Professional communication, Summaries of Professional Communication

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CORRECTIVE

ACTION

Garima Giri

Differences

◦ (^) Correction - it is a one time activity of correcting or rectifying a mistake/error. E.g. taking a medicine for

symptomatic relief from fever

Corrective Action - is the action taken to eliminate the cause of the mistake/error to prevent it from

recurring. This involves understanding the root cause and eliminating it. E.g. Identifying the actual

reason for fever (viral/bacterial infection) and treating the infection

Preventive Action - is the action taken to prevent a potential mistake/error i.e. before it happens. E.g.

maintaining proper hygiene and a healthy lifestyle to build up resistance to infections

Corrective Action Plan CAP

◦ (^) Corrective Action is an aspect of quality management that aims of rectifying error in a task,

process, product, or even in a person’s behavior that l

◦ (^) A CAP describes step by step process that how you plan to resolve a problem. A CAP shows

details of resources needed to correct the error in the most cost-effective and cost efficient

way.

◦ (^) * It provides a standard way to address deficiencies.

◦ * It provided a process to start, research, implement, and evaluation.

◦ (^) * It clarifies roles and responsibilities of team members.

◦ (^) * It specifies what types of action required to deviation from an intended plan.

Process of Selection and Implementation of CAP

◦ (^) Step 1: Understand System Requirements (Plan)

◦ (^) Step 2: Plan the Process (Plan)

◦ (^) Step 3: Develop and Document (Do)

◦ (^) Step 4: Conduct Training (Do)

◦ (^) Step 5: Implement (Do)

◦ (^) Step 6: Test the System (Check)

◦ (^) Step 7: Adjust and Improve (Act)

Step 2: Plan the Process (Plan)

◦ (^) Planning is the design phase where decisions are made to fix the problem and know how to integrate the system

into current operations.

◦ Planning should also address personnel duties for the corrective action process. More specifically, procedures

must be planned for completion of the following key tasks:

Evaluate and assess customer complaints, audit findings, process parameters, etc.

Identify legitimate nonconformance and related issues.

Capturing and entering issues into the corrective action process.

Investigate and get into the root cause of an issue.

Determine and implement solutions.

Review, check, and verify the effectiveness of solution

Using risk management protocols to ensure major nonconformance are top priority

Establishing personnel responsibilities at various stages of the corrective action process

Step 3: Develop and Document (Do)

◦ (^) In this development stage, a cohesive corrective action system is created according to a well-

developed plan. Teams are formed and given the authority and responsibility to fully develop the

program.

◦ (^) Team duties include making sure the corrective action system is structured properly, functional and

compatible with existing quality management elements that provide alerts for deviation.

◦ (^) Finally, document the policies, procedures, and responsibilities for system caretakers and users.

Step 5: Implement (Do)

◦ (^) After training, implementation of the corrective action system should take place as soon as possible

to lessen the gap between training and actual use of new skills and knowledge.

◦ (^) In this step, corrective action procedures go live, and system mechanisms are fully operational.

Instructions and methods are in place for designated personnel to thoroughly manage corrective

actions.

Step 6: Test the System (Check)

◦ (^) After several corrective actions travel full circle, the next feat is to check that the system performed

as intended. The goal is to verify functionality and use. The check can happen by auditing a

sampling of corrective actions from system input to investigation, resolution, and closure.

◦ (^) Audit findings may contribute to future corrective actions and changes. Where changes are made, it

is important to notify and train affected personnel.

Benefits of Corrective Action

Increases productivity

Stop disaster in time

Increases Responsibility and Accountability

Standardizes Process

Increases profit

Help to succeed

Evaluate whether the problem is solved or not

There are various ways of evaluating the possible

solutions to a problem. The evaluation process can be

divided into five stages:

defining the 'ideal' solution

eliminating unviable solutions, i.e. those which do not

meet the constraints

evaluating the remaining solutions against the results

required

assessing the risks associated with the 'best' solution

and, if acceptable

making the decision.

OR

You can use the following questions to evaluate your

solutions:

◦ (^) Is it an accurate reflection of what would be ideal under

the circumstances?

◦ (^) Does it take account of the needs of all the people

involved?

◦ (^) Are there any conflicting or inconsistent results required?

◦ (^) Are the relative values you have given the criteria free

from bias or other distortions?

◦ (^) Do they conform to departmental and organizational

policies?