Proposal for Change Method

Published: Apr 13, 2004

Application

What is a Proposal for Change?

A proposal for change is a method for initiating and changing a company policy or procedure that ensures participation by all interested parties.

It is a proposal to make a change in the way something is done.

It gathers ideas and opinions from a wide range of people.

In this document words such as policy, procedure, process and method are interchangeable. This management tool can be applied to any of these.

The PC acronym is handy.

Purpose

Conversation During Break Time:
Employee A: "You know what they should do..."
Employee B: "You know what you can do about it?"
Table Group in unison: "Start a PC!"

A PC converts a "bitching" session into corrective action.

A system for ensuring procedures are designed or modified by everyone in the organization. Everyone has some input.

There are company slogans such as, "The worker knows best," where managers recognize the person closest to the task probably has a better idea. There's a classic story of the cleaner in a manufacturing plant saving millions with a suggestion she made because she had a view of the entire process from input to output.

Who Can Benefit?

Any enterprise where one or more workers do not have face-to-face contact with everyone else.
Any organization with a morale problem.
Any group seeking improved motivation.

How it Works

A PC is created to initiate or modify a policy.
One person acts as coordinator, transcriber, distributor and librarian. This person is a good communicator and is easily accessible to everyone. Anyone who wishes to contribute can approach this person with scribbled notes or verbal comments which can be transcribed into a circulating or new proposal. The coordinator can be the owner/manager or a front desk person.
Proposals are named, numbered, filed, and their circulation is monitored, ensuring smooth rapid processing.
A PC circulates to everyone or to interested parties only. Each reader revises the circulating document with marginal notes or with a complete revised attachment. This revised copy continues around the circle until it reaches the coordinator who prepares an updated copy before sending it around again.
Once a PC has completed one complete circulation without changes the coordinator sends it to the Approval Stage where someone or a group affixes a Policy identification (name or number). That policy remains in effect until modified by another PC.
The coordinator files the new policy in binders displayed in various areas while also maintaining the master binder at his/her location. Should someone inadvertently remove and not replace a policy from one of the unattended binders, the master binder is used for confirmation.

Advantages

Works better than a suggestion box because of the immediate feedback and transparent control process.
One person's idea will stimulate the thoughts of others.
Two or more heads are better than one.
All policies are the best they can be and are acceptable to everyone, assuming the PC system is working properly.
People shy about writing or expressing ideas get help from the coordinator.
Anyone can say, "If you don't like how things are done – start a PC!"
Replaces time-consuming meetings and endless discussions before a decision can be made.
Everyone participates in policy making.
New or changed policies gain acceptance more readily.
"PC" acronym becomes a simple reference for discussions.
An efficient device for delegating decision-making.
A heuristic approach to building a complete policy manual over a period of time.
A good preparation for ISO certification.
Possibility of developing a turnkey operation for succession, franchising or selling the business.

Disadvantages

Can be perceived as extra paperwork.
Can be perceived as doing the managers' job.
Can be perceived as unnecessary work.
System can be abused by disgruntled employees or chronic complainers.
Excluded topics set by senior managers may become disincentives if unreasonable.

Outcomes

Improved morale in the workplace.
Greater productivity and profitability.
Improved time management.
Set of complete organization policies over extended period of time.

Suggestions

Use the KISS (Keep It Simple Stupid) formula and include the coordination function in the coordinator's regular job description so it remains an integral part of his/her job that will be consistent, reliable and kept active.
Assign sufficient authority to the coordinator for implementing the entire process.
Edit submissions by verifying each writer has addressed the Who, What, Where, When, Why and How.
Be generous with titles and sub-titles to facilitate reading.
Use the Virtual Partners Forum for seeking more information on this valuable management tool.

Here are some sample headers for identifying and controlling the PC documents.

PC No.____	PROPOSAL FOR CHANGE dd/mm/yy	Changing: NEW
New(topic): Removing company equipment for personal use		Initiated by: Max
Circulation list: Mr. Avery, Tom, Dick, Harry, Lucille, Mary and Nancy Initial & pass on: Added names:		Date of Revision: dd/mm/yy
Content of proposal follows...

PC No. 4-025	PROPOSAL FOR CHANGE dd/mm/yy	Changing: PC No. 4-016
Existing PC: Requisitioning office supplies		Initiated by: Englebert
Circulation list: Harry Legge, Lena Wayover, Sunova Gunn, Al Kohall and Ben Downer Initial & pass on: Added names:		Date of Revision: dd/mm/yy
Content of proposal follows...