登录查看更多内容

What are the most effective ways to review and update administrative process documentation?

由人工智能和领英社区提供技术支持

Administrative process documentation is a valuable tool for supervisors to ensure consistency, efficiency, and quality in their operations. However, it can also become outdated, inaccurate, or irrelevant over time, leading to confusion, errors, or non-compliance. Therefore, supervisors need to review and update their administrative process documentation regularly and effectively. In this article, you will learn some of the most effective ways to do so.

此文章中的业界达人

由社区从 6 条内容中精选。了解更多

Maricar Cruz

Document Controller at Huawei for Implementation of Telecommunication Wide Area Network of Qatar
Olivier DIAS

Directeur de Mission en fiscalité digitale chez Fidal

1 Identify the scope and frequency of review

To review and update your administrative process documentation, you need to first identify the scope and frequency of your review. The scope includes documents such as policies, procedures, manuals, forms, checklists, or templates. The frequency indicates how often you should conduct the review, such as annually or quarterly. When determining the scope and frequency of your review, there are several factors to consider like the complexity and importance of your processes, the frequency and magnitude of changes in your processes, the feedback from staff, customers, or stakeholders, and any legal or regulatory requirements for your processes.

添加您的观点

Maricar Cruz

Document Controller at Huawei for Implementation of Telecommunication Wide Area Network of Qatar
举报内容
Startup companies as well as industry giants will highly benefit if the Administrative Procedures are in place from the initial stage of the business. Identifying the scopes are essential to categorize based on different departments and their requirement. Policies & procedures shall be reviewed biyearly to check its effectiveness & areas of improvement. The above criteria shall be aligned with the feedback received from staff under the specific policy. Their feedback must be reviewed, studied & considered. I had been to a couple of companies that frequently change their policies based on the new management, whilst it is understandable, I believe that there are policies that should not be revised especially if it benefits the majority.

已翻译

赞

2 Gather and analyze relevant data

The second step to review and update your administrative process documentation is to gather and analyze relevant data that can help you assess the performance, effectiveness, and efficiency of your processes. This data can be quantitative or qualitative, such as metrics and indicators of process outcomes, reports and audits of process compliance, or input from process owners, users, or experts. To collect, organize, and analyze this data, you should use appropriate methods and tools, such as surveys, interviews, observations, flowcharts, diagrams, or software.

添加您的观点

Olivier DIAS

Directeur de Mission en fiscalité digitale chez Fidal
举报内容
L'établissement d'une documentation est un process qui peut être long si on veut bien faire les choses. Par exemple l'établissement d'une documentation de Piste d'Audit Fiable (PAF) nécessite de croiser beaucoup de données, de rassembler les documentations internes existantes, d'interviewer les différents acteurs sur le process de facturation, et de tester les données de l'entreprise pour s'assurer que les process en place soient respectés...

已翻译

赞
Maricar Cruz

Document Controller at Huawei for Implementation of Telecommunication Wide Area Network of Qatar
举报内容
Administrative procedures are the backbone of companies & must be considered a live document. It must be reviewed, revised & reimplement based on the current situation, feedback, research & KPIs. To ensure fair & unbiased finality of the procedures, the company must use methods that will encourage staff to provide honest & clear feedbacks by anonymity. Second is by routine SOP examination to check the knowledge/awareness of each employees. By doing these, the Admin Manager can visualize & get a clear understanding of the current situation of the team.

已翻译

赞

3 Identify and prioritize improvement opportunities

The third step to review and update your administrative process documentation is to identify and prioritize improvement opportunities based on your data analysis. Improvement opportunities are gaps or issues that can affect the performance, effectiveness, or efficiency of your processes. To identify and prioritize these opportunities, you should employ a systematic and objective approach. For example, you could use a problem-solving technique like the 5 Whys, fishbone diagram, or root cause analysis to determine the causes and effects of your gaps or issues. Additionally, you could use a prioritization matrix such as the impact-effort matrix, the Eisenhower matrix, or the Pareto chart to rank your improvement opportunities based on their impact and effort.

