Almost all quality improvement comes via simplification of design, manufacturing…layout, processes, and procedures. - Tom Peters
Some of the most common problems that surface on audits and inspections have to do with our procedures. They don’t exist, people don’t know they exist, they’re not followed, or they’re just plain wrong.
It’s a massive problem but it’s a pretty easy fix.
It’s really just about common sense and the usual thing about communication - know your audience and know your purpose.
We have to remember that procedures aren’t meant to be a theoretical exercise. We’re not just meant to have them to show the auditor. We’re meant to be able to read them so we can use them. And they’re meant to reflect what’s actually done; not what should be done.
They’re not meant to exist in a vacuum.
They’re not meant to sit in a binder on the shelf.
They’re meant to actually reflect what happens.
They’re meant to make sure you’re following whatever rules you’re supposed to be following.
They’re meant to be easy to read and understand by the reader.
They’re meant to be used.
Procedures are a tool and pathway to extraordinary quality for your business. They’re meant to ensure that your product, your service, and your business stands head and shoulders above the rest.
Try and remember that all writing is simply a conversation between the writer and the reader. Procedures are no exception.
If what you’re doing isn’t working, it’s a bit silly to keep doing what you’re doing.
If you’re not sure what it takes to make your procedures easy to understand, read, and use I’ve created a document to walk you through it.
Every tool and worksheet I create is simple. Because simple is smart. Simple gets you thinking independently about what you need to think about, rather than blindly following a template that doesn’t make sense for your organization or process. Simple forces you to get clarity.
And clarity allows you to write clearly, every time.
This is about the writing part. It’s not a discussion of who should write what…that’s a different discussion. Or what the details of any specific process should be…again, that’s another discussion. It’s about how to go about writing these things so that they do what they’re supposed to do.
This will help you think strategically and methodically so that you can get clarity, so that your writing is clear, so that your procedures are easy to read, understand, and use. And, ultimately, so that you have fewer document problems the next time the auditor comes calling. Because what an inordinate waste of time and resources.