Specification

A detailed description of a product or service, which might be as follows:

1. A performance specification which defines the expected outcome to be achieved in relation to performance standards criteria, which in grounds management would primarily be playing quality standards, although typically a full range of other PQS criteria would also be included.
2. A functional specification which describes the purpose of the product or service and describes the different activities needed to provide the required function (but not the detailed procedure needed to achieve it). Typically, this would be a frequency type-based specification, which would also include some PQS criteria.
3. A full technical specification which describes individual specific features, which would be a full PQS description in practice, and more including details of carrying capacities, usage requirements, design of constructions, their longevity and the influence this may have on routine maintenance practices, sustainability requirements, and any operational requirements which may be needed from the product or service, for example, time constraints or windows of working during a day.

A typical grounds maintenance specification will often be a hybrid version of the above three types and will describe what is to be done and achieved, when activities are to be carried out (for example day of week, time of year, at least a certain number of times per given period), where the activity is to be done (for example on which turf area), the equipment and materials to be used, as well as the expected criteria and parameters (which is the standard to be met) for each feature of the specification.

A specification should consist of a range of features, including:
• Clarity of wording, to avoid misunderstandings.
• Accurate and correct to ensure the actual feature is being properly described.
• Specific use of terminology is given, especially where more than one interpretation is possible.
• Wording is related to well defined standards to provide measurable and assessable outcomes.
• Contradictions must be avoided, which could arise where specifications are large documents.
• The document and text are to be well structured, and well cross-referenced where applicable.

To complement a specification, and related standards, the use of a code of practice will aid workers in identifying a suggested or recommended procedure for the activity as well as identifying the reason for it being carried out. Often within the grounds care sector a specification will be created, and often by someone with limited grounds care practical experience. How it is to be implemented in a practical way is often overlooked or not made clear and this is where a code of practice can be invaluable, especially where staff are relatively new or inexperienced and are wanting to learn how best to comply with a specification, and related standards.