Why is a strong notification system crucial?
Of course, if you want to improve, you have to know what to improve. How do you collect notifications about anything and everything? Which notifications should you focus on? Which ones are a priority and why? Which improvements will make you the most progress in a short time? Which improvement proposals are structural and which reports need to be addressed immediately? Go on and on.
A good analysis of everything you can change and improve starts with setting up an easy-to-use notification system. By that, we mean that you should have something that allows all your colleagues to report with pleasure and ease. Because simplicity and convenience are the keys to a perfectly functioning notification system.
An accessible notification system
An accessible system of notifications provides you with the information that you can use to make improvements. The more notifications you receive, the more chances you have to improve. But with this increased data flow, there is also the need to analyze reports. Because before you know it, you can't see the forest for the trees.
First of all, it's useful to have a good understanding of what notifications there are. That's why we've created an overview for you.
1. Safety alerts
You are responsible for the safety of your employees. Safety is a basic need and a fundamental right of the people who work for you. That's why safety-related reports should always be a priority. What can be said here:
1. Dangerous situations - circumstances that can lead to accidents, such as loose cables, leaks, electrical insecurity and sharp parts that stick out.
2. Accidents - events that cause injury or damage.
3. Near missions - incidents that did not cause injury or damage, but where that could have happened.
4. Safety violations - Violation of safety procedures (such as not wearing PPE or not installing safety gates), machines and equipment that have not been regulated.
5. Calamities - the really major emergencies, such as fire or explosions.
2. Quality notifications
These reports relate to the quality of your products, services, processes and systems. There are many opportunities for structural improvement in this category. So that's super interesting.
1. Complaints: dissatisfaction of customers and suppliers with your products and services.
2. Anomalies: production errors or deviations from specifications, standards and processes.
3. Non-conformities: if a product, service or process does not meet the requirements or applicable laws or regulations.
4. Suggestions for improvement: ideas or suggestions for improving the quality of products, services and processes.
3. Sustainability and Environmental Notifications
These are all reports related to the impact of your business activities on the environment and the environment. This category can include urgent reports, for example because they are related to dangerous substances. Sometimes these reports come from the environment of your company, for example in the event of noise or odour nuisance. It is then important that you know that something is a problem so that you can take action or at least communicate with the reporter.
1. Environmental incidents: think of the leakage of dangerous substances, but also air pollution or noise pollution.
2. Waste management notifications: improper storage, accumulation or treatment of waste.
3. Raw material ideas: or energy savings - reports that are often made by experienced employees and engaged customers.
4. Sustainability complaints: reports that are made in relation to your company's environmental performance.
4. Operational notifications
This category consists of very practical reports, often of process disruption.
1. Failures: failure or malfunctioning of machines, devices, processes and systems.
2. Logistic issues: reports of undelivered or partially delivered shipments or delays. Also consider storage problems, such as goods stored too hot, too cold or too humid.
3. Capacity issues: reports about too few people and resources.
4. Optimization ideas: ideas and suggestions for, for example, making processes smarter or better.
5. Personnel-related notifications
All reports related to the health or behavior of your employees.
1. Occupational accidents: in the event of an injury caused by an incident at work.
2. Unwanted behavior: this includes, for example, discrimination, bullying and sexual harassment.
3. Occupational health and health problems: all reports of physical or mental health risks.
4. HR ideas: suggestions for improvements in work processes, training or employment conditions.
compliments: positive feedback about colleagues, teams or managers
6. Customer and supplier notifications
As a rule, these reports come from external stakeholders. So these are also important because they provide an idea of how all your efforts are valued in real practice.
1. Customer complaints: dissatisfaction with products, services, processes and customer interactions
2. Compliments: positive customer feedback, which is great to share with the person or department involved in your company.
3. Supplier complaints: problems with deliveries, communication or collaboration.
4. Supplier suggestions: Ideas for improving cooperation or processes
7. Innovation and improvement reports
Notifications that focus on process improvements and new opportunities and ideas. These types of reports also often come from involved employees and customers. You can consider stimulating these notifications, for example by putting a “notification of the month” in the limelight or rewarding it.
1. Innovation proposals: ideas for new products, services and business models.
2. Process improvements: suggestions to make existing processes better or more efficient
3. Cost reduction ideas: ideas and ways to reduce costs without losing quality
4. Digitization ideas: proposals to use technology and IT to improve performance.
8. Communication and collaboration notifications
Reports related to internal and external communication and collaboration.
1. Miscommunication: problems due to unclear or incorrect communication
2. Collaboration issues: Difficulties in a team or with external parties.
3. Feedback on internal communication: suggestions or complaints about newsletters, intranet or other internal communication channels. You can also think of feedback on everything about internal meetings.
9. Financial notifications
Reports related to financial issues, incidents, or processes.
1. Fraud cases: suspicious financial transactions or irregularities
2. Cost overruns: Everything about budget management and, in particular, exceeding budgets.
3. Financial improvements: ideas for streamlining financial processes or achieving savings.
10. Mic Notifications (Client Incident Notification)
Reports related to health issues and incidents.
1. Falls: Someone stumbles
2. Forgotten actions: such as forgetting a wheelchair user's seat belt
3. Medication: Administer the wrong (dose) medication
4. ECD: A non-working Electronic Client File (ECD)
5. Infections: Incurring infection
A digital notification system
There are not many companies that consistently collect feedback on all aspects mentioned. Sometimes this is because it is just a lot or because each column in a company is made responsible for its own quality management and therefore also for collecting feedback and suggestions for improvement. Many departments don't have time for that or simply have a different focus.
The quality manager is the right person to organize a holistic feedback model. That's why he's often the one who has read this blog article to the end.
That quality manager does need a good set of tools to be able to collect, analyze and process feedback into improvement measures. Next, that quality manager also wants to make sure that improvement measures are taken up and implemented. Because only when an improvement measure has been fully implemented can you speak of improvement.
Why ISO2Handle's Notification System?
Want to know more about the power of notifications into ISO2 HANDLE? Then feel free to plan a online demo with one of our experts in.
