Most consultants on business systems (including me!) make our bones by pointing out to management that money spent on a truly efficient and effective system is an investment that pays excellent returns.We may be going to a two folder system.
#1 The company is not going to shell out $$ for any document control system, no way. If you think making a FEW people look in two places is bad, lets just have them all learn a brand new program
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#5 Sometimes stereotypes do fit. I am a genX, I feel entitled at times, I am hooked on electronics and mobile devices, fast food, crave instant gratification, I am in debt, living well above my means and you know what, nobody on this planet that would point that out would hurt one feeling in my entire body. Even random people on the internet that I didn't know (especially random people on the internet that I didn't know). I learned the sticks and stones rule very early, something my divorced, working, single parents instilled in me that actually stuck
NOWBACKTOWORK!
The only reason I am gravitating to the two folder system is so we don't have to purge that entire Master file right now, plus it is named something ridiculous on the network that really makes no sense, kind of a pet peeve thing but still, if I change the name of the folder all of the existing links are broken anyway so why not just rip the band aid off?
Also I don't really want to control fax cover sheets and vacation requests and 100+ other forms that were just whipped up and used once. This way if we need a flyer for a party or a one time use tag for something and people want to save it we can do that without worrying about putting a rev date on it. The only things in the ISO controlled folder would be forms that have been through the approval process.
Does anyone here REALLY think putting controlled QMS documents in with random forms, cover sheets and one time use items is a GOOD idea? Really? Let pretend for a second that I didn't make a joke about the age of the people resisting change here and lets ask ourselves that question again because I'm just not seeing it.
G
I can almost guarantee I'm older than 99% of the employees at your organization and neither I nor any of my age contemporaries in my wide circle of acquaintances and colleagues get upset because of a change which makes life easier and more efficient. Change is the one constant we ELDER people learn to accept pretty early in our lives.Since I have been here I have created several new forms and am just now starting to modify some existing forms after reviewing them.
Here is the problem. Everyone here is used to going into the existing messy folder and grabbing their forms. All of the new stuff I have created I have place in a separate folder called "controlled forms". The other old directory is called something else. Problem now is when revising these old forms I have been moving them into the new controlled forms folder and some of the more...how to say....ELDER people are flipping their lids because now their form has moved and now they have to look in two places for forms.
This may seem like a method to assure longevity in a job, but it also freezes you from promotion or transfer. From the organization's point of view, who will take over for you if one of those mean-spirited ELDERS runs you down in the parking lot?There would be no obsolete in folder one, it would only be non-essential stuff once everything has moved. If it were controlled it would only be in the new folder. It sounds simple to me. I would just create shortcuts on my desktop to all of the forms that I use daily, slap them all into a folder called "my forms" or whatever and just use the links which will always be the most updated version.
PROBLEM FREAKING SOLVED RIGHT?
If I can do this, and if the vast majority of people have no issues with this, I just don't get why it's the end of the world for some to do this. I know this system will work, its just getting EVERYONE on board.
And I don't mind being the keeper of the forms. I am one of the only ones who have the skillset to create fully functional/efficient/clean forms. I'm not saying that to brag its just the truth. Most of the stuff now they are printing, filling out and scanning back in because they cannot fill them out electronically. Everything I have created or updated allows for this now. And I have sat down with the departments and gathered their change requests for their forms and created new ones for them. After all is said and done I will have my hands in every form in the QMS. These things have not been updated in well over 5 years, some older than that. Do I have time for it? No? Will I get it done to help the system and to make peoples day to day easier? Yes. I know, I'm a monster.