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Make better use of your systems

Have been involved with some organisations that are very heavily into systems and procedures. There is a system and procedure for everything. It seems there is a procedure to follow for just about everything. There is probably a system and procedure for systems and procedures. You get my drift. This emphasis on systems and procedures seems to work well for these organisations. It suits their culture. If you would like to improve your use of systems and procedures, review this checklist and answer the questions: What needs to happen? What could we do better? • Key systems and procedures are defined, documented, discussed and followed. • We check that everybody is clear on how to follow key systems and procedures. • All team members have the required competence and confidence to apply key systems and procedures. • The consequences for self and others if systems and procedures are not followed are known and accepted as demonstrated by our behaviours. • The benefits of following the established systems and procedures are clarified and accepted. • We identify where systems and procedures are not being followed. • When identifying causes of why procedures are not followed, we look at both the system and the human factor. • We identify the things about systems and procedures that need improving. • We discuss and agree the purpose of the system or procedure to be improved or developed with those who are affected by it. • We all suggest better ways to do things. • The consequences on other relevant areas of changes to our systems and procedures are explored and factored in to those changes. • We discuss the best ways to implement improvements to systems and procedures. • We plan what has to be done to implement the agreed changes. • We involve those who will be affected by the changes in the planning process. • We implement and follow through with the agreed changes. • We acknowledge the efforts of people who act to make improvements or implement new changes. • We inform others of the reasons why the changes are being made. Changes to systems and procedures are incorporated into standard operating procedures. • Training in changes to systems and procedures is provided and evaluated during implementation. • Management do what needs doing to support these improvements to systems and procedures. • The impact of the change is reviewed appropriately. –Daniel Kehoe

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