Frequently asked questions
What is a risk analysis?
It’s a tool that we use to identify the possible risks in the project and rate them according to how serious the outcome would be, and what the likelihood is, of them taking place. The result is an action list rated according to priority. It has proved to be a useful way of capturing past experience and building in process steps designed to avoid the risk situation. It allows all parties to come to the same view of the situation and to understand each others’ difficulties within the project.
How do we proof read all the data?
We don’t actually need to check all the data – we can’t anyway as we have no way of knowing if the data is correct. What we do need to check is whether the correct data is put into the correct base document. Following our SOPs takes care of most of the process and checklists ensure checking is done properly.
How do we track all the files supplied?
We work with whatever naming convention is used by the client and build a system to refer to the files according to the names supplied by the client. Then we use lists and keep all information centralised so there is no doubling up.
What is a standard operating procedure (SOP)?
It is a way of ensuring that tasks are done the same way each time. The process is documented so that the desired outcome is stated at the beginning, followed by the precise steps required and a way of assessing if the outcome is what is expected. Often our SOPs are accompanied by a checklist to document the checking stages.
Why do we use SOPs?
Reinventing the wheel is a total waste of time. Using SOPs means we don’t have to try to remember how something was done or what needed to be checked. It means any of our staff can work through the process - the knowledge isn’t locked up in one staff member. So SOPs takes a huge amount of stress out of our work leaving us free to apply our expertise to something new.
What is TQM (Total Quality Management)?
TQM is a management strategy for ensuring quality is maintained throughout all processes with the aim of producing an output that satisfies the customer. The customer within a process is the next person in the process chain so we work with internal customers, suppliers as customers and external customers. At each stage, the ‘customer’ is provided with the work in whatever form they need it so that they can undertake their step in the process. So at each step, the work is absolutely completed before it moves on to the next step – this is done by producing to SOPs and checking according to pre-established parameters that outline what the acceptable standard is for the end of that step.
The overall aim is to reduce defects to zero and maintain a consistent, identified standard of quality throughout a process.