Spec for success
November 2, 2009 by Thuy
Get the product you want: specify it right
Newsletter #8 /2009 was sent today. You can also download it in pdf format and register to receive it. It is free.
Regardless of the product or service, quality is essentially getting what you expected, consistently over time. How to get quality? By defining what you expect and then checking it regularly.
We investigated contracts in a previous issue. Sun Tzu in the art of war wrote that if you don’t define your aim then the chances of reaching it are slim. This issue will look at product specifications, so that the product in your well written contract is actually the product you wanted.
Getting it right first time means defining what you want well
What may be good enough in one location or culture will not do in an other. When working at distance misunderstandings, honest or less so, are easy and checks are difficult, unless you work with Asquance of course. So it is very important to sit down and prepare your specification. What does your product do? How does it reach its customer? What critical, major and minor problems could the product show? To get the right product it is useful to define it and also to look at what can go wrong.
Here are a few pointers to consider:
Function
When creating any product confirm in detail what the product does, and how. When purchasing a ready made product make a checklist of functions you need.
Tolerances
Defining the product’s ideal color, form and function are the easy part. Deviations nearly always occur and their control greatly defines the quality of your product. It is important to set limits and units of measure from the beginning to avoid confusion. For example you can define a target color precisely using pantone codes, then set a range of acceptable colors under different light conditions. Or specify product dimension, and set the tolerated +/- variation. In some cases you may need to set tolerance within one product (say, color variation within same color components of a product), and tolerance between two products within a batch of same or related products.
Product markings and logos
Whether found on the product, accessories, retail or wholesale packaging, markings and logos identify the product, its function and compliance with norms. Each must be specified.
Norms and proof of compliance
As the importer you are responsible for ensuring the compliance of goods to relevant laws and regulations in the sales location. Clearly specify norm compliance requirements to the supplier from the first specification. Always demand evidence of product compliance from your supplier.
Norms will vary according to product, application and geography. Inform the supplier that you plan to test compliance from time to time at your discretion.
Contact us for guidance if you are unsure of applicable norms or your obligations.
Packing
Your specification for packing and over-packing depends on the supply chain and buying environment (shipment methods then B2B or B2C sale, sale in a retail setting or delivery). The sophistication of graphic design needed will vary depending on the above but your attention to this area must not.
Think about what your product must typically survive to arrive at final destination in good condition, and in the least expensive manner. Taking in the big picture, rather than specifying packing materials grade it can be easier to specify drop tests that packing must survive, ie dropping from a certain height and number of times. We can help you define requirements.
Deeper into product and packing
These three checklists will be useful whatever the product.
Materials
Composition and physical properties as required by product function, norms and supply chain. Natural products will show natural variations within the material for which tolerances must be set.
Chemical, x-ray, strength, durability and other tests can be arranged to check materials delivered are as specified. Some tests are destructive and some are not. Contact us for details.
Joints
Our team has checked from the quality of physical products to the decoration of luxury retail shops. If materials are to spec then assembly will be the next potential problem area, meaning how well parts were joined together. Be they joints in marble, wood panels, fabric or electronics components, how things are assembled will be your next check. Tolerances for joints must be carefully set.
Damage during assembly
Scratches, dents, stains, shards, creases, splinters, etc. Tolerances must be specified, even if simply stated as zero tolerance for these defects.
In the case of high volume production damage tolerances will usually be set depending on the visibility of the defect (depth, length, color contrast etc) and its location (front, back, top, bottom, etc). Tolerance for any defect or combination of defects will then depend on visibility and location.
Samples
Whenever possible, especially for a non standard product, ask for a sample. It will put the factory’s understanding of your product in perspective. You may also find issues with your original specifications that were missed before. Get pictures sent frequently during development.
And the best thing:
A well defined product is faster to bring to market, and helps to avoid cost creep before or after production. The least clarification required - the least cost-up after initial quotation.
Action plan
- Check your product specifications
- Especially check norm compliance