Why
Why Does Your Business Need to Document its Procedures?
Within any business it is important to have rules and regulations for the way that all
work is done. Senior management or anyone at the head of a business is responsible for
establishing the rules, and the subordinate employees are responsible for working with and
applying those rules to day to day business. Procedures ensure that both managers and
employees understand what is to be done and by whom. Also, procedures assist in the
improvement of the management process, since the flow of work can be better monitored and
made more effective. It acts as a guideline hiring and training new employees, as it helps
to provide information that assists in recruiting the right person to fit each job. Most
importantly, the chain of command can be clearly spelt out so that ambiguity and confusion
are greatly reduced.
Some benefits of documenting a company’s procedures are:
- Acts as an aid to consistency in decision making.
- Acts as a visible means of control.
- Control methods are traceable.
- Everyone’s responsibilities are clear.
- It forms the basis for assessment and training.
- Means of establishing clear goals for improvement.
It is important to note that your company’s procedures must
be documented in order to meet the ISO requirements for certification.
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What
What Can We Do For You?
We can document your processes for you, including designing and
documenting any manuals, forms, checklists or reports needed, especially for maintaining
records.
Please note that you will receive printed drafts of the documentation
for approval and the final drafts for approval signatures, and any electronic copies for
you to retain.
Our company can provide any training necessary to management and to
maintain the documentation system after we have left.
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How
How Will This Impact On Your Business?
Our Systems Coordinator and consultant will first meet with the Managers (or a
designee) of your company to determine a strategy, i.e. deadlines, schedules, upcoming
audits, personnel availability, etc. Depending on your business size, time constraints and
the initial condition of your documentation, we will come to an agreement as to how we
will work with you. We will then schedule to meet with and interview personnel to
determine the procedures being followed.
If documented procedures already exist, we will verify that the
procedures are being followed. We will adjust those procedures as necessary to reflect the
steps actually being followed, but most importantly, we will document those procedures
that are already in use in a format that is similar to that used in your company’s
documentation. It is not our intention to disrupt your workflow, or to unnecessarily
monopolize your employees' time. In some cases we may simply observe work being done,
asking questions where we need clarification. It is our intention to provide a
non-threatening interview where the interviewee will enjoy contributing to the effort of
documenting your procedures.
If your existing procedures, or at least their documentation, are not
compliant with any of the standard requirements you have designated, our company will
define and address those areas specifically, and will coordinate with your personnel to
discuss alternatives and determine the solution best suited for your business. We will
then make the necessary changes to the documentation and then deliver your new, documented
procedures to you.
We have the resources to create and print the original documentation
entirely off-site.
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Follow-up
Follow-up Activities.
Personalized Quality Systems will provide support to your system. This
support will be via personal visits by our Systems Co-ordinator, by telephone or by
e-mail.
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