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Use Procedure Management to Ensure Integrity of Company Records

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procedure-managementCompany records are the proof that an organization is complying with its’ procedures and policies.  In order to guarantee the quality of records, it’s important to monitor how they are used within the company.  They must be accurate and easily retrieved in order to ensure compliance and be useful to employees.

Managing the Quality of Company Records

The information in your procedure management application is able to capture a wealth of information that describe the actions involved for managing how records are implemented into the business process.  They govern the employee instructions of how, when and who uses a record.

Several procedure may be involved when using company records.  For example:

  1. Creating and Collecting – a procedure containing the instructions to create or collect the record.
  2. Referencing and Updating – additional procedures with instructions for referencing or updating the record.
  3. Monitoring – a procedure for performing a quality review of the record information.
  4. Storing/Filing – a procedure that provides instructions on how to properly store or file the record.
  5. Auditing – procedures containing instructions for retrieving the record and performing an audit review.

Procedure Management Applications vs. Word Documents

A procedure application gives you the capability to make better use of procedure information by providing more control vs. using Word documents.  It eliminates the extra work required to manage documents and is designed to help you focus on using the information within a procedure.

Procedure management applications allow you to link multiple procedures to a single record and manage their maintenance.  This feature provides an efficient method for processing modifications that may need to be made to the affected procedure due to a record change.  An application also helps you define the quality guidelines for a particular record so that the user understands its’ function.

More Control for Implementing Changes

Storing information in a single application gives you better control to process implementation changes.  What happens when the structure/design to a record is changed i.e. a new field is added to the record form?  There’s no need to rifle through a bunch of Word documents in order to figure out the impact of the change to employee instructions.  A procedure management application will present the impact of how and when the field will be used so that you can quickly implement the change by being able to:

  • Identify the actual procedures and specific instructions that use the record.
  • Update the instructions to incorporate the record change.
  • Automatically communicate the new instructions to the affected employees.

By managing procedure information in an application, you can focus more on the implementation planning process which reduces documentation time.  The benefits of using an application are twofold:

  1. Faster implementation of business changes.
  2. Less documentation where updated procedures are a by-product of implementation.

Additional Uses for Procedure Management

Procedure management applications are not limited to helping organizations manage only company records.  The same benefits for using an application to handle records can be applied to the implementation of other business changes, involved with:

  • Software implementation
  • New regulatory requirements
  • Process improvement initiatives (Six Sigma)

To learn more about how procedure applications can help you manage the quality of company records and other information, please contact us directly.

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The Evolution of Procedure Management

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Evolution-of-Procedure-ManagementPolicy and procedure management systems have evolved from focusing on mainly documentation methods to helping companies concentrate on managing their processes.  This puts managers in a better position to handle the dynamic nature of today’s business environment.  The introduction of procedure management applications has greatly improved the process of managing information, compared to documentation methods.

Documentation Methods

  1. Paper-based Systems. They allow for the initial documentation of policies and procedures but don’t provide a way to easily access or update information for future use. They are usually written, read once and forgotten.
  2. Informal Systems. These systems are easily implemented but consist of fragmented methods for managing procedures. The information may be recorded using multiple methods i.e. Word documents, e-mails, Excel spreadsheets or Power Point slides.  It’s difficult to maintain the information within procedures and keep track of changes.
  3. Document Management Systems. They are an improvement over the previous systems since procedures are stored on shared drives.  These systems have additional features such as version control, approval work-flows and text searching. However, they manage documents as a whole, restricting the ability to organize and manage the information within the document.

Procedure Management Applications

Procedure management software is specifically designed to manage the complexity of information within the procedure, making it easy to update information and communicate changes.  These applications provide better capabilities of managing the relationships between processes, policies, procedure work instructions and the information systems used by the process (software applications, forms, records, documents, etc.).

