Electronic Documents and Forms - How can I ensure forms are entirely completed?

D

dbulak

#1
Documents

Since our documents are "self prompting"-no written requirements on how to fill them out, what should happen when part of it is not filled out or signed? Need thoughts from other people who may have come across the same situation.
 
Elsmar Forum Sponsor
#2
dbulak said:
what should happen when part of it is not filled out or signed?
I don't know what format your documents are written in, but the best way is to make certain that the documents are self prompting to the extent that they simply cannot be saved, submitted or whatever if crucial information is missing.

/Claes
 

SteelMaiden

Super Moderator
Super Moderator
#3
Claes Gefvenberg said:
but the best way is to make certain that the documents are self prompting to the extent that they simply cannot be saved, submitted or whatever if crucial information is missing.

/Claes
Yes, if we are discussing electronic documents, you can usually make some fields "required" and some optional. Maybe if you are really good, you can make the blank optional fields show n/a or ------ through them? For handwritten records, it is just training and making sure that through the learning process, someone with some experience looks the records over and helps to remind the new guy.
 

RoxaneB

Super Moderator
Super Moderator
#5
As CarolX pointed out....train, train, train! :whip:

Over time, I have noticed our forms being completed better and better - as they become a way-of-life around here and not some ISO-document.

Promote the forms as part of the system...a cornerstone of the foundation...not as documents to be filled in because of ISO.

That being said, it is still part of my routine during "month end" to review the system and look for inconsistencies. There are always a few items that have been missed, usually due to other priorities and not because of a deliberate neglect.

Occasionally, I also "forget" to review aspects of the system for a month. The next month usually results in a few more stragglers than if I had done my regular monthly review, but nothing to serious.

My recommendation would be to add a review process to your routine. Send out private emails to the individuals who need to tie up the loose ends on their forms. If, a few weeks later, the ends are still loose, email again but include the next level of supervision. After a few emails that include their bosses, people also start paying more attention to the details. :D

It's not a route I enjoy taking and sometimes I feeling like an overpaid babysitter, but at the same time, it provides me with an excellent opportunity to quickly see the "health" of the system and provide areas for me to focus on.
 
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