What if the one thing standing between your next project’s success and a contractor’s confusion was buried under the seat of a pickup truck?
That’s the reality of how most small firm architects treat specifications—and it’s why this episode of the EntreArchitect Podcast is so important. I recently sat down with Sherry Harbaugh, founder of TRC Consultants and a 35-year veteran in the world of architectural specifications. We unpacked her journey from disillusioned designer to specification expert, and why specs aren’t just the legalese of a project manual—they’re the foundation of successful architecture.
If you’re a small firm architect who’s ever struggled with specs (or skipped them altogether), this episode is for you. You’ll walk away with practical tools, a new mindset, and maybe even a few specs of your own.
Listen to the full episode at EntreArchitect.com/600
From Frustration to Fulfillment: Sherry’s Origin Story
Like many of us, Sherry left architecture school brimming with passion. Armed with a bachelor’s and master’s from Montana State University, she headed to Sacramento—a construction hotspot in the late ’80s—with high hopes and little idea of what came next. But after bouncing between two firms, including one that gave her full project control, she still wasn’t satisfied.
Her turning point came during construction on a historic renovation project when a contractor kept referencing specs. She had no idea what he was talking about.
It was frustrating, disorienting, and ultimately… illuminating.
That experience triggered a career-defining question: “Where do specifications come from, and why are they so critical?”
The Path to Specifications (and Why Most of Us Miss It)
Sherry didn’t set out to be a spec writer. Like many small firm architects, she just wanted to make great buildings. But her curiosity (and the encouragement of mentors she didn’t realize she had) led her to a junior specifier role at a larger firm. That’s where things clicked.
The key, she says, was the Construction Specifications Institute (CSI).
She joined CSI because it was affordable. But what she found was a network of professionals who supported her, mentored her, and encouraged her to think beyond traditional roles. Back then, many architects still wrote their own specs. Today, the discipline is much more specialized, but that culture of giving and sharing within CSI has remained strong.
And that culture changed everything for Sherry.
Mentors, Motherhood, and the Move to Independence
The next big shift came when Sherry had her first child. She asked her firm if she could return part-time after maternity leave—and they said no.
So she went out on her own.
With encouragement from her CSI network, she launched her consulting business and began building a client base. The support was overwhelming: “They helped me set up my system. They gave me clients. They shared their master specs. And I was off and running.”
And for the next 30 years, she never looked back.
She built a successful independent career, serving firms across the country, supporting iconic projects, and remaining stealthily behind the scenes as the “Oz” of specifications.
What Makes Good Specifications (and What Happens Without Them)
One of the most powerful moments in our conversation came when we discussed how poorly coordinated specifications can wreck a project. Sherry shared stories of post-mortem consultations where firms brought her in to figure out what went wrong.
The culprit? Boilerplate specs. Specs that were copied from unrelated projects. Specs that left contractors guessing—or worse, submitting RFIs by the hundreds.
The solution?
- Start from scratch each time. Even with short-form or sheet specs, you need to review and tailor them.
- Use a master guide spec. Don’t rely on outdated manuals or hand-me-downs from three firms ago.
- Talk to product reps. They’re not your adversaries—they’re your best resource.
- Coordinate with drawings. Mismatched documents create confusion and lawsuits.
- Build relationships. Whether it’s with your consultant, your rep, or your contractor—communication is everything.
The Master Guide Spec Built for You
Small firm architects often say, “I don’t have time for specs,” or “Those big software packages are too complicated and expensive.” And they’re right.
That’s why Sherry created her own Master Guide Spec—a system specifically designed for small to mid-sized firms. It’s simple, intuitive, and built on Word documents (not proprietary software). And when you buy her specs, you’re not just buying a product—you’re gaining access to Sherry.
If you have a question or a unique project need? You call her. If there’s a missing section? She’ll find it. If something’s unclear? She’ll walk you through it.
In her words: “I like building relationships. That’s how I help others grow—by passing on my knowledge.”
You can find her full system at TRC-Consultants.com and her educational platform at SpecsEducation.online.
The Hidden Power of Culture
One of the most beautiful parts of our conversation was how often we circled back to culture—in firms, in organizations, and in the profession at large.
Sherry talked about the profound impact of kindness and support from her early CSI mentors—and how she’s now doing the same for others. Whether it’s mentoring a Montana State student or inviting a specifier to a weekly product presentation, she’s extending the same hand that lifted her up.
That’s the multiplier effect of good culture: it doesn’t stop with one person. It ripples out across the profession and shapes the next generation.
We need more of that. In every firm. In every team. In every small studio across the country.
How Small Firms Can Get It Right
So where do we start? If you’re running a small firm or practicing solo, here are Sherry’s top takeaways:
- Don’t rely on generic specs from past projects. You wouldn’t reuse someone else’s design. Don’t do it with specs.
- Build a library that fits your needs. Use a master guide system that you can adapt for each project.
- Lean on your reps. They’re experts in their product and are eager to help.
- Ask questions. You don’t need to know it all. But you do need to be curious.
- Mentor and be mentored. Whether you call it “kindness” or “mentorship,” it’s the bridge to long-term success.
One Thing You Can Do Today
Before we wrapped up, I asked Sherry the same question I ask every guest: What’s one thing a small firm architect can do today to build a better business for tomorrow?
Her answer?
“Get the skills you didn’t learn in school. Take business classes. Get involved in associations. Learn leadership. Understand business development. Build the bridge between education and entrepreneurship.”
That’s why we’re here at EntreArchitect—to help you build that bridge.
If you’ve ever felt like specifications are out of reach or irrelevant as a small firm architect, I hope this episode changes your mind. Specs are not just a checklist or a formality—they’re a roadmap to a successful project. And with professionals like Sherry Harbaugh leading the way, small firm architects now have the tools and support to get it right.
Visit EntreArchitect.com/600 to hear the full conversation with Sherry Harbaugh.
Trust me—you’ll never look at specifications the same way again.
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