Are You Handling Non-conformances In The Workplace Correctly?

Posted on May 7, 2013 by

You may not be entirely familiar with CAPA (Corrective And Preventive Action), but if you are dealing with a team of employees, this is a term that you should know very well.

While obviously, it stands to reason that the larger the company, the more of a process it is to handle non-conformances, even smaller companies will have to deal with situations such as these at some point or another.

Whether or not you have dedicated CAPA software tools in place, knowing how to approach noncompliance with the correct action is vital to ensure smooth resolution.

capa

How to Deal with Noncompliance Simply and Effectively

CAPA focuses on two very different actions for non-conformances. The corrective action focuses on correcting the offence that has already been made, while the preventive action focuses on preventing future offences that may be made.

The following tips will help you learn how to determine which action is most suitable for the offence at hand, and also how to streamline the overall process at the same time.

  • Automate the process – there is a reason that CAPA software is considered one of the most essential HR tools, and that reason is due to the huge benefits of an automated system. Trying to manage noncompliance manually, especially in a larger company, is a nightmare for all involved, with far more room for human error too.
  • Keep communication lines open – while disciplinary actions may well follow an instance of corrective action, this is not the time and place to bring in judgements, anger or other emotional responses. Instead, stay neutral and keep communication open from all parties until a resolution is made.
  • Identify root causes – even more importantly, it is essential to remember that there are many reasons for non-conformances to occur. A lack of training, poor management, lack of understanding, unhappiness in work environment or job designation and even a lack of motivation are just some examples.
  • Tracking and reporting – another advantage to an automated system is that you can easily track the process for easier reporting. After any action has been requested, further steps will be required in order to determine the final outcome. Tracking ensures that repeat offences can be identified, while also helping to evaluate progress and change for once-off offenders.

Let’s face it – no one truly enjoys dealing with non-conformances (no good boss or HR manager anyway). But by streamlining the CAPA process and managing things properly, things are a lot more bearable for all involved.

Christopher Stainow is Chief Executive of Lennox Hill; creators of isoTracker QMS & Document Control Software and specialises in quality assurance solutions.  – FacebookTwitter & LinkedIn