[30-Day OJT Note | Day 17] Procedure Manuals Must Include a 'Maintenance System'
For those who, after getting used to the work at their dispatch assignment, were told to 'teach the new temp' and ended up having to do everything on their own.
This is written for you, who may feel anxious because you have nothing to compare your methods against to see if they are correct.
A procedure manual is not finished once it is created.
Because work flows and systems change daily, a procedure manual that is not updated will quickly become obsolete.
1. A procedure manual that is not updated will 'stop being used'
The most problematic situation is when 'there is a procedure manual, but the content is old, so it's useless in the end.'
When this happens, new employees get confused and eventually have no choice but to 'ask someone'.
It is important not just to create procedure manuals, but to keep them updated and useful.
2. Create it with updates in mind
• Leave margins so you can add notes by hand
• Include the version number and update date in the top right
• Keep a record of revision history
By making these adjustments, you can treat it with the ease of knowingyou can just fix it later.
3. Make the update system 'something anyone can do'
If only specific people can make revisions, updates will stop.
• Establish a rule within the team thatanyone is allowed to make corrections
• Decide on an update person-in-charge on a monthly basis
• Write changes in a shared notebook or on a bulletin board
By incorporating it into the system this way, the procedure manual will be maintained naturally.
4. Decide on the timing for updates
Just 'fixing it when a problem occurs' is not enough.
• Before a new employee joins
• During quarterly work reviews
• After major system changes
By deciding on regular review times like these, you can keep the procedure manual fresh.
Summary for today
• If a procedure manual isn't updated, it won't be used
• Create it with updates in mind and include features that make it easy to revise
• Create a system where anyone can update it
• Decide on regular review times
Thank you for reading until the end.
🔥 Day 17: Set your pace and move forward.
Your accumulation is already becoming your weapon.
📖 Previous article →I thought about 'How to create a work procedure manual ②: Examples and formats'.
▶ Next article →I will think about 'How to make use of checklists'.
In this series, I have compiled 30 days' worth of small tips useful for daily OJT.
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