What are the biggest issues with traditional procedure writing methods?
Employees are taken off the worksite and given the task of writing procedures. This is time consuming and costly. Your best-practice employees are required on the worksite, doing their jobs.
Also, consultants, regardless of their expertise, often do not have experience at your specific worksite, do not know the specific equipment and hazards, and therefore tend to either be inaccurate or miss the specificity required to ensure complete safety and compliance.
The true experts are working on your site. They are using the equipment and performing the steps from day to day. It is their knowledge that is most valuable and they should be the creators and owners of material. But it is not useful or cost effective to take them off the worksite and enlist them in writing projects.
With our patent pending SpeakDOC® procedure development process, we can avoid a lot of the downfalls of traditional procedure writing and create safe, accurate, procedures at the worksite, using your experts.
The SpeakDOC® Procedure Development Process
Phase 1 - Requirements and analysis
The SpeakDOC® team meets with you, performs a needs analysis and determines whether you have a working list of required procedures (Required Procedures Development List-RPDL).
CAP® profiling (optional-required if no RPDL)
If you do not have a list of procedures to create we can help you create an RPDL using our Competency Analysis Profile (CAP) method. At the end of a CAP™ session you will have a map of your processes and tasks, and a list of all of the procedures you require and which need to be developed.
Phase 2 - Process validation and signoff
You and the SpeakDOC® team validate that your RPDL is accurate and assign SpeakDOC® experts to each procedure to be captured. At this time we will also assess exactly what recording methods will best fit your work culture, and you can view and tailor our OSHA-compliant procedure template.
Phase 3 - SpeakDOC® Training
Your experts will be trained in verbalization skills and template tags during ½ day sessions and given one-on-one coaching at the worksite. Training manuals and wrist coaches are also provided for easy reference.
Phase 4 - SpeakDOC® Procedure Capture
At the worksite, experts record the steps in their assigned procedure, while following the verbalization training, and submit the digital files to either the field coordinator or the transcription center. A variety of recording methods may be used depending on the procedure and the worksite culture.
SpeakDOC® Field Coordination (optional)
Field coordinators provide onsite project management, ongoing training, file management and equipment calibration.
We have found that procedure creation takes 20% longer without a field coordinator.
Phase 5 - Transcription and Validation
The voice recordings of your expert’s procedure steps are sent to our transcription centre and entered into the approved OSHA-compliant template and then placed in TRACCESS™ FIND, our online search index, for validation. You can determine the level of verification for the procedures (operator validated, peer validated, supervisor approved).
Phase 6 - Sustain Plan
With your RPDL, you can easily keep track of the status of your procedures and we can even help you set up a recurring validation plan.
With the CAP™ process map, you can also create a complete competency management system in TRACCESS™ and link directly to your procedures. Not only will your SOPs be OSHA-compliant, and up to date, but you will know exactly which employees know how to perform them to standard.
