Information location book

Information location resolved

Information location can be a time-consuming task. Without a central library of information, the quality of information is difficult to determine.  This article focusses on resolving information location problems using product standardisation and a central library.

Finding the most current and comprehensive product information is essential to Sales, Engineering and Production. It is typical for the storage of information to be in numerous locations across many departments. Individuals are known to hold valuable data and information exists in several different types of media. Knowing that information is current and reliable is a challenge when there is no central depository or responsibility.

By working differently, companies can resolve information location problems.  Quality information can be available to anyone authorised to access it with the certainty that the information is the most current.

Problems:

Searching for information can consume a great deal of time and can yield unreliable results. For new personnel, this is particularly difficult and can result in unnecessary errors. Maintaining information that is distributed widely across the company is difficult and is often inefficient. Losing valuable information can occur, and security is challenging to control.  Searching for information provides a continuous drain on resources.

Solution:

Create a product standard reference library. Ensuring that the standards are complete, accurate and contain all the data required by all stakeholders.  Standard information can be maintained and easily secured. The information must be stored without duplication and in one place. Security ensures that documents and files can not be deleted or changed by unauthorised people or systems. Everyone who is authorised to access the information gets easy access.

Information located in the standard reference library is continuously improved. Information referenced from the library is current and reflects best practice. Be wary of standards becoming ‘this is the way we always do things’. The standard represents the ‘current best practice’ and continuously improved.

 

Advantages from different perspectives

  • Achieve shorter delivery times
  • Receive products and information faster with fewer errors.
  • Quality product information on demand
  • Maintain product information easily
  • Reduce sales support and product fulfilment costs
  • Reduce risk as fewer processes and transfers of information required
  • Fewer bottlenecks requiring management attention
  • Greater customer satisfaction as customers receives products faster with fewer errors.
  • Increased productivity as more work is possible
  • More profitability with the reduction of cost and risk, while improving  productivity
  • Better cash-flow as delivery times shorter and final payments made on time
  • Reduce sales support and product fulfilment costs
  • Fewer bottlenecks requiring management attention
  • Increased productivity as more work is possible
  • More profitability with the reduction of cost and risk, while improving  productivity
  • Increased customer satisfaction as customers receives products faster with fewer errors.
  • Quality product information on demand
  • Reduce sales support and product fulfilment costs
  • Achieve shorter delivery times
  • Reduce risk as fewer processes and transfers of information required
  • Fewer bottlenecks requiring management attention
  • Increased productivity as more work is possible
  • Less risk, fewer processes and transfers of information required
  • Fewer bottlenecks requiring management attention
  • Increased customer satisfaction as customers receives products faster with fewer errors.
  • Product design planned and managed without production requirements driving deadlines
  • Quality product information on demand
  • Less risk, fewer processes and transfers of information required
  • Fewer bottlenecks requiring management attention

 

Further help and assistance

Gatehouse Design are specialists in product standardisation, product configuration and design automation. We can help companies develop highly effective product strategies, maximising profitability, productivity and customer satisfaction. We can help resolve information location problems and improve the efficiency of your business. Please contact us to discuss any product design related issues that you may have.

There is an offer a free product audit to help identify opportunities for product standardisation, product configuration and design automation. Additionally, Gatehouse Design has published many helpful white papers and articles which are available on this website.

 

The author

Written by Peter Slee-Smith 14/05/2018.

Peter Slee-Smith founded Gatehouse Design in 2012, a Chartered Mechanical Engineer with more than 30 years experience in industrial design. Peter qualified with a Masters Degree and has held senior positions in many leading engineering and product manufacturing companies. He is passionate about product design efficiency and has written many articles on the subject. Based in Littleport just outside Ely in Cambridgeshire, Gatehouse Design specialises in product standardisation, configuration and design automation.

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