Quality Progress - January 2016 - (Page 19)

BACK TO BASICS Best of FEBRU A 2013 RY BY TONY GOJANOVIC Minimizing Chaos Tips for managing your documents "CATASTROPHIC DOCUMENT failure" is what the auditor said when he saw the of white space sabotage an individual's come to mind. 2. Think trees. The most effective way cognitive ability to process information cardboard box on the table with papers to arrange the buckets is based on a tree- efficiently and effectively, and is unlikely flowering out of the top. like hierarchical structure. For example, to keep a reader interested past the title. How many times have we audited a Figure 1 shows a hierarchical classification Keep in mind: It's not just about conveying process and been met with an explosion scheme for classifying a work instruction. information, but also its meaning. This system of branching and forking 5. Document management. In a large reason to their organization? How often is a highly effective and flexible method organization, there may be many levels of have we found ourselves looking at myriad of classification. Using ideas of pruning document or information use and develop- electronic spreadsheets or documents, and splicing, smaller trees can be joined ment. Authorship of documents may fall each containing a mysterious fragment of to larger trees or larger trees thinned into on many individuals' shoulders rather than information? simpler processes. a few technical document developers. of paper and documents with no rhyme or 3. Centralization. The least value- A small group or an individual must be control and management. But applying added activity is to have documents or responsible for managing document clas- these basic principles can help transform a information in different locations, whether sifications, numbering, archiving, revision nightmare into a well-managed system. it is file cabinets, shoe boxes or on some- control, document consistency, author one's hard drive. education and overseeing information Much has been written about document 1. Classification. Organization of a document system begins with creating One of the biggest failures related to doc- access. Without centralized control and "buckets" for information. The fundamen- ument systems is being unable to find what group oversight, junk will be created and tal tool for managing complexity is break- you need in a timely and accessible manner. stored haphazardly, and will eventually ing a complex system down into smaller Today's electronic collaboration platforms, destroy the credibility of the best docu- logical pieces that can be managed. with their ease of configuration and array of ment systems. The true test of a document system is What are the current document pieces development tools, make it possible to have that compose your system? Standards, test a centralized documentation system that is how well documents enable an organiza- methods, policies, work instructions and reliable and readily accessible. tion to function efficiently and thrive. Just procedures are some "bucket" labels that 4. Clarity. Clarity of delivered content Hierarchical classification scheme / FIGURE 1 as your household must be organized and will help create man- clean, so must a document management ageable and effective system. QP user-oriented documents. Simple, short, grammatically correct and to-the-point language arranged in a graphically pleasing BIBLIOGRAPHY Booch, Grady, Object Oriented Designs With Applications, Benjamin/Cummings Publication Company, 1991. Pink, Daniel H., A Whole New Mind: Why Right Brainers Will Rule the Future, The Berkley Publishing Group, 2006. Tucker, Alan, Applied Combinatorics, fifth edition, New York, John Wiley & Sons, 2007. manner using bullets and tables goes a long way. Long paragraphs, poor grammar, undefined acronyms, tiny fonts, overuse of TONY GOJANOVIC is a statistician at MillerCoors in Golden, CO. He has a master's degree in statistics from the University of Colorado in Denver and is a member of ASQ. color and poor use January 2016 * QP 19

Table of Contents for the Digital Edition of Quality Progress - January 2016

According to Plan
Solid Proof
Use Your Head
Stakeholder Management 101
Customer Delight
All About Data
Eight Simple Steps
Minimizing Chaos
Take Note
Pyramid Scheme
Assessing Failure
Which Six Sigma Metric Should I Use?
Turning ‘Who’ Into ‘How’
In the Beginning
Outputs and Outcomes
That’s So Random—Or Is It?
Understanding Variation
Improving a System
Putting It All on the Table
Know the Drill
It’s Fun To Work With an F-M-E-A
Solve Problems With Open Communication
Tell Me About It
Separate the Vital Few From the Trivial Many
To DMAIC or Not to DMAIC?
Breaking It Down
Smart Charting
1 + 1 = Zero Defects
QFD Explained
Curve Your Enthusiasm
Make a Choice
What Is a Fault Tree Analysis?
Successful Relationship Diagrams
The Benefits of PDCA
Creative Combination
Return on Investment
The Art of Root Cause Analysis
Why Ask Why?
Get to the Root of It
Checks and Balances
Calculated Risk
Sufficient Evidence
Sample Wise
Clearing SPC Hurdles
Supplier Selection and Maintenance
Team Advantage
Building a Quality Team
Plan Experiments to Prevent Problems
Substantiation Test
Training Day

Quality Progress - January 2016

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