SonicSpec provides you with the flexibility to add Responses in whichever way you wish. This allows you to build a specification database that mimics the way your organization actually reviews specifications.
With this flexibility, you should keep a few things in mind to avoid unintended consequences:
Respond to spec phrases in isolation; don't consider surrounding spec phrases
We've all seen the unedited spec that is full of contradictions. In one section they are asking for an outdoor unit and in the next section they are asking for an indoor unit.
Obviously, you have a decision to make because it is one or the other. Maybe you take exception to the indoor requirement because you can always put an outdoor unit inside but not vice versa.
However, SonicSpec helps you automate specification reviews by saving Compliances and Quote Considerations with individual spec phrases so that you can use saved Compliance and Quote Considerations selections anytime you see a given spec phrase again in the future.
So if one specification has two contradictory spec phrases, you should not consider the impact of the contradiction when saving Compliances and Quote Considerations for either spec phrase since you cannot always count on those two contradictory spec phrases appearing in the same specification anytime in the future.
Therefore, provide Compliance and Quote Considerations selections to spec phrases as if you were reviewing a single sentence specification.
This also applies to situations where you have already added a required Quote Considerations to another spec phrase earlier in the same specification. You may think "I don't need to add this required Quote Considerations since it is already in my Quote Considerations list from another spec phrase." However, you cannot count on this again in the future. What if that earlier spec phrase isn't in the next spec you read?Use consistent language and conventions
Many specifications call for the same Compliances or Quote Considerations selections. To enable an easier specification interpreting experience, we should do our best to standardize the way we say the same things.
This is especially important for Quote Considerations selections as these are consolidated in the Quote Considerations list on the right. SonicSpec hides duplicate Quote Considerations, but the same Quote Considerations said different ways will cause unnecessary confusion. Here is an example of what this could look like:
Here, these requirements are all calling for the salesperson to add a "Deluxe Exerciser" to their bill of material. However, inconsistent, sloppy convention has confused the system into thinking there are five different required Quote Considerations when there is only one.
Leverage autocompletions and suggested responses as much as possible
Once you have seen a few specifications, a lot of the responses you may use for a new spec phrase will have already been used to respond to a previously-seen specification.
To leverage autocompletions, type in a few characters to begin your response and then see if you can locate a response with the same intent from your list of autocompletions.
This helps you standardize responses.
Similarly, suggested responses don't only save you time and brain power, but they can help you raise the level of standardization in your library. Suggested responses are generated from responses that are already saved in your library. Hence, when you accept suggested responses you continue to reinforce the conventions that have already been set, improving standardization in your growing library.
Copy responses to other base products
We have different product lines for a reason: they comply with the same specifications in different ways, and/or have different Quote Considerations options.
However, there are probably a lot of specifications that apply to all of your products.
For example, do you prepare submittals the same way, regardless of product?
If so, you can probably respond to this spec phrase for one base product and then copy the same response to other base products:
Think about how many spec phrases are truly product-line-specific as you fill out a spec. If there are only a small handful, strongly consider saving those responses to your other product lines when you are all done.
This not only saves you time and helps you build your library faster, but it also increases the level of standardization in your responses from product line to product line.
To read more about saving to your library, click here.
Have a library-building strategy
There is no right way to harness the power of SonicSpec.
You can pull all-nighters for a couple weeks trying to build your database as fast as possible so you can realize the full benefits as soon as possible.
Or you can use SonicSpec in-line with your daily workflows. Commit to reviewing specifications that you already have to review to fulfill an RFQ in SonicSpec and watch your library become more and more powerful.