Personal Notes on Production Floor vs. Documented Work Instructions

F

Fenway Frank

#1
Howdy folks. I've referenced The Cove many times, but this is a first-timer post.
I performed an internal audit of my production floor the other day. I found some personnel referencing personal notes to do some jobs (such as starting a machine, mixing marking ink, etc.). My company has documented work instructions for these tasks, and the instructions are readily available. Interestingly, the notes were right on track with the documented instructions. Is this a nonconformance?

Thanks, and I look forward to the responses and discussion.
 
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Wes Bucey

Quite Involved in Discussions
#2
Re: Personal Notes on Production Floor

My suspicion is the company work instructions are written in more stilted language than the notes written by operators. Comparing one against the other would give a possible opportunity for improvement comment by the auditor (i.e. change the company document to more "readable" language.)

In terms of nonconformance, I see no difference between referring to one's personal notes versus referring to one's personal memory on how to perform a task - neither being a nonconformance if it fits with the approved method.
 

Sidney Vianna

Post Responsibly
Staff member
Admin
#3
Re: Personal Notes on Production Floor

Is this a nonconformance?
As the notes basically serve as memory aids and they don't contradict the "official" process instructions, I would not be too concerned with it.

But, then, I would try to ascertain if the "official" instructions are revised from time to time and inquire the operators about updating the sticky notes, when and if necessary, so they are kept in agreement with the process documentation. Also, would ask how the operators get notified of revision to those documents, when that happens. If the operators get no notification, there is a strong concern for a potential mismatch between the notes and the work instructions in the future.
 

Big Jim

Super Moderator
#4
Re: Personal Notes on Production Floor

I'm sure you will get a lot of response here. There are many that feel that such notes are inappropriate as they are in use and the users feel they are necessary. There are others that won't go that far. This thread is likely to become as controversial as the thread a while back on the need to calibrate tape measures.

I'm going to grab a bag of popcorn and sit back to see what people think.
 
N

Neil V.

#5
Re: Personal Notes on Production Floor

My suspicion is the company work instructions are written in more stilted language than the notes written by operators. Comparing one against the other would give a possible opportunity for improvement comment by the auditor (i.e. change the company document to more "readable" language.)

In terms of nonconformance, I see no difference between referring to one's personal notes versus referring to one's personal memory on how to perform a task - neither being a nonconformance if it fits with the approved method.
:topic:

I'm consistently impressed with the clarity of thought displayed by many of the folks here. :thanks:
 

SteelMaiden

Super Moderator
Super Moderator
#6
Re: Personal Notes on Production Floor

I will join the camp asking why the operators feel the need to use personal notes instead of the work instructions. I (this is my own opinion, take it for what it is worth) always tell my guys when they ask if they need a work instruction: If you are working from handwritten notes to get the job done, you should probably just go ahead and turn those notes into a work instruction.:2cents:
 
B

BadgerMan

#7
Re: Personal Notes on Production Floor

I will join the camp asking why the operators feel the need to use personal notes instead of the work instructions.
Agreed. It sounds like the work instructions could be lacking some detail.
 
S

Sorin

#8
Re: Personal Notes on Production Floor

I will quote myself from an old thread:

On the side of knowing all by heart and there is no need of procedures: worked (a few years ago) with a setup-man that knew all the set-ups by heart, never looked at a drawing.

First mistake: we had a change in design due to a customer request. Just so you know every change in design was communicated at all levels. So he knew when the change was made. But...o/c he did not look at the drawing when he had to do the set-up.
Result: 4500$ scrap.
2nd mistake: He was absent (vacation). On of the parts that was exclusively his domain was made (set-up) by another setup-man. To the drawing. Surprise: the part was not good,. And it was to the drawing. He did some adjustments without telling. And every time he did the set-up with his adjustments without informing anyone.
and the thread in question: IMO our people don't need to read manuals or procedures and document changes to them
 

hogheavenfarm

Quite Involved in Discussions
#9
Re: Personal Notes on Production Floor

My concern here is that if work instructions are available, (and controlled), and these instructions are changed or modified, does the operator continue to work off his "old" instructions? In my experience, yes, they do. I personally dont allow these type of notes on the shop floor for this reason.
 

Sidney Vianna

Post Responsibly
Staff member
Admin
#10
Re: Personal Notes on Production Floor

I will join the camp asking why the operators feel the need to use personal notes instead of the work instructions.
A possible answer: efficiency and expediency. If an operator has to flip through several documents in a binder, until he finds the table or set up instruction he needs, that is unproductive time.

If we punish people for trying to be efficient and tell them they can have no memory aids, we are doing our organization a disservice.

The obvious concern, as already mentioned, is the risk of the notes not being updated when necessary. But that risk can be managed and mitigated. Disallowing aids is a counter productive measure, in my opinion.
 
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