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HR Filing Backlog

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  • #24904

    JP
    Participant

    I’ve been asked to help our HR dept come up with a plan to get their filing done. We’re going to gave a WO next month, but in my mind, the only way is to get caught up and make someone responsible to do it daily and be held accountable for it. I’m trying to have an open mind. Has anyone worked on a similar project?

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    #59825

    Terry
    Member

    It sounds like you have two issues:

    Get caught up on the current backlog, and
    Fix the process so that filings are done timely and no backlog is created.
    Is that a fair representation?
    You can’t do one without the other, but each item needs an action plan that deals with each specific issue. Let me know if this is the case before I just to conclusions :).
    Terry

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    #59826

    JP
    Participant

    Terry, that’s exactly it. I’m not so concerned about getting the backlog filed…I guess I mistated my post…I’m sure we can come up with a plan to get caught up. The real problem is that they say they do not have time to file daily. I know that there is allot to file, but since they don’t do it daily, it can be out of control in a week. They cannot hire anyone new to file, not even part time. No one is held accountable for the filing. It’s the grunt work that no one wants to do, so it doesn’t get done.  

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    #59827

    Terry
    Member

    I think you can approach it from two different perspectives.
    1. Assign someone to handle the filing. It’s probably going to be the newest person on the team, and boy are they going to be happy about it! You’ll probably need to assign a person and his/her backup — so you can ensure that the process is accomplished whether some calls in sick or not. A good tool to use with the team is an FMEA (or modified to simplify the tool). Try to think of things that would prevent the filing from getting done and then come up with a game plan to handle it.
    2. Figure out why there is so much darn paperwork to file and make the process electronic! Consider paperwork a defect and look for ways to eliminate it.
    Good luck and let me now how it goes.
    Sincerely,Terry 

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    #59828

    JP
    Participant

    Terry, Thanks for the input. We like the FMEA idea, so we’re thinking of trying that approach. I’ll let you know what happens! Thank You!

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    #59829

    Martínez
    Participant

    As for possible ‘out of the filing box’ thinking … I’ve seen one unique and successful program/project that designed an electronic method to file information which combined e-fax, scanning key documents, and keeping electronic files electronic … all in order to keep files that:
    a) didn’t get lost in the shuffle between desks of several ‘handlers’,
    b) was easier to file things, avoiding printing hard copies and trying to ‘time order them’ within a paper filing system,
    c) even made the files accessible when working remotely, or from home office.
    The practical side is to ensure that you have access to sufficient server space, as well as practical naming/handling conventions for the files and folders.  And the key caveat for HR would, of course, be how to ensure the confidentiality that comes with paper files, kept in locked cabinets, and/or in locked offices.  If this sort of a solution is of interest … then neither is insurmountable with a large enough server with security features built into the process.
    It sure worked well for getting past the problems of filing and losing files … but who knows if this group is ready for such a technology culture change quite yet?
    Good luck!

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    #59830

    Jack D.
    Participant

    Sound like you need to do a small work-study

    Quantify how much backlog you have (how much time per file does it take, (You can even measure the files (6 inches = ½ hour to complete)
    Once the backlog is quantified it needs to be assigned to a group of people to clear backlog ASAP.
    When the backlog is completed you should have an idea of how much filing needs to be done daily.  Assign 2 to 3 people daily to complete the required hours of work.  It can be assigned to 2 or more people for 2-hour blocks in the morning.  
    The key to the entire plan is the work-study.  (Quantify backlog then daily required hours)
    The control plan should always include four basic management principles,
    PLAN  (Required Hours based on a reasonable standard), ASSIGN (assignment should be based on available staff hours and amount of files to be completed 6 inch method, use multiple people so filing gets done in a timely manner, FOLLOW-UP, is the standard correct has the plan worked do we need to increase or decrees time block allowed? REPORT Know what has been completed vs. Planned

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Viewing 7 posts - 1 through 7 (of 7 total)

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