Manage people according to the system and act according to the system

1、 What is the system

Most people will think that the system is used to restrict your behavior. For example, if you are late, you will be deducted. If you don't ask for leave or go to work, you will be absent from work. If you are absent from work for a long time, you will be dismissed. But in fact, the meaning of the system is to tell you what to do and how to do it. It is not to limit what you can't do. It's just to ensure that everyone does it according to the requirements of the system. There will be reward and punishment clauses in the system. Therefore, everyone feels that the system is restricting themselves, controlling themselves, and will hate the system from the heart.

The summary of the system in ISO is simple and in place: say what you do, write what you say and do what you write. The system is to summarize and integrate the common conventions and experience, so as to standardize the management of the enterprise and ensure that the management process of the enterprise is controllable. If all employees in an enterprise know and can complete the work according to the requirements of the enterprise, the probability of making mistakes is much smaller. When a good employee comes to a new enterprise or new post, he should first learn the relevant system, which can help you be competent for your work quickly. Only when all employees of an enterprise can view the system in this way can your system be implemented.

2、 How to establish enterprise system

Establishing a perfect system is what many companies pursue, but it is really difficult. Because the establishment of the system is a time-consuming and energy-consuming process, and the establishment of the system is basically an important but not urgent thing, and each manager still has a lot of work to complete, it is difficult to guarantee the establishment of the system. It is often abandoned halfway. It is not found that it has not been completed until the end of the year, and then trained, Finally, it will be written in the plan for the next year.

Therefore, establish a system, grasp the key and important weak links, and establish a key system with limited land resources. In fact, there are not many key systems in enterprises, and there are 28 rules in system management. Characteristics of key and important systems: high repeatability, the process or business involves the main costs, expenses or major investments of the enterprise, is prone to errors and has a great impact on the enterprise after errors, and the senior executives think it is very important. Making such a system is not only important but also urgent. You will strive for resources. When these systems work, the senior management will recognize the necessity of the system and support you more. This is a better time to fully establish the system.

Because it takes time to establish a system, sometimes in order to quickly solve problems, we can also make requirements and specifications for the key points in the operation process. We can not standardize the whole thing first and send a notice first, which is required because it is fast, simple and effective. When there are many such notices, we can string them into a system.

3、 How to write a system

Finally, the system may embody words, but the essence is the flow and form. Therefore, as long as you make clear the process and forms in writing the system, even if your writing level is not very high, you can clearly describe the process in the form of daily account and sort out the form instructions to be used in each step, which is a qualified system. Another advantage of this is that drawing the process saves time than describing it in words. After drawing the process, discuss it first, determine it, and then write the text according to the process. In this way, the structure of the system will be very clear, it is not easy to mess or miss the content, and others will read it very clearly. It's like you show someone the way. You tell him to walk 20 kilometers north and then 10 kilometers west, and then... If the other party is not familiar with the right way, he must not remember, and he is dizzy. You might as well draw a map for him first and then tell him.

Forms are often ignored when writing systems. In fact, forms are very important! An enterprise can have no system for the time being, but it must not have forms! Form is an important tool to ensure that the system is implemented. Because the form can force you to do according to the requirements of the system process to a certain extent. The process of filling in, transmitting and signing the form is the process of completing the process. For example, in many systems, "after the supply department determines the list of selected suppliers, the quality management department puts forward professional opinions on the supplier's qualification...". If a "evaluation form of qualified suppliers" is designed, there should be a field filled in by relevant departments. If a field is empty, the final approver will not sign, In this way, all the processes to go will not go wrong.

A simple way to measure whether a system is clear is to read the system through an employee who basically does not understand the business involved in the system, and then let him tell him what he will do after reading the system, because if an employee is familiar with the business process, the employee will use his own experience to improve the parts of the system that are not clearly written, However, for those who do not understand the business, they can only do it according to the contents of the system. If the results they do are different from the desired results of the system, it is likely that the system has not been clearly written. One of the standards of a good system is that after 10 people read it, at least 8 people will do the same thing.

4、 Problems easily neglected in system management

1. The system must be advertised

The system is formulated to be implemented by important people. In order for employees to implement it, they must first know the content of the system. Many enterprises mark all the systems as confidential, and even reluctant to send them. They treasure them like babies. Employees don't know how they can do according to the requirements of the enterprise. It is suggested that in addition to the system that really involves the company's secrets, once other systems are issued, training and examination must be carried out first. If new employees join, they must also be trained immediately to let employees know how to do it.

2. The system must be checked

People only do what they like and what they are examined. If there is no exam, I really doubt how many students will study voluntarily. If there is no police, how many people will strictly abide by the traffic rules. Therefore, in order to implement the system in place, we must check the implementation of the system. The inspection frequency of the new system should be higher to let employees know that they must follow the system. After getting used to it, we can reduce the inspection frequency and deepen the depth to avoid some people deliberately not following the system. Another advantage of inspection is that you can know whether the company's system is applicable. Others do not implement the system. Sometimes it is because your system cannot be implemented. If you find such a thing, you need to revise the system.

3. The system must be constantly improved

The management of the system must abide by the PDCA cycle and constantly improve your system to adapt to the development of the enterprise, the new organizational structure and the new national regulations. Don't let the system become an invariable dead system.