We have all had fun with this!
I have often seen secretaries and document controllers carrying out the other companies’ checks and separating their issued documentation. This time-consuming act impacts upon the assignments for the company you actually work for.
To improve productivity in your workplace, implement the following systems and add them to your contracts:
- Phases to be listed on all documentation as per the main contract. Any deviation will not be accepted.
- Any documentation that is signed off is to be signed by someone who is legally recognised as having the required knowledge/expertise in that field.
- Signatures to be in ink. The signatory’s name must also be 1) typed or 2) legibly written alongside the signature.
- All companies are to provide two named lists as to whom will be the receivers of issued documentation—e.g. Team 1 (project), Team 2 (finance).
- The email subject is to match the email’s content. If additional relevant content is added, the subject line is to be edited accordingly.
- New content with no relation to the original email is to be sent in a new email with a relevant subject line.
- All issued/signed documentation—e.g. handovers, requests for information (RFIs), confirmation of verbal instructions (CVIs) etc. excluding the issue of drawings—to be sent in its own email.
Drawings and drawing registers
- Drawings should be issued in sequential order—e.g. A, B, C; A1, A2, A3; or 1, 2, 3—along with a drawing register. Drawings issued without a drawing register will not be accepted.
- All drawings to be issued in individual files. Drawings that have been bound will not be accepted.
- Drawing registers must contain the following information:
Drawing Number | Title | Revision | Status | Sent
What your team needs to know
- All of the above. Everyone appreciates standards and guidelines. Help your team members learn the standards and guidelines, and most importantly, let them enforce them.
- The correct contractually agreed dates. There is no point inputting incorrect timescales in your registers/document management systems. Inaccurate information undermines both you and your team and can acerbate the intended recipient. Inexact paperwork is pointless paperwork.
Copy edited by the lovely Rachel Small http://rachelsmallediting.com/
(not all suggestions were accepted)