David Stutzman
Writing master specifications for an owner, design firm, or commercial system is essentially the same....
➡️Adopt a process.
➡️Follow the process.
➡️Update the process as you learn.
➡️Stay consistent.
The more consistent, the better.
Now you know everything experienced specifiers know about creating master specs.
Let me dive in and provide a bit more detail to help you along the way.
Determine Frequently Utilized Sections
If you are building a complete master library of documents, start by creating a list of the specifications you need. CSI® MASTERFORMAT® will be a great help to identify section numbers and titles that apply to your practice. MASTERFORMAT contains nearly 9,000 titles. Not all will apply.
Broad Scope vs Narrow Scope
Consider choosing broad scope numbers (section numbers ending in 0 or 00) for specifying multiple types of the same class of product in a single section, rather than creating multiple sections. Narrow scope sections tend to repeat much of Part 1 and Part 3. Consider what normally occurs on your projects. As an example, if your projects have both veneer and plastic laminate faced cabinets, write one section for both. This will save a lot of repetition created by two sections and will eliminate unintended differences.
Another method for broad scope is to give the contractor a statement that defines the section's scope in Part 1, General. MASTERFORMAT usually starts with Section Includes, detailing products listed in Part 2. Add a Summary at the beginning to clearly and concisely specify the condition and location of the products being described. Below is an example.
TIP: Using broad scope sections, fewer than 200 architectural master specs suffice for specifying Conspectus projects.
Create a spec template.
The template will serve as the outline for every master spec, lending consistency. There is help for this too. CSI SECTIONFORMAT/PAGEFORMAT® lists recommended part and article titles in a prescribed order. Part 1 - General has many titles. You need not use everything. Consider aligning the titles with Division 01 spec section titles so there is a direct correlation between Division 01 and technical sections. Fill in basic text as guidance for every spec section.
Adopt a writing style.
CSI offers suggestions via Construction Specifications Practice Guide. Imperative mood produces direct instructions to the contract without starting each sentence with the phrase "The Contractor shall." Parents can appreciate the imperative "clean your room" is clear, concise, and enforceable when the execution may be lacking. Treat your specs the same way by simplifying the language. Consider streamline writing where a colon substitutes for the words "shall be." This style is especially useful in Part 2 when describing products. Handrails: Extruded aluminum - for example.
TIP: Avoid prepositional phrases. Grammar rules apply. The order in which the phrases are used may completely change the meaning compared to the intent.
Research the spec topic.
Gather your technical sources. These could be manufacturer guide specs, product data sheets, warranties, and installation instructions. Check commercial spec systems and free governmental spec systems (UFGS and VA Specs) for help, too.
Source your content.
Build a comprehensive master library of content from various sources, including commercial masters like Conspectus Cloud, or other spec writing tools. Incorporate information from previous projects. When new sections are added to projects that are not typically part of your portfolio, include them in your master library. Projects also serve as an excellent resource for maintenance. Manufacturer's guide specifications are another valuable source of technical information. As you develop masters with these sources, fill in any gaps with custom-written content.
Write the spec content when preparing to write a project specification. This will help focus attention on your normal practices and will produce a spec that reflects normal systems, materials, and option selections.
Put the sections to use.
The best way to check the spec content is to use it. Write the first project. Adjust the master spec as you discover potential improvements that became obvious only when putting the spec to use. Augment the spec as you write the next project and the next. Build the spec to reflect your "normal" practice. Avoid adding the one-off requirements for specific projects. Write them for the project when needed.
Maintain the masters.
This may be a dedicated effort required by a code revision cycle, a reference standard revision, or manufacturer acquisition/divestiture. Most commonly this is an on-going effort from writing every project spec. Teams use new products and familiar products in new ways. Every project nuance may suggest updating the master spec to capture the new information for all future projects. Revise the master the moment when the need is discovered while writing every project spec.
TIP: During 'lunch and learns,' have your master documents open on a screen while the technical representative reviews information. Cross-reference the content with the presented information to ensure it remains current.
Master specification management tool.
The optimal place for a master specification is cloud-based, enabling your team to view and access it as needed. Seamless information flow across documents facilitates access to system content and simplifies the uploading of existing firm masters and consultant specs. This flexibility allows content to be integrated into your project specifications from various areas within the library. In Conspectus Cloud, when creating a project, the specifier 1can choose to incorporate content from multiple sources, including firm masters, system masters, or existing project content.
Master updates in Conspectus Cloud.
Using Conspectus Cloud as a specification writing tool guarantees that master content is regularly updated and incorporated into project specifications as needed by the spec author. The tool also offers a comparison between proposed changes and existing content.
Don't let the idea of managing your masters overwhelm you. Whether you're starting from scratch or revamping your documents, tackle one section at a time. Integrate sections or updated content from recent projects, stay informed about code changes, consult technical representatives for updates, and utilize tools like Conspectus Cloud to streamline the process of mastering your specifications.
Other Resources
https://www.conspectusinc.com/blog/2018/04/maintaining-office-master-guide-specifications
https://www.conspectusinc.com/blog/2013/04/office_master_guide_specifications_-_an_investment
https://www.conspectusinc.com/blog/2011/08/the_csi_specifying_practice_group
https://www.conspectusinc.com/blog/2011/09/editing_master_specifications_-_part_2