Procedure management applications are able to incorporate small, incremental changes such as procedure enhancements in order to continuously improve information.  Companies can more easily assess the impact of changes and capture and communicate this information to employees.  Managers are  also in a better position to handle day-to-day business situations and address new company challenges, including:

  • Quality and Process Improvement Initiatives i.e. Six Sigma
  • Software Implementation Projects
  • Company Expansions and Re-organizations
  • Automation Improvements

Taking the evolutionary step of migrating from documents to applications isn’t a new concept.  Other business areas have taken the leap of moving from paper-based systems to database applications, including order management, accounting, sales & marketing, etc.  They have recognized the benefits of implementing an application to manage their business area in order to improve quality and efficiency.

Managing procedure information in an application puts your company in a better position to promote future growth.  Please feel free to contact us to see how we can help you make the transition.

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Do You Have a Worthwhile System for Managing Procedures?

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managing-proceduresA partnership of shared responsibility exists between an employee and their manager.   Employees are expected to do a good job but they need to be given the right information to help them achieve this goal.  Managers are responsible for providing employees with the most up-to-date instructions for performing their job.  The value of a procedure management system can be determined by how well it accomplishes the sharing of information between managers and employees.  Effectively managing procedures improves communication and employee performance.

Give employees a way that they can get to their procedures!

Companies are responsible for providing their employees with a system that they can use to easily access and communicate procedure information.  Employees shouldn’t be required to rely on their memory for job information or spend valuable time searching through files and e-mails for answers to job-related questions.  Their initial job training may only have provided them with a fraction of the information that they need in order to perform their job on a daily basis.

The Value of Procedure Management Software for Managing Procedures

A viable solution is for companies to implement a procedure management software system that makes it easier for employees to get quick access to information.  Ideally, an employee should be able to obtain an answer to a job-related question within 15 seconds.  If it takes too long to find the information, they may give up and guess the answer.  The company then runs the risk of employee error.

With an effective procedure management system in place, employees are more likely to perform quality work.  They can document how their work is performed and make the information available to co-workers.  Procedure management software streamlines the process of managing information, allowing more efficient communication.  When questions arise, employees can quickly look up job information and get back to work with the correct answers.  They also have a consistent method for managing information in a standard, uniform system.

So why haven’t more companies embraced the new technology of procedure management software and its’ advantages?  They may fear that there’s too much effort and expense involved in setting up a new system.  Yet, lack of an effective procedure management system can be even more costly, resulting in employee inefficiency and dissatisfaction.

Companies must take a critical look at their current system and ask the following questions:

  1. Does it  take your employees more than 15 seconds to get an answer to a job-related question?
  2. Are your company procedures stored all over the place (word documents, handbooks, e-mails, files, etc.)?
  3. Is valuable job information lost when an employee leaves your company?
  4. Is it difficult to locate the latest version of a policy or procedure?

If the answer is yes to any of these questions, then it may be time for change.  It’s only fair to give employees a procedure system that empowers them and makes their job easier.  Managers need to invest in the latest technology for the good of the company and its’ employees.

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Easy Access to Procedures

Organize Job Knowledge

Employee Training and Orientation is not a Single Event

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employee training and orientationWhen an employee begins a new job, they are bombarded with a ton of information.  This includes orientation package material and details about how to perform their specific job.  It’s a challenge for employees to retain all of this new knowledge.  In addition, changes will occur during their employment, resulting in them getting oriented and trained on new information, again.

Training and orientation are an ongoing process and not a single event.  Companies are faced with the challenge of trying to continuously maintain information so that employees are kept up-to-date and valuable knowledge isn’t lost.  Managers need to evaluate:

  1. How will employees remember their initial training information? Employees need a reliable job knowledge reference that they can quickly access for answers to job-related questions.  This way they aren’t relying on their memory or notes for information.
  2. What’s the best method for communicating new information?  Changes are constantly occurring due to the dynamic nature of the business environment, including modifications made to company policies and job responsibilities.  Employees need to be kept in the loop about the latest and greatest information.
  3. Can the information be managed in a consistent way? All business areas need to contribute to employee information, including human resources and individual departments. A uniform method should be used to document and maintain information in order to achieve consistency and accuracy.

