Quality Progress - January 2016 - (Page 19)
BACK TO BASICS
BY TONY GOJANOVIC
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
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
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
scheme / FIGURE 1
as your household must be organized and
will help create man-
clean, so must a document management
ageable and effective
user-oriented documents. Simple, short,
language arranged in
a graphically pleasing
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
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
Use Your Head
Stakeholder Management 101
All About Data
Eight Simple Steps
Which Six Sigma Metric Should I Use?
Turning ‘Who’ Into ‘How’
In the Beginning
Outputs and Outcomes
That’s So Random—Or Is It?
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
1 + 1 = Zero Defects
Curve Your Enthusiasm
Make a Choice
What Is a Fault Tree Analysis?
Successful Relationship Diagrams
The Benefits of PDCA
Return on Investment
The Art of Root Cause Analysis
Why Ask Why?
Get to the Root of It
Checks and Balances
Clearing SPC Hurdles
Supplier Selection and Maintenance
Building a Quality Team
Plan Experiments to Prevent Problems
Quality Progress - January 2016