Review of Operating Procedures
Background
Following an individual’s unfortunate oversight which could have incurred significant financial cost, damage to the company’s reputation, material damage or even personal injury or worse, VJA were appointed to provide an independent review of the company’s procedures to make recommendations to minimise such an issue re-occurring.
Consultancy Action
VJA visited multiple operational sites where they met with all the Contract Managers. Open discussions were permitted without any fear of repercussions. In addition, meetings were held with other departments i.e. Health and Safety to understand the rest of the business works and avoid duplication of work.
As a result of these visits / meetings several areas were identified which could be improved, however it was agreed that these actions must be realistic and not too onerous on the business.
Outcome and Recommendations
- Production of a flowchart to encourage lateral thinking and trigger questions.
- The flowchart will then direct you to a more detailed set of questions relevant to a more specialise subject.
- A formalised and documented review of the project which is continued re-visited and updated as the project progresses.
- Introduction of a more formalised Project Risk Register, including how those risks are to be mitigated.
- Recommendation for more detailed induction process for new starters and a Training Matrix to be developed for each position.
- Promote a ‘Just Ask’ culture without fear of repercussions.
- Production of a documented Authority Matrix which includes spending limits and who can recruit or dismiss staff.
- Recommendation of a more robust ‘On-boarding Process’ of the Approved Suppliers. This would also highlight when their insurances for example were due to expire.
- Recommendation to include Greater Collaborative working / Stakeholder Involvement.
- The new documents are to be incorporated into the companies Quality procedures and reviewed on a regular basis.
Conclusion
Following the review a detailed report was presented and in short:
- The actions of the Senior Management within this company were commendable, by responding in a prompt and responsible way to a potentially bad situation.
- The culture within this business is very friendly, welcoming and supportive with a willingness to deliver the best possible project.
- It was clear that their established employees were knowledgeable and competent in what they do on a regular basis however occasionally may just need to pre-empt the unexpected and acknowledge when to ask for help and support.