|
Editor's Note: CR4 would like to thank Edward Eisermann of GEA Consulting for contributing this blog entry.
Written policies and procedures play an important role in the CONTROL and IMPROVEMENT of business processes. Why is it that McDonald's food is the same regardless where in the world you pull in for a Big Mac and fry? It is their documentation (standardization of process).
As Quality Manger/Director I spent much of my career trying to sell management on creation of policies and procedures coupled with periodic auditing for all functional activities. Yes, there were well documented policies and procedures for Accounting, Human Resources, Engineering, and Contract Administration, but few if any beyond these. Audits and updating of these documents were not well scheduled. My goal was not harassment but process control, spoilage reduction and up to date reference documentation for training of new employees or an occasional fill in. It was an up hill battle until ISO 9001 was implemented into the corporate culture.
Why create documented policies and procedures? They
- Ensure that all employees who perform or interact with a work process have a source to refer to when questions arise. ANSWER PROCESS QUESTIONS - CONTROL
- Serve as a training tool for new or reassigned employees. EMPLOYEE TRAINING - CONTROL
- Act as a preparation tool when external and internal auditors develop their audit plan. BASIS FOR AUDITING - CONTROL
- Serve as the starting point in a problem resolution investigation? Important…are all staff following the defined sequence of activities as documented? PROBLEM RESOLUTION - PROCESS IMPROVEMENT
- Provide a tool in discovering non-value-added activities. CONTINUOUS IMPROVEMENT and COST REDUCTION.
Yes, creation and maintenance of policies and procedures takes time, but think about the value they bring to the businesses PROCESS CONTROL, PROCESS IMPROVEMENT AND PROBLEM RESOLUTION.
A word of wisdom - Don't spend time writing policies and procedures if. . .
- they are not going to be revised when a process is changed and
- the organization does not audit for compliance to the documentation at least once very two years
- Edward Eisermann
Editor's Note: CR4 would like to thank GEA Consulting for contributing this blog entry.
|