You and four friends have developed a new environmentally friendly heater. You a

Question

You and four friends have developed a new environmentally friendly heater. You all have extensive business experience. Together, you have established a new company, Green Heaters Pty Ltd ACN 512 302 XXX, which will manufacture and sell the new heater to wholesalers. The five of you will comprise the board of directors. The board has forecast that Green Heaters Pty Ltd will sell 650,000 heaters in the first year and will employ 100 staff.

You have been given the task of designing and developing the standard documentation which will be used by Green Heaters Pty Ltd. You must present details of your plans to the board of directors. Prepare a comprehensive report (5 pages) for the board members in which you explain what Green Heaters will do to manage the design and development of business documents. The report must explain details of the methods and processes you will use to produce high quality documents.

In the report, you should provide details of the types of documents which you will produce and how you will ensure that they will be suitable for requirements. You should explain the methods you will use to develop standard documents including templates and macros and provide information about any assistance you will need, including details of external sources.

Your report should detail the strategies you will use to ensure employees use standard documents productively. Provide information about the proposed organisational policies and procedures which will be implemented to govern the use of standard documents as well as ensure standard documents meet any changing requirements of the organisation in the short and long term. It must include prototypes of at least five documents, together with a sample of the written instructions which could be provided to employees who will use those documents.

Explanation / Answer

Clearly documented systems and processes as well as the standardized documentation system are most certainly the critical differentiators that set any organization apart from its competitors.

In order to ensure the above, Green Heaters shall create a department named "The Process Management Group" (PMG) that shall be an integral part of the organization since its inception. The core objective of PMG shall be to define processes, documents and educate the process users, facilitate implementation of policies and procedures, periodically measure and review progress, take corrective and preventive actions to ensure efficient and effective processes, leading to increased productivity and customer satisfaction.

Dedicated PMG members shall be involved in:

PMG shall lay emphasis on process quality adherence through several measures such as:

Publish Process Adherence Reports – Publish reports and rank teams and role holders basis their adherence to processes (Number of NCs raised during the Audits, percentage of non conformances closed within timelines and number of times Audits been rescheduled by role-holders). Thus bringing competition within the functions and organization.

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