添加您的观点

4 Implement and document changes

The fourth step to review and update your administrative process documentation is to implement and document changes based on your improvement opportunities. This could involve modifying, adding, or deleting steps, tasks, roles, responsibilities, or resources in your processes. When doing so, it's best to use a project management approach. This should include developing a project plan that outlines the objectives, scope, timeline, budget, risks, and stakeholders of your changes. Additionally, you should communicate and consult with staff, customers, and stakeholders about the changes and their benefits. Furthermore, updating and revising your administrative process documentation is key to ensure clarity, accuracy, and consistency. Finally, training and coaching staff on the new or revised processes and documentation is essential.

添加您的观点

Olivier DIAS

Directeur de Mission en fiscalité digitale chez Fidal
举报内容
L'établissement d'une documentation n'est que la première marche. Les process évoluent régulièrement en entreprise, une mise à jour régulière est donc indispensable. C'est également le cas bien sur des documentations requises par les différentes administrations (Piste d'Audit Fiable, Documentation de Prix de Transfert...)

已翻译

赞

5 Monitor and evaluate results

The fifth step in reviewing and updating administrative process documentation is to monitor and evaluate the results of your changes. Results refer to the effects or impacts of your changes on processes and the organization. To measure results, you should use a performance measurement approach, such as establishing and tracking key performance indicators (KPIs) that measure quality, timeliness, cost, or customer satisfaction. Additionally, feedback and satisfaction surveys from staff, customers, or stakeholders should be conducted and reviewed. Lastly, you should compare and benchmark your results with your previous performance, goals, or best practices.

添加您的观点

6 Celebrate and share successes

The sixth and final step to review and update your administrative process documentation is to celebrate and share your successes. Acknowledging the contributions, efforts, and improvements of your staff, as well as sharing the results, learnings, and best practices with peers, managers, or other departments is a great way to recognize success. Moreover, it's important to take the time to celebrate and enjoy your achievements and the positive impact of your changes on your organization.

添加您的观点

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

添加您的观点

Maricar Cruz

Document Controller at Huawei for Implementation of Telecommunication Wide Area Network of Qatar
举报内容
As part of the workforce, I believe that having an effective and established Administrative Procedures are a key factor on how new joiners, career starters and stand-alone staff will navigate their workaround during their first few months in a company. That will be their handbook, their fundamentals, their way of grasping how their company operates and how these procedures will protect them.

已翻译

赞
Olivier DIAS

Directeur de Mission en fiscalité digitale chez Fidal
举报内容
Attention également aux croisements entre différentes documentations. Des documentations établies en silo font courir le risque de contradictions entre plusieurs documents. Cela peut être problématique en interne, comme en externe. Par exemple, une documentation de Piste d'Audit Fiable qui serait "parfaite" et un Fichier des Ecritures Comptables truffé d'erreurs en matière de TVA attireraient immanquablement l'attention de l'administration fiscale.

已翻译

赞

Supervisory Skills

+ 关注

给文章评分

我们借助人工智能创建了此文章。您认为这篇文章怎么样？

很棒不太好

举报此文章

查看全部

What are the most effective ways to review and update administrative process documentation?

1

2

3

4

5

6

7

1 Identify the scope and frequency of review

2 Gather and analyze relevant data

3 Identify and prioritize improvement opportunities

4 Implement and document changes

5 Monitor and evaluate results

6 Celebrate and share successes

7 Here’s what else to consider

Supervisory Skills

给文章评分

感谢您的反馈

更多Supervisory Skills相关文章

更多相关阅读内容

What are the most effective ways to review and update administrative process documentation?

1

2

3

4

5

6

7

1 Identify the scope and frequency of review

2 Gather and analyze relevant data

3 Identify and prioritize improvement opportunities

4 Implement and document changes

5 Monitor and evaluate results

6 Celebrate and share successes

7 Here’s what else to consider

Supervisory Skills

给文章评分

感谢您的反馈

查看其他技能