Fortunately, there are new procedure software applications available that are designed specifically to manage the complexity of employee information.  The applications are focused on communicating information to employees as opposed to outdated systems that only manage a series of documents.

Procedure software offers a solution for providing the most current information for employee training and a method for communicating future changes.  The software supplies employees with a tailored list of policies and procedures as part of their orientation package, where the information is organized specifically for each employee.  It also automatically notifies employees of any changes made to company information or their job responsibilities so that they are always working with the latest information.

In addition, procedure software gives companies a standard, easy-to-use system where all business areas can manage their information. It provides a built-in structure that guides the user in documenting information so that they only need to worried about updating the content. Policies and procedures and other company information are easily maintained in a single location.

Using procedure software to manage company and job information has the following benefits:

  • Provides a simple, web-based tool for employee orientation and job specific training.
  • Allows easy maintenance with automatic management of administrative tasks.
  • Employee training is an ongoing process with continuous updating of information.
  • Maintains records of employee document reviews to ensure compliance.
  • Builds a job knowledge repository for current and future reference.

Please click here for more information about using procedure software as a communication tool for managing employee training and orientation.

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What’s the Difference Between Procedures and User Guides?

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Procedures versus User GuidesProcedures and user guides are sometimes mistakenly referred to as the same thing.  They are not interchangeable terms and although they complement each other, they have obvious differences and purposes.  User guides are typically software based whereas procedures are employee based.

User guides describe the overall features of a software package.  The software vendor typically provides a user guide/user manual for their customers which contains comprehensive informaton, describing the software’s features. The user guide communicates the software’s functionality to a wide range of customers and lists information that most companies only use a portion of.

Procedures are more specific and include the knowledge of how employees perform their job responsibilities. Procedures may only refer to a subset of the features listed in the user guide, depending upon the individual company’s needs.  Also, procedures may contain instructions for using more than one software product and describe how employees can integrate multiple software applications to perform their job responsibilities.

What are their major differences?

User Guides Procedures
  • Lists descriptive product information for the vendor’s customers.
  • Lists instructional job information for employees.
  • Provides information for a single software application.
  • Provides the instructions of how to use the software applications (maybe multiple) needed for the job function.
  • Lists core functionality for a given software product.
  • Contains the instructions for any additional customization: special configurations, new fields, library additions, adjustments, etc.
  • Gives a general description of the software’s functions.
  • Provides the knowledge of when, where, and how to use the software features.

How are procedures and user guides related to each other?

A user guide provides the basis of information that business analysts use in developing procedures for software implementation.  The user guide is the starting point for obtaining instructions on how to use a software package to meet business requirements. The instructions that are applicable to the requirements can then be recorded in a procedure, using procedure management software.  This makes the knowledge of how and when to use the software more easily accessible to the user.

To sum it up, procedures are used for recording and communicating knowledge whereas the user guide provides an information source for investigating approaches on how to best use the software.  They complement each other and are used side by side but have different functions.

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Don’t Forget the “Where Component” in Procedure Writing

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procedure writingWhat makes a procedure more complete?  The procedure should include descriptive source information of where users perform their work.  Capturing this information makes the procedure more relevant to the user since it gives them a better understanding of how to get their job done.

What is the “Where Component”?

The “where component” in procedure writing usually consists of software screens or other sources of company information (spreadsheets, forms, etc.) that employees use to complete the tasks in a procedure.  Although most software vendors provide user guides with screen information, they are often too generic and lengthy for employees to navigate through.  Also, companies may use only a subset of the features and screens offered by a software product.

What’s the solution?  Make user guide information more company specific by including source information within the procedure.  Referencing the screens of where the work is performed provides users with an aid for understanding the procedure.

