Our management wants us to work on documentation reduction

J

johnnybegood

#1
We started with ISO9001:1994 version where "do what you write and write what you do" was the focus. As such we have 21 documents for level 2 and over 500 documents of level 3.
When ISO9001:2000 comes about there is only 6 must have document and in fact during last year audit the auditor did commented that there is simply too many documents and our top management do agreed on that. :applause:
Now our management want us to work on documentation reduction.
I really dont have any idea how to start. Appreciate some advise. Should i start by converting the level 3 document into flow chart? Or do I start by retaining the 6 documents and the rest into flow chart?
 
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D

David Mullins

#2
for starters

Look at several levels of replication:

1. Where can I combine documents of like content? e.g. corrective action, preventive action, auditing, management review and control of nonconforming product as one possible combo. (forgive me for using such old terminology)

2. Do we have lower level doc's that repeat the content of higher doc's, but with more detail? If so, combine.

3. Can we replace doc's with control plans (inclusive of flow charts if you like)

Then look at redundancy:
What doc's are really not used and can be swallowed up somewhere else.
What different forms serve the same purpose (corrective actions, accident reports, suggestions, etc, etc.)
 
D

David Hartman

#3
Give consideration to developing an On-The-Job training curriculum for new-hires, personnel moving to new positions, or significant revisions to current processes and then convert your current text instructions to flowcharts, bullet lists, picture diagrams, videos, or whatever device necessary to "remind" the operators of the various steps.

At one company I worked at we took the WI count from 3700+ to just under 1300 (and never recieved another finding for "out dated documentation" on the production floor). We also found that the operators were using the new documents versus the prior versions that were nothing more than "proud words on a dusty shelf".
 
#4
johnnybegood said:
Now our management want us to work on documentation reduction.
Wow.... That is absolutley brilliant... and I think the two Davids offer excellent advice. Ok, you know your processes, right? How about a walkthrough, noting the information you need and use along the way? That will give you an idea of what is actually in use.

Getting rid of the dust collectors and duplicates should result in a very substantial reduction. That done, you will without a doubt be able to streamline the remainder by cutting away dead weight within the documents. In many cases you will probably find it easier to put the beast down and rewrite it from scratch.

/Claes
 
M

mshell

#5
My organization did the exact same thing some time ago. We started with the forms and simply ask the people responsible for completing them to identify any repetitive items. You will probably be amazed how often the same information is recorded in different documents. We were able to reduce our documentation a great deal.
 
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