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Systems Manuals

Business Topics

Documentation and Work Instructions

Developing effective work instructions
ISO 9000
Instructions that work
Organizing documents

Sample tax form
Form for tracking payroll
Process steps instructions
Trial documentation
Document alerts
Books on process documentation
More books on documentation

Transion From One Standard Version to the Next

Check out our site and references!
Many useful references can be found on our site and our book store.
Get training.
Learn all you can!

Take a training course if you can. If you work for a small organization on-line courses may be more feasible. A bigger organization may want to hold a course at their site so that multiple individuals can be trained and you will save on travel expenses and may be able to negotiate discounted rates.
Compare current system to standard new changes.
Compare the requirements. Create a table of old and new requirements. It will become apparent what changes you will need to make to update your management system. Table can be similar to the sample.
Develop implementation plan and implement.
A gap analysis can be done from the standard comparison and by adding few more columns you can develop an implementation plan. Another way to develop an implementation plan is to start with the current documented system and identify which documents and processes will be affected by the changes. Once you have a plan implementation will follow easily. You may want to use more sophisticated software Microsoft Project 2003 Standard if you are managing more than 100 documents.
Part of implementation plan should be a look at what requirements were eliminated. If the parts of your system were implemented for the purpose of these requirements only, you may be able to eliminate those parts of your system and streamline your documentation.
Train employees.

Training of employees is an important aspect of a successful transition. Resistance to change will not be an issue if employees are well informed and understand how the new requirements will help your organization get better. It is important during training to translate the standard lingo to the language used by your employees.
Perform self audits to the new version.
Perform internal audits to ensure that new requirements were implemented effectively. Make sure you audit new requirements, changed requirements and areas that may have been affected by the changes even though they did not have changes. Take preventive approach to auditing.
Fix audit findings.
Fixing the changes that may have resulted from the audit does not end there. Keep an eye on other management system indicators like increase in nonconformances, returns, customer or employee complaints. They may signal to you that something is not working yet. You may need to perform additional audit to trouble shoot for problems.
Registration Audit to the new version.
A registrar representative will test your implementation success. Getting nonconformances is not unusual after a major change in standard. Make sure that the changes you make as a result of an audit make sense for the organization.
Fix Audit Findings.
Fixes after a registrar audit are same as the internal audits. See "fix audit findings" above.
Get a
New Certificate!
Getting a new certificate and replacing it on the wall is not enough. Of course it's not the same as when you received your first certificate. Letting everyone know that they made another milestone is important. It also gives you an opportunity to toot your horn to your customer base.

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