Listing source information in procedures has multiple benefits:

  1. Makes procedure writing easier.  Less detail needs to be listed in the steps of the procedure if the source information is included.  For example, depicting the software screen and fields used makes the instructions more intuitive.
  2. Allows re-use of source information for multiple procedures.  The same source information screen can be used again for a different purpose and procedure.
  3. Improves employee training.  Use of source information gives employees a better understanding of how the job is performed when reviewing procedures.
  4. Maintaining procedures is easier.  If the source information changes due to a screen modification, users are made aware of the corresponding procedures affected by the change (use a procedure software application that has this capability).

The overall benefit of including the “where component” or source information in procedure writing is that procedures become more meaningful to users.  It gives them clearer direction about how to perform their job.

4 Stages of Managing Job Knowledge

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job-knowledgeWhat’s the best way to transfer job knowledge from one person to the next?    Employees often find a better way of performing their job but aren’t sure what to do with the new information.  Ideally, the next person performing the same job should be able to apply this new knowledge, making it a valuable resource.

How do companies provide answers when employees have new work-related questions?  This is a common occurrence in today’s dynamic business environment.  There are always new situations that pop up, initiating questions from employees.

Maximizing the Value of Job Knowledge

To handle these typical scenarios, companies go through a progression of four stages for managing job knowledge.  Completion of the stages allows organizations to fully maximize the value of this knowledge by ensuring that it’s effectively retained and communicated.

The four stages of managing job knowledge include:

  1. Issue identification.  This represents the earliest stage of job knowledge progression.  The employee recognizes that they are missing some knowledge and have identified an issue.
  2. Investigation to find a solution.  In this stage, company personnel are applying their expertise and creativity in an effort to find a solution to the issue. The investigative effort can vary from conducting: 1) simple searches for answers, to 2) designing a complex system in order to resolve the problem.
  3. Expert knowledge achievement.  The solution is found in the expert knowledge stage after completing the investigative effort.  Only a few individuals may be aware of the solution i.e. the subject matter experts.  At this stage, it’s difficult for other employees to obtain the expert knowledge and companies run the risk of losing it.
  4. Conversion of expert knowledge to common knowledge.  In the final stage, the new knowledge found to address the issue is documented and made readily available to employees when they need it. The expert knowledge gained in the previous stage is communicated and shared by everyone, converting it into common knowledge.

How are companies able to achieve the final stage?  They need a vehicle for recording and transferring new job knowledge.  Using procedures to capture job knowledge provides an easy solution. The resolution  should be added to the procedure, associated with the job where the problem was initially identified.  Updating the procedure ensures that other employees are notified about the solution.  The procedure becomes a more complete job knowledge resource for both current and future reference.

Are Your Procedures a Benefit or Burden?

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procedure-managementIs finding job information in your company a straightforward process or a scavenger hunt? Organizing procedures by individual jobs makes is easy for managers and employees to find job instructions. There’s no need to dig through a series of documents for answers to job-related questions.

Eliminate the guesswork!

Procedures should represent a clean list of all the jobs employees perform for their company.  Management and employees ought to be able to easily navigate a list of procedures so that:

  • Managers can identify all of the jobs performed in their business area.
  • Employees know exactly what jobs they’re responsible for by procedure.

In order to make sense and provide usefulness, procedures need to be job-based. Procedures should be organized by jobs employees perform, where one job equals one procedure. Individual procedures describe the work instructions or steps that employees perform to complete a particular job. Assigning one job to each procedure eliminates confusion and makes it easier to access information.

Procedures help implement organizational changes.

Procedures also make it easier for business areas to address changes, resulting from new business initiatives.  The first question employees ask is how company changes will affect them. Management is able to easily communicate the ramifications of changes to employees by:

  1. Modifying current procedures to reflect changes in employee jobs.
  2. Creating new procedures for additional jobs that will need to be performed as a result of the changes.

What happens on bad memory days?

It’s hard to remember all job instructions.  Recording job-based information in procedures gives employees an ongoing knowledge resource for quickly looking up information.  Procedures become their go-to source, giving them a better understanding of how their job should be performed.  This leads to less employee error and greater efficiency.

