Production workers not filling out forms correctly

Hi All:

I was hoping someone could help me, I am struggling a little with production workers filling out forms correctly ie. not leaving gaps, not signing their initials, not writing the date.

Does anyone actually have a written procedure to enforce this, would this be an idea?

How can I really clamp down, to make sure everyone understands the importance.

Thanks

Hi,

I had similar difficulties when I first started with my present company and i'm sure you are not alone on this. I have implemented a bar chart as a way of measuring all of the operators performance for each shift. This was done for both evening and mornings. I would bring it to our meeting every week and we would coach the relevant staff using this tool. We seen a decrease every single week and percentages went down.

We have seen significant progress over the past year with little or no errors occuring now. There will always be one or two who wont comply anywhere you go but there is ways of dealing with that to.

This is a very common problem.  I would do a small training course about the importance of records and how to complete them properly and include examples of badly filled out records and good examples.  Once everyone is clear on the requirements back it up by carrying out regular audits of records on the shop floor.  I found this works.

There is no easy solution. However, a regime whereby production records are checked during and as a minimum at the end of the shift by a competent supervisor/manager (verification) and any gaps are brought to the attention of the individual immediately. Where there is a repeat offender then they should be disciplined according to the company's labor policies.

These policies should be clearly defined by the management and made known to employees. It should in fact be a condition of employment that authentic records are maintained as required by employees without exception. Senior management should take this issue seriously and you will need their support to address the issue.

George

Document your procedure for record completion - with good/bad examples

Training - with good/bad examples

Supervision - with checks throughout the shift, not just at the end

Discipline - if problems persist

Regards,

Tony

Training and discipline is what I have used in the past.  I include a documentation training with our GMP training, which includes a blurb about the consequences of falsification and repeated deficiencies.  It is a part of their job description and therefore we are able to hold them accountable if they do not fulfill this requirement. 

Thank you everyone, very helpful advice. I will get to work on it.. :happydance:

Indeed. Very helpful advice. 

Train employees on the requirements. Explain "Why" it's important. Show examples, Enforce via supervision.

When implementing change, I find that long term employees are often like children, always asking "WHY". "Because I say so" is not the best option. 

I'm currently dealing with this issue, and if the supervision are not onboard, or worse yet, are guilty of the same infractions, it makes the job harder.

Marshall

Support from production management is a key part of this. We trained, retrained, had QC people pointing out issues to operators etc. When our plant manager started taking disciplinary action when he saw a record keeping issue things turned around in a hurray. Today mistakes on the records are extremely rare for us and when operators realize they have made an inadvertent mistake -- write overs, scratch outs instead of single line corrections, etc. they will contact QC to see how they can "fix" it.  It has become so ingrained now that we see single line and intitialed corrections on notes and other odd bits of written paper that are not part of the quality management system.

One often herd cry from operators is they don't have time due to the pressure for output.  If the mindset in the factory is efficiency over quality then it is true.  The tone is set by the leaders and they need to say clearly and consistently...yes of course speed, efficiency and productivity are vital, but NEVER at the expense of quality or safety.  Operators should be encouraged to stop a job if they have a concern for quality or safety.

I've been fighting this recently at my new position.

I also took a critical look at the forms being filled out and have, so far, changed about 60% of them to make them more user friendly.

This is the first week of the new forms we'll see how it goes but I've already noticed issues with some of them not being filled out.

Thank you everyone all of your suggestions have been a great help very much appreicated.

i'm agree for the internal audit focus in fill of form/checklist in every shift group.

Time for my two cents.  yes I get some documents that have issues that operators have not completed.  But what do you do when it is the verifiers?  They are BAD!!!  I have brought it to the attention of senior management, they say they will talk to their supervisors but it does not stop.  I discuss it at every HACCP meeting we have to no avail.  Deviation reports have had no affect.  We are BRC certified but if they saw the day to day I am not sure what they would say.  Management commitment and all that some times I wonder.

I even started a tracking that is attached to my weekly audit in hopes of embarassing a few folks but I still wait for a turn around. :notworking:

This is a very common problem.  I would do a small training course about the importance of records and how to complete them properly and include examples of badly filled out records and good examples.  Once everyone is clear on the requirements back it up by carrying out regular audits of records on the shop floor.  I found this works.

Same problem here.  I have people telling me that somethimes they don't fill out the forms, just to see what happens. Usually nothing happens. It takes a lot of time talking and explain the "why" of the forms. On some occasions they have asked to do more checking so that is what we are working on!

In another topic (http://www.ifsqn.com...ulture/?p=68105), was mentioned something similiar about the performance of people about food stuff.

Training for full understanding of "why"...

Rgds.

I have lived this and the only way is a philosophy to do the right thing. You need to decide the best way to do this.

When I was a Shift Manager there was no way anyone would not complete their forms properly - they understood what was expected of them...... I had explained why they needed to complete their records and if they didn't then there was going to be a lot of aggravation!

Regards,

Tony

A system works best when an employee has to hand their paperwork directly into their supervisor who can check it on the spot and immediately correct the deficiency with the employee on the spot. 

Afterwards your chasing your tail trying to get management to take care of it sometimes.   :silly:

:tardis:

We train frequently on what's expected.  I review the paperwork each day and do an in-depth sampling weekly.