In procurement, few elements are as critical—or as frequently mishandled—as the specification. Despite its pivotal role in determining contract success, specification development often falls victim to shortcuts and assumptions that undermine the entire process.
Common Specification Pitfalls
1. A copy and paste mentality
Existing specifications are recycled with only superficial changes—names and locations updated while fundamental requirements remain misaligned with actual needs.
2. Inexperienced developers
Junior or inexperienced staff are tasked with specification writing without adequate support. While involving them in the process has huge developmental value, expecting them to capture complex organisational needs and nuances sets both them and the client up for failure. Also, don’t think that AI can write the spec for you – it can’t grasp the subtleties and details that make the difference in a people focused service (yet!)
3. ‘One-size-fits-all’ thinking
Success stories from other organizations are transplanted wholesale, ignoring the unique context, culture, and requirements that make each client distinct.
4. Rigid adherence to specific models
Entrenched approaches—"we only use input specifications" or "we must have a single supplier model"—prevent consideration of what actually serves the organisation best.
Five essential principles for effective specifications
1. Assign the right authors
Deploy people with the genuine knowledge, experience, and capacity to understand your organisation's true needs. Whether internal or external, the specification writers must possess both the expertise and time to do the job properly.
2. Make it uniquely yours
Resist the temptation to copy what others do or what you've done before. Assess your current needs and future aspirations honestly. Your specification should reflect your organisation’s specific context, challenges, and goals.
3. Build in flexibility and adaptability
Provide enough detail for service providers to understand deliverables while maintaining flexibility for innovation and evolution. The best specifications enable providers to use best practices, introduce beneficial innovations, and adapt alongside your changing business.
4. Plan for Implementation
Particularly crucial when introducing significant service delivery changes, your specification should detail mobilisation expectations, including performance measures and transition requirements. Always consider how the new service will integrate with existing operations.
5. Consider your bidders
Structure your specification to make responding as straightforward as possible. Use clear sections, unambiguous language, and logical organization. Support this with a robust Q&A process that eliminates confusion before pricing begins.
The Collaborative Approach
Effective procurement isn't adversarial — it's about creating conditions where motivated Service Providers can deliver optimal value while meeting genuine organizational needs. When specifications are properly crafted, they become the foundation for arrangements that serve building users effectively while remaining financially sustainable and are beneficial to all parties.
The investment in getting specifications right pays dividends throughout the entire contract lifecycle. Take the time to do it properly.
For further guidance on procurement and specification development, please get in touch.