Are your procedures organized in such a way that employees can easily locate information?  If not, you may want to try a different approach that maximizes the benefits of using procedures.  Click on the following button for more information:

Why Procedures Play a Vital Role in Knowledge Management

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knowledge-managementEmployee knowledge is a valuable asset and should be retained. Companies recognize this and are making an effort to capture job knowledge as part of their knowledge management system.  Common organizational goals for knowledge management systems include:

  • Organize and transform knowledge into information that is meaningful.
  • Share and distribute knowledge throughout the company.
  • Reduce training time for new employees.
  • Retain intellectual property after an employee leaves.

Procedures provide the basis for successful knowledge management.

Procedures contain relevant information about how employees perform their work, making them a rich source of job knowledge.  So what’s the best way of maximizing their value so that they can contribute to your company’s knowledge capital?

Procedure management software is a type of knowledge management system that focuses on effectively managing procedures to achieve the goals listed above. The software provides a system to organize and record job knowledge information within procedures while automatically communicating procedure information to users, including new assignments, procedure modifications and enhancements.  Procedures can be used as a knowledge reference for current employees and training material for new employees.

Use a comprehensive approach to managing job knowledge. It’s important to have a system in place that captures the entire scope of an employees’ job knowledge.  Procedure information needs to include descriptive information of where users perform their work in addition to the actual steps involved.  Procedure management software has the capability to include as part of the procedure: software screens, forms, spreadsheets and other sources where company information is stored. If these items are modified, the software automatically identifies the procedures affected by the change.  This makes the job knowledge recorded in procedures more complete and meaningful!

Does your current knowledge management system meet your objectives for capturing important job information? If not, it may be time to look at a new approach and consider using procedure management software as a vehicle for organizing, retaining and communicating job knowledge.

5 Ways Procedure Software Benefits Continuous Process Improvement

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continuous-process-improvementWhy is Continuous Process Improvement so important to a company’s success?  Continuous process improvement (CPI) is an organization’s ongoing effort, targeted at improving current business processes.  Companies try to find a better way of doing things with the ultimate goal of increasing efficiency and enhancing quality.  Procedure software can help them achieve this goal.

The need for change and improvement can be initiated by various company personnel, ranging from shop floor workers to top management.  Companies use different approaches to roll out the changes, including:

  • Incremental improvement – improvements are based upon small, iterative changes (Kaizen method) instead of radical changes.
  • Breakthrough improvement – large changes happen all at once with a waterfall effect.

Regardless of the approach, companies need to address how to best communicate changes to employees once process improvement initiatives have been identified.

Procedure software captures and communicates procedure changes, resulting from continuous process improvement.  The software gives the capability to:

  1. Coordinate improvement efforts. The software provides a collaboration tool, used by team members to define how changes will affect current procedures.  Employees work together in identifying and approving new procedures, resulting from the improvement initiative.
  2. Fine tune changes.  Procedure software functions as a platform where changes can be presented to users before a procedure’s final release.  The changes can be tweaked if necessary, depending upon user input.
  3. Train employees on new instructions.  The procedure information captured in the software can be used to train employees on new instructions.  There’s no need to create separate training material!
  4. Give a quick look-up reference. Procedure software serves as a resource for employees as they are adjusting to remembering new changes to instructions.
  5. Provide a basis for future projects.  A complete list of updated procedures are listed in the software, providing the basis for the next process improvement initiative.

If you’re embarking on continuous process improvement, it’s time to evaluate if you have an effective system for developing and communicating new instructions to employees.  Are you able to involve team members in the process and initiate changes that everyone is satisfied with?  Consider using procedure software to get better results from your continuous process improvement project.

NotoWare Videos

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General Information

Tri-J Solutions' NotoWare software product provides companies with a solution to simplify procedure management and systemize their business processes.

Tri-J Solutions, Inc.
P.O. Box 1453
Skippack, PA 19474-1453

Phone: 610-222-4881
Fax: 610-365-7660
sales@tri-jsolutions.com

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