A “standard”, whatever its form (visual management, procedure, guide, operating procedure, etc.), is an essential element of the quality documentation system. It can be a document, a process, a method or a rule that allows us to eliminate certain problems and make everyday tasks more efficient.
The goal is to have a reference and/or a starting point that indicates the best way to proceed (known to date), and a guide containing what is strictly necessary to meet the needs of users. The standard describes the key points of operation and, as it is enriched, gives indications for dealing with cases that arise: areas for improvement, dissatisfaction or internal malfunctions, etc. The standard, provided it exists, must be “questioned” in the first place to quickly diagnose problems.
For this purpose, use the tool referred to as “I have a problem, is there a solution?” . The advantage of this tool is that it acts as a “filter” and serves to promptly dismiss complex problems from common malfunctions whose causes are known or easy to identify. For each problem reported, the best way to proceed is to consult this “filter” immediately in order to define its nature and whether or not it requires an in-depth analysis. Bear in mind that more than 70% of problems passed through the filter can be solved by creating, improving or recalling the standard.
How? Once the problem statement is well formulated, use the tool “I have a problem, is there a solution?” to answer the 4 questions successively. For shortcomings identified (i.e. “no” answers at each or several levels of the filter), list and implement the corrective actions indicated. Only launch the in-depth root cause analyses if the standard, while being met, remains insufficient to permanently eliminate the problem.
By using this filter, standards are challenged, adapted and enriched as and when necessary, and staff are systematically trained on the latest update.