughout eternity, but they were well received “in-house”. I’d be happy to send you PDFs of them if you think it’d help your cause any. If so, send me your email and I’ll forward them to you.
David,
I did the same as Jerry, but I called mine the NEAT FILE, An Information Exchange. NEAT means NO EXCUSES AFTER THIS. However, I was the only one exchanging information. Go figure.
I rehashed the same stuff under the heading WAYNE’S WORLD" in the Trades Winds newsletter of the Honolulu chapter of CSI.
I will send you some stuff as well.
Wayne
Wayne…I must admit to you that I stole your NEAT FILE idea. I use it to get info out to the masses when we have a screw-up on a job, or incorporate a new office policy relating to project production.
Please accept my sincerest apologies for stealing the name w/out permission! (And please don’t sue me!)
NEAT file was stolen from an architectural magazine back in the 80s. I used to clip out those pages.
Ahhh…the 80s. I still had hair in the 80s.
Busted. I think it was from Architectural Record.
Jerry, thanks for the apology anyway.
Great acronym.
Hi Jerry: Would you mind sending me your pdf’s also? I am trying to put together some “lunch and learns”. Thanks! Robin@spectraspecs.com
Your emails sound great Tim. Please add me to your distribution list.
pmstudio at verizon.net
Jerry, Are your SPECulations still available? I am teaching some in-house classes to our staff and this would be useful.
Jerry, Tim and Wayne - please include me when you send this information out. I had a conversation with one of the PMs in our office this week and I OFFERED to do a session on document language (when will I learn…it’s probably too late for me). I’m sure I can use the help. ljavoroski@flad.com.
Thanks.
Hi Jerry,
Please include me dalero@cbpmail.net
I am putting together information for product reps
Thanks