5 Tips On How To Run Your Company Specs Efficiently

The proper management of specifications is a vital component of any product’s lifecycle. Many businesses use manual methods to organize and distribute their specifications, which can lead to inefficient workflows.

What Is the Management of Specifications?

Management of specifications system (spec management) is a process that allows organizations to standardize their specifications and manage their various activities.

It can automate the approval and distribution of these specifications to their suppliers and other stakeholders. This can easily be done using specification management software.

With a spec management system, you can eliminate manual entries and improve the efficiency of your entire product lifecycle. It can also help prevent costly errors and ensure that your data standards are enforced.

This process can help boost the quality and compliance of your products. Read below for tips on running your company specs efficiently.

1. Use Structured Data With Set Specification Standards

A structured data type is typically stored in a fixed field within a file or record. This type of data can be used in various ways, such as in formulas and lists. With a spec management system, you can control the values that are generated by the data.

Before you start using a specification, make sure that your employees can enter the necessary data into it. This will help ensure that the information is accurate and consistent. Unfortunately, if the data doesn’t match up, it can be very confusing when it’s used on the manufacturing floor.

Additionally, make sure that the electronic forms that are used to create the documents are set with specific restrictions. This will help make the process easier once the data is sent to the pipeline.

2. Create a Document Hierarchy

Before implementing a spec management system, it’s important that you understand its purpose and how it can be used in the documentation hierarchy. This document structure can include various types of documents such as packaging specifications, master specifications, and printed components.

The packaging specifications hierarchy can include the BOM (Bill of Materials), SKUs (packaging specifications), and common specs. It can also include related content such as drawings, work instructions, and procedures.

3. Design and Apply a Workflow

Another tip to making your specs run more efficiently is to design and then implement a workflow that addresses specific questions. These include:

Which workers are allowed to create new specifications?
Will a peer review be necessary?
Who will be able to approve documents?
Should there be a minimum number of document approvers?
Who has access to the specifications during the many stages of the development and approval process?
Can peer reviewers edit or address any concerns about the specs?
When building the relationship between the hierarchy and the documents, do you require that all parents of the subordinate specifications be updated?

The lack of proper questions can lead to the end of the workflow and the granting of incorrect responsibilities to employees. Answering these questions correctly will ensure that your workflow is formatted properly and that your employees can understand the role they play in the process.

4. Determine How to Distribute Notifications of Specifications

An important question that you should ask yourself is who should receive notifications when a new version of the specifications becomes effective. This will allow you to keep up with the changes in the software and ensure that the documents are working properly.

Unfortunately, it’s not always possible for users to manually monitor the changes in the software. This is why they must receive notifications when a new version is released.

Email notifications are helpful in a spec management system as they allow the people who are involved in the development and approval process to keep up with the changes in the software. This can help you streamline the workflow and ensure that the documents are working properly.

5. Outline Reporting Requirements

One of the last steps that you should take when it comes to defining your company’s reporting requirements is to create a comprehensive list of requirements.

This will help you keep track of the changes that happen in the documents and ensure that they are working properly. Having a well-defined set of requirements can help you solve various business problems.

Final Thoughts

Although it can be challenging to manage the multiple tasks involved in the development and approval process of a specification, following these five tips can help you get the most out of your system.

Having a well-defined reporting plan can help you reduce the time that you spend on the development and approval process and can help you save money.