Keeping Employees Updated on Newly Revised Procedures

[Chance]

Hi,

Merry Christmas to everyone.

I have a question: How do you update the respective employees about the newly revised changes to the procedures applicable to them.

I coordinate the approval, once approved I publish to our QMS database and emailed department managers summarizing the changes. Technically, its their (managers) responsibility to inform their employees about the change but I doubt they are doing that.

Setting up alerts to employees is an option but some people dont want to receive a bunch of emails so I don't think alerts will help.

Can anybody suggest what other methods available pertaining to this matter?

Appreciate your help.

Chance

 

[Duke Okes]

Re: Keeping Employees Udpated to Newly Revised Procedures

Perhaps reverse the process. Require that each employee send an email indicating they have been informed. Objective evidence!

 

[Chance]

Re: Keeping Employees Udpated to Newly Revised Procedures

Perhaps reverse the process. Require that each employee send an email indicating they have been informed. Objective evidence!

Thanks. Any other suggestions?

 

[Sturmkind]

Re: Keeping Employees Udpated to Newly Revised Procedures

What a great idea, Duke!

The assumption that area managers effectively communicate the relevant changes is optimistic at best as it assumes that the managers understand both the content and importance of the changes.

The best companies I have worked for deploy important changes with formal internal training that includes a Pre and Post written assessment of the primary points and actions we wanted to get across.

This provides a few benefits:
1) objective evidence that our associates received the information.
2) provides understanding of what our associates perceived of the existing knowledge before the training.
3) positive feedback to the trainer/facilitator on whether the training was understood
4) feedback to the trainer/facilitator as to the clarity of the assessment questions versus the actual answer content received.

I recall one initial assessment question that asked "Do you understand specification XXXX?". Almost to a soul the responses were "Yes" and did not have the content I had hoped for. Countermeasure? Re-phrase the question to elicit the desired response list. I think I sometimes learn more from such interactions than the people targeted to receive the information......

 

[ScottK]

Re: Keeping Employees Udpated to Newly Revised Procedures

From my manufacturing perspective, email won't do it. Most of the company doesn't need to access a computer during the course of the day.

So I've always done is abbreviated form of what Sturmkind says.
The training itself will depend on the change(s).

simple change, I would address large groups.
More complex change I might have longer training sessions to make sure it's explained well and maybe even do a quiz.

Either way the objective evidence is collected via the training system.

I usually don't have the time or resources to ask for feedback on on the trainer. If it was a multi-hour training session on a program or new effort or something, I would. But not for a quick and dirty procedure update.

 

[qusys]

Re: Keeping Employees Udpated to Newly Revised Procedures

Thanks. Any other suggestions?

We have a software that manages workflow for revised quality documentation ( I mean procedures, work instruction etc.). There is an approval workflow and notification workflow once the document has been approved.
The list for approval and notification are decided and there is the procedure for document control for this purpose.
A notification arrives into outlook with a link, people open the document , read and then they sign for approval or review based upon roles.
It is also possible to have a story for this and records are generated and mantained. Hope this helps

 

[Chance]

Re: Keeping Employees Udpated to Newly Revised Procedures

We have a software that manages workflow for revised quality documentation ( I mean procedures, work instruction etc.). There is an approval workflow and notification workflow once the document has been approved.
The list for approval and notification are decided and there is the procedure for document control for this purpose.
A notification arrives into outlook with a link, people open the document , read and then they sign for approval or review based upon roles.
It is also possible to have a story for this and records are generated and mantained. Hope this helps

Thanks, are you talking about SharePoint software? That's what we use.
The problem is I don't want them to approve or review but rather, I want to inform/update them to apply the changes being made.
Thanks a lot for your input.

 

[Chance]

Re: Keeping Employees Udpated to Newly Revised Procedures

From my manufacturing perspective, email won't do it. Most of the company doesn't need to access a computer during the course of the day.

So I've always done is abbreviated form of what Sturmkind says.
The training itself will depend on the change(s).

simple change, I would address large groups.
More complex change I might have longer training sessions to make sure it's explained well and maybe even do a quiz.

Either way the objective evidence is collected via the training system.

I usually don't have the time or resources to ask for feedback on on the trainer. If it was a multi-hour training session on a program or new effort or something, I would. But not for a quick and dirty procedure update.

Thanks a lot, I will conduct a training for the changes. If it is critical I will call a meeting right away if it is not that critical I probably train the employees maybe once a month.

 

[Chance]

Re: Keeping Employees Udpated to Newly Revised Procedures

What a great idea, Duke!

The assumption that area managers effectively communicate the relevant changes is optimistic at best as it assumes that the managers understand both the content and importance of the changes.
I have a concern that not all managers have enough time to do this.

The best companies I have worked for deploy important changes with formal internal training that includes a Pre and Post written assessment of the primary points and actions we wanted to get across.

This provides a few benefits:
1) objective evidence that our associates received the information.
2) provides understanding of what our associates perceived of the existing knowledge before the training.
3) positive feedback to the trainer/facilitator on whether the training was understood
4) feedback to the trainer/facilitator as to the clarity of the assessment questions versus the actual answer content received.

I recall one initial assessment question that asked "Do you understand specification XXXX?". Almost to a soul the responses were "Yes" and did not have the content I had hoped for. Countermeasure? Re-phrase the question to elicit the desired response list. I think I sometimes learn more from such interactions than the people targeted to receive the information......

Thank you so much for your help. I think this is the way to go.

 

[Jen Kirley]

Re: Keeping Employees Udpated to Newly Revised Procedures

From my manufacturing perspective, email won't do it. Most of the company doesn't need to access a computer during the course of the day.

So I've always done is abbreviated form of what Sturmkind says.
The training itself will depend on the change(s).

simple change, I would address large groups.
More complex change I might have longer training sessions to make sure it's explained well and maybe even do a quiz.

Either way the objective evidence is collected via the training system.

I usually don't have the time or resources to ask for feedback on on the trainer. If it was a multi-hour training session on a program or new effort or something, I would. But not for a quick and dirty procedure update.

In this case, how do they access the specs at your place? Hard copy? And do they use them to do their work?