Practicum Experience at Spec Services: From Learner to Leader

Overview

For my TECM 5640 Technical Communication Practicum, I completed over 400 hours at Spec Services LLC, a firm that produces architectural specifications for the construction industry. Despite entering the field with no construction background, I was trained as a Specification Coordinator and eventually promoted to Specifications Coordinator II. Over the course of this practicum, I applied my technical communication skills in a highly specialized domain and contributed directly to quality control, document editing, and new hire training.

Context

  • Course: Technical Communication Practicum
  • Time Frame: Fall 2024 – Spring 2025
  • Company: Spec Services LLC
  • Position: Specification Coordinator → Specification Coordinator II
  • Direct Supervisor: Kimber Kealaula (Team Lead – Multifamily Division)
  • Company Principal: Susan Bliss
  • Additional Collaborators:
    • Doug Hartman (Independent Senior Specifier)
    • Derek Stephens (Subcontractor assisting Susan)
  • Tools Used: Microsoft Word, BlueBeam, Adobe Acrobat, Visispecs, SpecLink, Outlook
  • Location: On-site

Task

My core responsibilities included:

  • Conducting Consultant, First, and Second Checks to ensure technical and stylistic accuracy in project manuals
  • Editing formatting elements such as fonts, headers/footers, and placeholder content
  • Verifying the use of the industry-standard 3-part format (General, Products, Execution)
  • Preparing client-ready deliverables by aligning internal and consultant documents

As I progressed, I also:

  • Helped onboard and train new hires, walking them through company workflows and review standards
  • Took on a coordinator role
  • Began studying construction documentation (floor plans, elevations, detail sections) to better understand how specifications map to physical elements

Approach

I entered the practicum with the goal of proving my adaptability and leadership in a completely unfamiliar field. I used the following approaches:

  • Self-directed learning: Studied construction basics to understand the “why” behind specifications
  • Technical editing: Applied what I’ve learned from my Master courses to master formatting, quality control, and consistency standards
  • Collaborative problem-solving: Embraced Spec Services’ open communication culture by asking questions, offering support, and learning from colleagues
  • Prioritizing client needs: Learned to balance company formatting standards with varying client expectations, making judgment calls on when to flag or bypass issues
  • Mentorship mindset: Stepped up to support on boarding when the Director of Training was unavailable, helping ensure team continuity

Key Artifacts

At Spec Services, I played a key role in reviewing and refining project manuals through a structured quality control process. This included a Consultant Check, followed by combined internal reviews—First and Second checks—that ensured consistency and client readiness.

The Consultant Check focused on aligning consultant-submitted specs with company standards. I verified proper headers and footers, formatting consistency, use of the standard 3-part format (General, Products, Execution), and resolution of placeholder content (e.g., [ ], < >).

These reviews were guided by both internal office procedures and the 01 42 00 – REFERENCES HF document, a high-fidelity example I used as a style guide to ensure uniform structure and tone (Full-page image can be found at the end of the page.

The subsequent internal checks—what we refer to as the First and Second Checks—ensured the consultant sections integrated cleanly with internally written content. These passes focused on terminology, formatting consistency, and catching any missed issues before delivery.

Examples of this process include (Full-page images of these examples can be viewed at the end of the page):

  • 08 14 16 – Flush Wood Doors
  • 02 41 19 – Selective Site Demolition

These artifacts demonstrate my ability to apply editorial standards, follow technical procedures, and deliver polished, professional documents in a specialized field.

Results

My practicum led to significant professional growth and real contributions to the organization:

  • Promotion: I was promoted to Specifications Coordinator II due to my initiative, reliability, and leadership
  • Team Integration: Managed communications and deliverables across multiple specifiers and project types
  • Training Impact: Successfully trained a new Specification Administrator, reinforcing my mastery of the company’s systems
  • Skill Development:
    • Technical editing and document structuring in a construction context
    • Cross-functional coordination and leadership
    • Advanced proficiency in Word and SpecLink
  • Portfolio Value: I produced real-world deliverables and learned industry-specific workflows, adding depth to my technical communication expertise

This practicum not only deepened my editing and coordination abilities, but also gave me the confidence to thrive in a specialized, fast-paced professional environment.

End of Practicum Video

Click on the video to watch my End of Practicum Presentation!

01 40 00 – References HF

Below is the reference template I sent to clients to guide how their sections should be formatted. Because this document is not included in the final project manual, it’s acceptable to use color to highlight specific instructions or draw attention to formatting issues. This helped ensure clarity and consistency when working with external contributors.

08 14 16 – Flush Wood Doors

Below is an example of of a section within a project manual where I would have flagged and corrected. This document contains brackets (e.g., []) found article 1.2.A.6 and colored-text in article 1.2.C, which is not part of our style.

02 14 16 – Selective Site Demolition

Below is an example of of a section within a project manual where I would have flagged and corrected. This document contains a random section number found in article 1.2 (e.g., 01 10 00), which is not part of our style.