Forms give standardisation to a process, but only if they are used. To be used they need to be understandable and easy to complete.
What you can do
Review every form
What you can do
Review every form
- If there is more than one version reduce it to one
- Check each box on the form is used and has a purpose
- If possible make forms electronic via email templates, your intranet or even just formatted Excel spreadsheets. This is a good way of forcing people to complete forms fully and you can include authorisation paths for approvals.
- Avoid allowing local variation of forms. People will add things that are unnecessary and are probably more about them exerting their own control / influence over the process. Overtime this interference will almost certainly lead to process variation.
- Forms should be fully completed. If they are not, seen them back. If you keep filling the blanks in for people they will never complete the form correctly.
- The first time someone sends in an incomplete form could call them, explain they have not completed the form correctly and, if possible, get the required information over the phone. But the second time just send it back. If they want something urgently they will ensure the form is completed correctly.
