Reporting, Communicating, and Learning
October 7, 2013 - dynaQ
Perhaps the greatest benefit of capturing data electronically is the ability to create reports with ease. When data is collected electronically and stored in a database, it is always available for easy retrieval. Generating reports is as simple as making a request to the database for the information you want. This is in great contrast to the task of compiling data from paper audits in a filing cabinet. If you want to find out how a specific facility has done over a certain amount of time or how many follow-up actions are assigned to a particular assignee, you just need to ask for that information.
Not only is reporting easier, it can also serve more needs. Certain reports serve as a means of internal communication, creating transparency and defining clear accountability. They can be designed with the intent that the recipient will update information and return the report. Follow-up actions can be assigned and sent to those who need them. Reports on action status also can be sent as reminders to each assignee.
Reports can be used as a powerful organizational learning tool, as well. Follow-up reports show photo evidence from the point of discovery and cite the relevant regulatory reference. Positive observations can also be shown, providing encouraging feedback to those employees who have met or exceeded expectations. Reports should become a learning tool for those who receive them and contribute to continued improvement.
Submitted by: Jesse Kunes