Implementation of Digital Instructions: Solving Problems with the Sequence of Filling out Documents

Our client — a company that specializes in the production and supply of automotive spare parts for automakers and service centers. The company has been operating on the market for several years and during this time has faced a number of problems in the process of work related to the inefficient filling of paper work instructions and documents. Due to these problems employees were not confident in their actions, as they depended on the decisions and steps of previous employees. This led to significant delays, errors in production and a decrease in the quality of work.

Problem: Lack of Consistency and Clarity in Filling out Documents

Our client faced a number of problems:

• Lack of consistency. Employees did not always understand which department needs to be contacted first to confirm a particular document. Without the signature of the management of one department, other departments were not able to continue the process, which leads to delays. This confusion created an additional workload on the team and delayed the completion of tasks, which negatively affects overall work efficiency.
• Lack of independence. Employees often depended on the actions and assistance of their coworkers, which slowed down task completion and reduced their autonomy and confidence in their own actions.
• Lack of quick access to information. Traditional paper instructions and templates are often just examples of filling out a document, showing what should be specified, but not explaining why it is being done. Using them by our client led to inconveniences, since it was difficult for the employees to find a proper part of the instruction quickly.

Objectives:

• To collect the rules for the execution of work and the sequence of filling out documents in one database and bring it into digital form.
• To implement a quick access tool to all necessary information at any level of the production process.

Solution: Implementing Digital Work Instructions and Checklists with ProcessNavigation

To address the challenges, ProcessNavigation implemented digital instructions and checklists that standardized processes and made them accessible to employees.

Key Aspects of the Solution:

• Sequential Instructions. Creating clear and consistent instructions and templates for filling out documents, allowing to follow the established steps and minimizing the likelihood of errors.
• Short Checklists. Each stage of task completion is now accompanied by a checklist with the ability to mark the completed stage. This helps employees to track their progress and avoid missing important elements of the job.
• Convenient Data Export. The application allows employees to upload data in different formats. This simplifies the work of filling out documents, since the templates are now always at hand and meet all the requirements.

Result: Consistency and Clarity in Filling out Documents

After implementing digital instructions, the client achieved the following results:

• Reduced time to complete tasks. Employees began to perform their duties faster and more accurately, thanks to the availability of detailed and structured instructions in digital format.
• Error reduction. Thanks to clear and consistent instructions, errors resulting from misunderstandings or incorrect execution of steps have become rare.
• Increased employee confidence. Employees were no longer dependent on the actions of previous shifts and could independently, with the help of digital instructions, confidently perform their tasks.
• Quick and easy access. Fast and convenient access to all necessary information became available, thanks to the ability to quickly export data and implement checklists after each stage of production is completed.

Conclusion

Our client eliminated problems with the sequence of filling out documents, reduced the dependence of employees on colleagues and provided convenient access to information.

The introduction of digital instructions from ProcessNavigation is a step towards increasing the efficiency of your business. Allow your employees to become more independent and confident in their actions.