written procedures and methods | Public Administration N6

written procedures and methods

QUESTION:

When tenders are offered, both levels of government must follow the necessary procedures and methods. Advise the government on the importance of having written procedures and methods.

1. Standardization and Consistency:
   Having written procedures and methods helps to maintain consistency and clarity within the organization and avoid the presence of too many different work procedures. However, one should keep in mind those individuals serving in a team who may have their own way of doing a particular task.
2. Goal Alignment:
   Written procedures help to maintain officials’ unwavering focus on achieving the organization’s objectives and prevent disagreements regarding which approach is best to accomplish the goal.
3. Clarity and Understanding:
   Well-documented procedures ensure that work assignments are clear and easy to understand. This minimizes confusion and enhances productivity.
4. Efficiency and Quality:
   Written methods promote effective and efficient work performance. This contributes to quality control by ensuring services and goods meet specified standards.
5. Employee Awareness:
   Procedures explain policy objectives to employees so that they understand how their work is connected to that of their colleagues in the larger context of organizational work.
6. Uniformity and Collaboration:
   Written procedures ensure uniformity and integration in matters where more than one institution is involved.
7. Training and Adaptation:
   Written documentation helps to introduce new work procedures and ensures that employees are made aware of these changes in an orderly manner. This helps to smoothen transitions and minimize disruptions to workflow.
8. Revision and Improvement:
   Written methods and procedures ensure that codes and training manuals are properly set out. This enables staff to be trained appropriately and consistently, which in turn promotes uniformity in training methods across the organization, ensuring that all employees receive the same level of training.
9. Adaptability and Relevance:
   Written procedures enable organizations to systematically examine and revise work processes as needed. This ensures that procedures adapt to changing circumstances and requirements to remain relevant and efficient over time.

Revision of procedures | Public Administration N6