NBS Schumann is a specification-writing and consultancy service, with over three decades of experience creating specifications for various global projects. In this article, Mark Schumann (Global Head of NBS Schumann) shares his extensive knowledge and experience of working with masters: an innovative feature in the specification platform NBS Chorus.
A recurring challenge that we frequently encounter when reviewing project specifications is the absence of an appropriate master document. This might be due to a shortage of time, or because the project was similar to a previous project that the specifier worked on.
As a result, many specifiers use the last specification that they created as a starting point. Although we understand the reasons for thinking that this approach may be easier, it often leads to problems that could have been avoided.
Identifying the problems
NBS Schumann has worked on specifications for decades, and has seen almost every mistake possible.
Simple mistakes include specifications being issued for tender with the wrong project name, or a baking recipe getting mixed up in the printing and a recipe for a Victoria sponge being found in place of a clause. More serious issues include incorrect specifications for systems or products, outdated standards and the specification reflecting a completely different form of procurement to the one being used on the project.
These oversights are typically a result of poor specification processes and the lack of a reliable master document. These issues can often lead to project delays, additional costs and potential claims. Implementing robust processes and leveraging quality masters easily avoids them.
What exactly is a master specification?
A master is simply a base document, accessible by all members of your project team, that provides a starting point from which edits and enhancements to the content can be made.
The specification platform NBS Chorus provides comprehensive baseline content that should be used as a starting point to build any project specification.
What makes a good master?
A robust master:
- Uses NBS Chorus as a starting point.
- Is enhanced with additional clauses to suit procurement requirements, as well as additional quality and workmanship requirements.
- Contains relevant feedback and knowledge from historical projects (preferably ones that have gone through the tendering process), making your master relevant to the real world of procurement and tendering.
- Is aligned with your business's risk profile, with sufficient wording included.
- Deals with complicated procurement nuances so you don't confuse your Contractor Design Potions (CDP) for a traditional procurement with your Specialist Subcontractor elements in a design and build environment.
- Is easy to access and navigate, allowing the specifier to produce robust specifications efficiently.
- Is aligned to centralised BIM and product libraries, such as NBS Source.
- Makes use of organisation notes on NBS Chorus so that guidance can be provided to user-generated content.
A good master document will not only reassure you that your project is complying with your practice's policies, procedures and risk profile but will also allow you to get a significant head start on the production of your specification.
How should I organise my masters?
This is entirely up to you. NBS Chorus allows you to organise your masters however you like, but they should be arranged to suit your business and reflect the types of project that you frequently work on. It’s important to remember that you can have as many master documents as you wish. Masters should take the following into account:
- Specification format (CAWS, Uniclass, etc.).
- Building type (office, residential, healthcare, etc.).
- Procurement (D&B, traditional, etc.).
- Standard systems, products and materials commonly used within your practice.
- Maintenance and policing.
How you decide to organize your master is a balancing act. The more masters you have, the more you will have to maintain –, but you should be able to complete the specification quicker as your master already contains relevant information. On the other hand, if you have too few masters, your starting point will require more extensive editing.
How NBS Schumann organises masters
We filter our masters based on a hierarchy of Format -> Type -> Procurement. Every time we filter our content, we refine our specification to make it more project-specific.
Our first filter asks what format of specification is required for this project. As we work globally, we encounter a range of formats – including CAWS, Uniclass, CSI MasterFormat, NatSpec and LAWS – and have masters to suit every option.
Once we have selected the format, we then focus on the type of specification required. A specification written for tender is very different from an outline specification, which is used for information or costing purposes.
Finally, we filter our masters by procurement. The procurement route on a project will directly affect how you write your specification, and dealing with procurement within the architectural specification is vital. As such, we have special wording for each of these scenarios. There are changes in terminology, language, design responsibility and even in how products, systems and materials are specified. Having masters that account for these differences is therefore vital, so that you can produce relevant project specifications efficiently.
You may notice that we don’t organize our masters by building type. That is because we organize this information within the specification sections themselves, and in sophisticated code libraries that allow us to efficiently pick and choose the elements relevant to a building.
We believe that having separate masters for each building type crosses that boundary between time-consuming maintenance and efficient specification writing. After all, many components specified on projects will be the same, regardless of the type of building being designed.
Masters are about process
Once you have a suite of masters in place, it is imperative that you also have procedures and guidance in place to manage these documents within your organisaization. Without a process for maintaining your masters and providing feedback to those within your practice who support this master document, any advantage you gained by creating your masters will be lost.
You should consider the following:
- Who is going to keep your masters up to date?
- Who will communicate changes to the masters?
- How will the specifier know which master to use?
- Which NBS Chorus permissions do you need to implement?
- Will the specifier know how to edit the specification, and will any company-specific wording need to be added?
- How can the specifier provide feedback on the masters based on project experiences?
- How will you train your staff to write robust project specifications?
- Is your specification process aligned with your QA/QC procedures?
- How are you aligning your BIM and product libraries with your specifications to avoid ‘reinventing the wheel’ each time?
These are all questions that we ask when supporting architects and engineers with the implementation of masters, having answered them over many years in the specification businesses while managing our own information.
The solution
NBS Chorus allows us to do everything mentioned above within a single, cloud-based specification platform. To find out more about using masters in Chorus, check out this webinar hosted by the NBS training team.
Did you know that all NBS Schumann clients are provided with enhanced masters at no extra cost? If you’re looking for additional support with your masters, please get in touch.
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