Developing Effective Systems and Procedures

Clear Picture - Required Outcomes

The primary reason for implementing systems is to provide consistency and therefore predictable quality of outcomes. It also establishes the means for day-to-day operational activities to manage themselves, leaving managers with the time they need to deal with exceptions and to work on business development. A system is basically a set of rules for processing information and facilitating decisions.

The other major benefit of developing and documenting systems and procedures is that it helps to personality–proof the business. It reduces the level of dependence on particular individuals by downloading their knowledge and documenting it so that it can be shared with others and become corporate knowledge rather than individual knowledge.

Ineffective systems usually lead to having dissatisfied customers because the level of service and quality is unpredictable. It usually means that staff are frustrated and demotivated because every task becomes a unique challenge rather than an established process with known outcomes.

Good systems have a number of key characteristics:

• They are documented. 
• There is some level of automation in data capture and processing information.
• They are not reliant on individual knowledge.
• They operate in a predictable and timely manner.
• They provide guidance in routine decision making.
• They improve efficiency and reduce costs.
• They accommodate the ability to measure performance.

Our approach to implementing effective systems and processes starts from establishing a clear picture of the required outcomes, assessing the current position and then developing the logical, step-by-step processes required to consistently achieve the outcomes required. Incorporating the input from the people at the coal face who work with the processes on a day-to-day basis is also a key element of our methodology.

We will also advise on the relevance and implications involved with having the systems that relate to Quality Assurance and Occupational Health & Safety accredited to the relevant standards.