Updating Procedures because they are bland and wordy

K

k2tall77

#1
Hello Everyone!

I have been reviewing our procedures for our company that pertain to our QMS and was informed that they need to be updated because they are so bland and wordy. How would be the best way to do so?
Thank you!
 
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ScottK

Not out of the crisis
Staff member
Super Moderator
#2
Re: Updating Procedures

That's not a whole lot of information to go on...Think you could post one that "needs" revision - taking out company references and proprietary stuff of course. I'm sure you'd get a a lot of constructive criticism.

Two things to consider:
1) Flow charts, rather than outline style written out processes
2) Visual work instructions utilizing photos to show process steps.

Almost all of my procedures and work instruction utilize one of those two formats.
 
T

Ted Schmitt

#3
Re: Updating Procedures

Hello Everyone!

I have been reviewing our procedures for our company that pertain to our QMS and was informed that they need to be updated because they are so bland and wordy. How would be the best way to do so?
Thank you!
Who said they needed to be update and where "bland and wordy" ?
 

bobdoering

Stop X-bar/R Madness!!
Trusted Information Resource
#4
Re: Updating Procedures

I have been reviewing our procedures for our company that pertain to our QMS and was informed that they need to be updated because they are so bland and wordy. How would be the best way to do so?
You might want to benchmark what your procedure's critics feel is an example of not "bland and wordy". Many folks like to clarify the logic with flow charts and turtle diagrams (others are disturbed by them). They may have some examples from training books or equipment instructions.

Let's face it, you are not likely to make them exciting enough to end up on E! cable channel - it is the nature of the beast. Also, you don't read them every day - much like you don't read a dictionary every day. You just need to know that when they are read they are complete and understandable so that the reader can complete the activity correctly.
 
K

k2tall77

#5
Re: Updating Procedures

My boss suggested that they be updated because it has been a few years since the last time they were updated.
 
K

k2tall77

#6
Re: Updating Procedures

True......Thanks for the advice! IF they end up on E! cable channel...you will be the first to know....ha ha!!
Have a great day!
 

bobdoering

Stop X-bar/R Madness!!
Trusted Information Resource
#7
Re: Updating Procedures

My boss suggested that they be updated because it has been a few years since the last time they were updated.
Now that's typically a good idea...it is a good time to capture any "continual improvements". If you are doing a lot of changes, you might want to look at your document control system. After all, an effective system should be up-to-date for the most part.

Do some "focus group" evaluation - ask the users what they think of the procedures. From their comments, shake the chaff from the wheat and plug in their ideas.

Good luck!
 

howste

Thaumaturge
Super Moderator
#8
Hello Everyone!

I have been reviewing our procedures for our company that pertain to our QMS and was informed that they need to be updated because they are so bland and wordy. How would be the best way to do so?
Thank you!

Any time you write (or rewrite) a procedure document you need to consider several things:
  • Who are the intended users of the document, and what level of competence do they have?
  • What is the intended outcome of the process the document is controlling?
  • Do you understand the process enough to be able to draw a flow diagram of it? If not, don't even attempt it until you get the understanding, or maybe have a process owner write the document...
  • What information will be used most frequently?
  • What information doesn't need to be in the document? Cut out the fluff.
  • How can you give the user the information they need as quickly as possible so they can get back to work?
I'm sure there are many others that I could list, but that should get you started.
 
T

Ted Schmitt

#9
Re: Updating Procedures

My boss suggested that they be updated because it has been a few years since the last time they were updated.
Not wanting to go against continual improvement, but just because a procedure or WI has not been updated in X amount of time does not make it NECESSARY to update it.... I have documents in my QMS that have not been altered in 5 - 10 years. Revision yes (during internal audits for example), alterations/changes maybe not....

Just playing devils advocate here...:notme:
 

bobdoering

Stop X-bar/R Madness!!
Trusted Information Resource
#10
Re: Updating Procedures

Not wanting to go against continual improvement, but just because a procedure or WI has not been updated in X amount of time does not make it NECESSARY to update it....
Technically, that is true. But, if they do not have layered audits, internal audits or other ongoing checks that verify that the activities and procedures match, I am guessing they have a strong gut feeling that there is a need for a review (whether there is an update or not). I will give the boss credit - many would not have even had anyone spend time on the procedures unless an audit finding put a gun to their head. Kudos to the boss. :agree1:
 
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