Document Change Notice Content

T

tomvehoski

#11
I might have been creating a redundant form! But I want to have a document that the people in the production has been informed about the change in the system and have their orientation attendance.


Beaurucracy ".
Watch your over-communication though. Don't fall into a lazy habit of broadcasting every change to everyone. Production will only care about changes to their documents, but if 90% of the notices they get have to do with other departments they will become conditioned to ignoring 100% of the notices. A sign by the time clock might be easier and more effective. If you are really concerned, you could use e-mail and require a return receipt (or voting button) to ensure people at least looked at the change.
 
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M

mzeeshanz

#12
Hi to all!

I have my existing Document Change Form, we are in a small company and I want a simple forms in asmuchas I could. The form that I have is a sort of request or approval for a certain change in the document or in a system.

Now, I want to make a Change Notice, it is a sequel to the form above wherein this form is Notice that the change is approved and is for implementation and the information desimination.

Do you have any similar form that i could get an idea of. Thanks alot.:rolleyes:
In my opinion if you are distributing the newly revised and approved document and at the same time retrieving the obsolete version back then there is no significant need to generate a document like "Change Notice" or to circulate approved DCF. The user of documents are generally equiped with enough commonsense to understand the changes, however, if there is a significant change, there might arise a need for a formal training or awareness session to properly communiate the changes.

ddunn have posted some good points......

"The change notice should include implementation information. If process change, is training required, new equipment, and so on. If design, are new parts required, what is the production impact, ....."

I think these points should be considered at the time of document review and approval. I have made some of these points as checklist builtin my DCF. Once a DCF is approved, I reviewed the approved changes and their impacts and planned accordingly. For example, if a training is required after a document change, a session is planned accordingly.

Regards:
M.Zeeshan
 
#13
The user of documents are generally equiped with enough commonsense to understand the changes,
If the document is a very simple one and the change is clearly indicated, true. However, many people are faced with having to read through pages and pages to find the change, through a side-by-side comparison. So they have to 'hang on' to their obsolete version until that's complete. Not very effective in my experience.

One other feature of using a DCR distributed with the change is that there can be some history as to why the document change occurred. Too many times, people are just given a document with 'here, this changed' and no reason. I for one, like to know a bit of background - as a courtesy - as to why a change was made!
 

Jim Wynne

Staff member
Admin
#14
If the document is a very simple one and the change is clearly indicated, true. However, many people are faced with having to read through pages and pages to find the change, through a side-by-side comparison. So they have to 'hang on' to their obsolete version until that's complete. Not very effective in my experience.

One other feature of using a DCR distributed with the change is that there can be some history as to why the document change occurred. Too many times, people are just given a document with 'here, this changed' and no reason. I for one, like to know a bit of background - as a courtesy - as to why a change was made!
I agree. :agree1: Understanding the rationale can be just as important as being aware of the change. Not only that, but it serves as a record of the progression of process improvements in many cases.
 
M

mzeeshanz

#15
If the document is a very simple one and the change is clearly indicated, true. However, many people are faced with having to read through pages and pages to find the change, through a side-by-side comparison. So they have to 'hang on' to their obsolete version until that's complete. Not very effective in my experience.
To deal with such cases, we have a standard practice. If there is any change in a multi-page document like procedure or manual, we change the font style of the changed text (Regular to bold-italic) for easy identification of the changed area.
 
J

jm1231

#16
In my case, for every latest changes in my manual (pertaining to what is written in my DCF), I will put a superscript of register sign character (circumscribe capital R) next to the changes. Then at the end page of my manual, there is a Revision History that explains the changes.

By the way, thanks for all your posts and inputs. I really appriciate your participation on my thread.

Actually, from the time I post my original question, I havent make any Document Change Notice until now because a lot of you is telling that I really dont need it and DCF will be sufficient. That is why I aint doing it at all.

Cheers =)
 
T

tomvehoski

#17
To deal with such cases, we have a standard practice. If there is any change in a multi-page document like procedure or manual, we change the font style of the changed text (Regular to bold-italic) for easy identification of the changed area.
But what do you do if you remove text?
 
T

tomvehoski

#19
How about this method? ;)

Stijloor.
I've seen that done before. I have worked in places that do that before in the past. Sometimes Often it can cause a document to become very confusing to the user who typically does not give a darn care what the old document said. It also becomes a word processing nightmare headache when you get to the third or later revision and have to start undoing all the old formatting.
 
J

jm1231

#20
I've seen that done before. I have worked in places that do that before in the past. Sometimes Often it can cause a document to become very confusing to the user who typically does not give a darn care what the old document said. It also becomes a word processing nightmare headache when you get to the third or later revision and have to start undoing all the old formatting.
Yes I agree. It is more confusing to read. What I am doing, the deleted part of the manual will be reflected at the end of the the page with my revision history I was telling before. Say: "Step 24 was deleted stating blah blah blah......." Then this will reflect also on my DCF during approval and review.
 
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