Thursday, May 28, 2015

Use Tracking Slips to Improve Efficiency

A young lady complained that people within her organisation didn't have a consistent procedure for ordering supplies. Confusion occurred because nobody seemed to know who was responsible for what.

This is a common challenge within many organisations and is easily overcome by issuing a procedure (standard operating procedure) to cover the process.

A properly written procedure to which people can refer when needed helps everyone work the same way. What I have found helpful, especially when procedures are new and everyone may not be familiar with them, is use of a tracking slip.

A tracking slip is simply a small piece of paper that lists in order where documents go and what has to be done at different locations eg, when a person wants to order something for their department they raise a local purchase order and attach a tracking slip to it. It then follows a path similar to:


  1. Approving Delegate - the person who is permitted to approve the purchase
  2. Purchasing Section - Someone raises an official purchase order in the corporate computer system
  3. Initiating Employee - They send the PO to the provider and retain a copy to acquit on receipt. On receipt they send details of the serial number etc if over $1,000 to the Assets Recording Employee
  4. Assets Recording Employee - Makes an entry into the assets register
  5. Purchasing Section - Records receipt and arranges payment to provider

Obviously, the process will different from organisation to organisation, but this gives a general idea of how this is done. At each point a box is ticked to show the task is complete.

It can be a temporary arrangement until everyone becomes familiar with a process, or it can be a permanent process used consistently throughout the organisation.

Do you use tracking slips within your organisation?

Robin

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