E the scope of the tasks should be specified in

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Unformatted text preview: ing: instructions and orders, judgements, and the drafting of reports. g. The procedures for carrying out random checks, and periodic reviews and revision of task criteria should be determined. h. The personnel concerned should check for duplication and omission of interdepartmental tasks. i. The task criteria should be simple and easy for employees to understand. 5. When deficiencies are found in the task criteria they should be revised and updated: a. The personnel concerned consult with each other and quickly carry out revisions. The revisions are then approved by the related departments and distributed. b. Department managers quickly communicate the revisions to subordinates to ensure that they know what exactly their tasks are. Establish rules for the periodic review and, when necessary, revise task criteria; always keep written records of changes. Define the responsibility and authority of each employee 6. Each employee must know exactly what authority and responsibility they have. Management should draw up rules which will clearly define this for the job of every member of every department. They should also prepare plans and define responsibilities for emergencies. (Authority is where someone has been officially given the right to do something, to make a decision, or to give instructions. Responsibility is where someone is given the duty of carrying out a task or seeing that it is carried out. Authority and responsibility often go together but not always.) 7. The rules for job authority are drafted in two different documents. One gives the general rules which apply to the whole company. The other gives the department specific rules which differ according to position and workplace. These may be integrated in smaller companies. The general company-wide rules may be introduced by the general administration department. The rules are subject to consultation and review by the related departments, and are approved by the board of directors before being enforced. Rules should be reviewed periodically. 8. The rules for job authority document the scope of responsibility and authority for the job of every employee of every department throughout the company. They describe how the Unit 2 - Chief Executive Officer: Ensuring Quality 10 A Roadmap to Quality 05-87581_unit 2.qxd 09/09/2005 11:33 Page 11 employees doing each job should be managed, and prepare plans and define responsibilities for emergencies. Figure 3.3b Rule for job authority Figure 3.4a Rule for job authority: acceptance inspection Figure 3.4b Rule for job authority: soldering work 9. Management should check from time to time whether the rules for job authority are being enforced correctly. It should put the results in writing and distribute them to the personnel concerned. A special audit should be made of certain functions, especially finance, personnel management, safety, preventing public nuisance, and avoiding damage to the environment. When such an audit is requested by inhouse employees or outside stakeholders it should be carried out promptly, documented, and a report written up. 10. Note in particular that: a. The authority for payment of money should specify the maximum amount that this authority covers. b. The authority for personnel management and for imposing penalties should be minimized in order to maintain good relationships in the workplace. Set up a company standardization system 11. Company standards set out the correct procedures for the purchase, manufacture, inspection, control, and sale of materials, parts and products. You should set up a company standardization system, managed by a quality control promotion unit, to ensure that standards are established correctly for all the tasks in your company, and that standardization becomes firmly rooted. To do so: a. Establish rules that specify the procedures for writing, reviewing, approving, distributing, and implementing original drafts, and for documenting these in a way that is easy to access. b. Document jobs and tasks in the order of the actual work flow and summarize all the relevant issues. Have these drafts reviewed by a review committee. c. Be sure to harmonize department specific rules with rules of a higher level, such as company-wide rules. d. Establish rules for the periodic review of standards, and revise and abolish those that are no longer appropriate. e. Keep rules and standards as simple as possible, and the number of them as low as possible. Figure 2.2b Organization for standardization (See Unit 8 for detailed guidelines on standardization.) A Roadmap to Quality 11 Unit 2 - Chief Executive Officer: Ensuring Quality 05-87581_unit 2.qxd 09/09/2005 11:33 Page 12 Discussion The following questions ask you to think about how the ideas in the text could be applied in your company. Some of the ideas may not be relevant to you. Concentrate on those that are relevant. Keep notes of your conclusions – you will need them to prepare your Action Plan afterwards. Where appropriate ask yourself the RADAR questions. Note:...
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This note was uploaded on 10/07/2013 for the course MKT marketing taught by Professor Anamika during the Spring '12 term at Punjab Engineering College.

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