Changes to procedure communication

[Moncia]

Hello

May I ask a quick one please? How do you communicate to your staff that a procedure has been updated/revised?
We do not have a proper procedure in here for that - so looking for good ideas how its done

If we update a procedure - it gets revised, all dates changed, all info updated in the system but that's it
We would just save new copy in the QM folder and hope people check the folder occasionally - which it just came out during our internal audit that they do not, as they were not aware of the new updates
So work needs to be done to improve the staff notification part

Thank you all in advance

 

[Tidge]

I am aware of two common approaches, generalities provided.

1. Employees are forbidden from keeping "local copies", they are required to go to the central repository to get the procedure/forms.
2. Local copies are kept at specified locations, when a procedure becomes active someone has the responsibility and authority to replace the copies at all of the specified locations.

As a practical matter: it works best to communicate that procedures have revised and what the effective date of the new procedure will be. There are many different ways to do this. I like the analogy of driving an automobile under changing road conditions: a combination of active guidance (e.g. signal lights) and passive guardrails works best to prevent serious accidents.

 

[Mike S.]

If the new procedure requires just awareness, those who need to be aware either already are (because they helped create and/or approve the changes) or I email them the notice of change.

If it requires training, the affected people and their direct supervisors are notified of the change and the training management software is updated to show the training needs to be done and when.

 

[Steve Prevette]

In my experience, there is the issue of procedure control, having folks only print new copies from the official server database, and not having "handy reference" copies around. But beyond that is:

Any new procedure and any major changes should have an implementation plan. Do the workers need training? Do qualification requirements need to change? Do dry runs of the procedure with affected workers need to happen? Should there be additional oversite or observations or coaching of operations/maintenance using the new procedures for some period of time? Do Bills of Material and Drawings need to be changed? Should managers put out the word in staff meetings? One location gave weekly emails to employees overviewing procedure changes in the past week.

You did use the word "communication" in the thread title, and yes, how procedure changes are communicated and to whom is an important and conscious decision.

 

[malasuerte]

We maintain and RNU system as part of our doc system. Once the revision occurs and the approvals are completed; a request for RNU (read and understand) is sent to the relevant stakeholders.

 

[FRA 2 FDA]

Pretty much the same as what has already been said. We require that people access their documents only from the approved location (this applies to both electronic and hard copies). All docs are replaced with the new revs, old revs removed, at the time of release. It is built into our document control procedure that the process owner administers training following change approval and prior to release of new revisions so that anyone affected is aware of the fact that there is a change and what exactly has changed before they use the new revision.

 

[Zero_yield]

We keep a database of who is trained on what procedure through a document management system. When a procedure is changed, everyone who is trained on that procedure needs to be trained on the updates. Most changes are minor and are just a quick read through with an acknowledgement through an electronic signature. More significant changes require a classroom / Zoom style in person or web-based training. Major changes to processes require hands-on training with documentation.

 

[Moncia]

thank you all for your valuable input