RFIs—Requests for Information—are one of the costliest friction points in construction projects. For architects, engineers, and specifiers, each RFI represents a potential delay, budget risk, or miscommunication that could have been prevented with clearer, more coordinated documentation.
This white paper explores how real-time collaborative specification writing dramatically reduces RFI volume across project phases. Leveraging cloud-based tools like NBS Chorus, design teams can co-author specs live, share context-rich updates, align drawings and BIM data instantly, and maintain transparent audit trails. The result? Fewer ambiguities, more accountability, and faster project delivery.
The RFI Epidemic in Construction
RFIs are often viewed as a normal part of the project lifecycle—but the volume is anything but normal:
• The average large construction project faces 10–20 RFIs per $1M in construction cost
• Each RFI can cost $1,000–3,000 in staff time, consultant review, and resolution
• Many RFIs stem from unclear specs or inconsistencies between documents
The traditional workflow—siloed spec authorship, late-stage reviews, PDF markups—contributes to these inefficiencies. Real-time collaboration offers a direct remedy.
Why RFIs Arise from Traditional Specification Processes
1. Asynchronous Editing Delays
Specifications often evolve in silos. One consultant edits a clause without the architect’s awareness. Another alters a materials callout after drawings are issued. These misalignments lead to:
• Outdated references
• Conflicting details
• Contractor confusion
2. Version Control Issues
Without cloud-based authoring, teams rely on:
• Email attachments
• PDF redlines
• Manual tracking of “latest” versions
These methods increase the risk of incorrect specs being issued or coordinated too late.
3. Lack of Comment Context
Even when comments are shared, they often lack:
• Clause references
• Date/time stamps
• Author identity
This creates rework, slows resolution, and invites RFIs.
4. Disconnected Drawings and Models
Specs don’t always align with drawing notes or BIM tags. As a result, subcontractors file RFIs for:
• Conflicting material instructions
• Omitted product details
• Unclear tolerances or finishes
What Is Real-Time Collaborative Spec Writing?
Real-time collaborative spec writing enables multiple users to:
• Work within the same specification document simultaneously
• See live updates and comments
• Assign clause-level tasks
• Maintain a versioned record of edits
Platforms like NBS Chorus make this possible in the cloud—no desktop software, no version lag, and no confusion.
Key Features:
• Live co-authoring with roles and permissions
• Clause-level commenting and audit trails
• Real-time integration with NBS Source product data
• Version control and publishing workflows
How Collaboration Reduces RFIs—Step by Step
1. Eliminate Ambiguities at the Source
With multiple authors working together:
• Specs are more consistent
• Ambiguous phrasing is flagged early
• Redundant or conflicting clauses are removed
2. Speed Up Internal Clarifications
Instead of waiting for email replies, teams resolve questions live within the spec platform. For example:
• Engineer asks about waterproofing language
• Architect replies in context within the clause
• Conversation is logged for accountability
This prevents confusion from reaching the construction phase.
3. Align Specs with Drawings in Real Time
When the BIM team updates a material callout:
• Specifiers are alerted
• Related clauses are revised immediately
• All updates are documented and visible
This closes the loop between drawings, models, and text.
4. Centralize and Standardize Review Cycles
Collaborative platforms allow:
• Real-time peer reviews
• Comment threading and resolution logs
• Scheduled publishing milestones
This shortens the QA timeline while improving spec clarity and accuracy.
5. Improve Manufacturer Product Integration
Using real-time tools connected to product databases (like NBS Source):
• Specs include verified certifications and cut sheets
• Fewer questions about “or equal” products
• Contractors rely more confidently on issued specs
Platform Benefits – Why NBS Chorus Leads
| Feature | Impact on RFI Volume |
| Real-time clause co-authoring | Removes internal bottlenecks, faster consensus |
| Clause-level commenting | Reduces guesswork and ambiguity |
| Product integration with NBS Source | Ensures specs are accurate, current, and aligned with client requirements |
| Version tracking | Minimizes outdated or conflicting versions on site |
| Web-based access | Enables participation across offices, disciplines, and geographies |
Case Study – Civic Center Redevelopment Project
Project Size: $130M urban redevelopment
Scope: Multi-building public space with offices, transit station, and park
Challenges:
• Six consultants across four cities
• Over 1,200 specification clauses
• Multiple spec-drawing coordination delays during DD phase
Action:
• Migrated spec authorship into NBS Chorus
• Enabled real-time co-authoring among architects, engineers, and landscape consultants
• Conducted weekly clause reviews with live commenting
Results:
• RFIs dropped by 37% compared to previous phase
• Publishing delays cut by 50%
• Consultant team reported 2x faster resolution for coordination issues
FAQs – Real-Time Collaboration and RFIs
Q: Do I need special software or training to collaborate in real time?
A: No. NBS Chorus is web-based with intuitive UX and onboarding resources.
Q: How do I prevent unauthorized edits?
A: Role-based permissions restrict write access. Clause-level logs track every change.
Q: What happens if two people edit the same clause?
A: The system merges changes in real time and flags conflicts before publishing.
Q: Can I see who made each change?
A: Yes. Each edit is time-stamped with the author ID and comments.
Q: How do I know if the version issued for tender is the final one?
A: NBS Chorus offers locked publishing and PDF export with version stamping.
Build Faster by Reducing Friction
In a construction landscape where every RFI adds days and dollars, real-time collaboration delivers measurable gains. By eliminating ambiguity, accelerating internal coordination, and aligning specs with evolving design models, firms using cloud-based spec writing tools reduce RFI volume and deliver cleaner, more buildable documents.
With NBS Chorus, firms move from reactive clarification to proactive clarity.
