There are two main reasons we perform an assignment at work.
The most common one is a task. Examples include:
- Completing I-9s
- Conducting orientations
- Submitting reports
The second one – and usually more important in scope – is a project. Examples include:
- A new work cell
- A new product line
- Changes to existing processes/protocols
In both cases, “take the extra time to do it right the first time” is critical to the sustained success of Insource – really, to any organization. This is why it’s one of our “Keys to Success.” Going back to fix an issue afterward is expensive, time-consuming, and frustrating for all parties. This article’s goal is to re-emphasize how important it is to take the extra time to do it right the first time and provide thoughts on how to do that.
How to perform a task correctly the first time:
- Right mindset: Don’t look at a task as something you “have” to do. Instead, look at it as something you “want” to do. Here are some examples:
- Acknowledge that collecting and reviewing turnover data is essential to understand the labor gaps before the client does
- Use daily/weekly/monthly reports as an opportunity to show your work – not as something your boss asked you to do
- If accurate payroll is turned in on time, employees will be happy on Friday!
- Seek to understand the reasons tasks are required. We can ask ourselves:
- Is it a legal/regulatory matter?
- What are the risks of failing in this task? (Fines? Probations?)
- Am I creating more work for someone else if I fail on this task?
- How does the task benefit others? (Coworkers/employees/leadership?)
- Ask questions!
- It’s the leadership’s responsibility to communicate expectations and ensure proper training. It’s your responsibility to ensure you understand the task and what is expected of
- Time management: Plan the day/week and allocate enough time to accomplish all
- Know deadlines
- Prioritize tasks by urgency and importance
- Ask for more time if necessary
- Double-check all work
When completing an I-9 is not done accurately the first time, it takes an average of four labor hours to correct. This translates to roughly $120.00 of wasted labor costs per incorrect I-9. The fine from a regulatory agency is $1,100 per inaccurate I-9 – so if your company must correct just five I-9s per week, it would cost over $250,000.00/year.
The results of not doing it right the first time are wasted time and money, inefficiencies, and unnecessary exposure for your company.
Let’s look at how to execute a project correctly the first time:
- Define the problem/opportunity you’re trying to solve
- Listen to the “voice of the customer”
- Focus on solutions, not blame
- Seek first to understand
- Check the ego at the door
- Be there for each other
- Collect data
- Ask for any data available
- If no data is available, collect new data based on the problems/opportunities previously defined
- Analyze data
- Come out with clear indicators to measure the current and future state of affairs
- Set goal(s) and design solution(s)
- Be clear about expectations
- Do what’s best for the client
- Seek to create win/win solutions
- Make sure client expectations are met or exceeded
- Execute solution(s) and check for results
- Follow up on everything
- Be a source of appreciation
- Honor commitments
- Ensure client requirements are met
Below is an example of how Insource and a client took the time to do a major safety project right the first time:
With new pieces of equipment being added to a process we run, Insource had to expand the Lock Out, Tag Out (LOTO) program at a customer site to include new, machine-specific procedures for affected employees. Insource management met with the client to define and discuss the problem affecting both companies from an OSHA regulatory point. Insource would write the machine-specific procedures, so the client gave us the list of new machines coming on site and their power source. Insource reviewed the data and met with the client again to review each machine and new layout. Insource’s Safety Manager led the effort to write the new LOTO procedures for each new machine where Insource employees were exposed and submitted the documents to the client for review. The client reviewed the procedures, our training material, offered feedback, and asked for minor changes to ensure compliance. The result: a safe environment for our employees to protect our valuable associates, an OSHA-compliant policy to avoid costly fines and penalties, and an enhanced relationship with our valued client.
By the way, if some terms sound familiar when following the steps for doing it right the first time, it’s because many of the “Insource Keys to Success” are an inherent part of “Taking the Extra Time to Do It Right the First Time.”
Check out this link to a brief video on YouTube by Gary Ryan Blair – “Doing it right the first time.”
Insource Corporate Team with VP of Operations Agustin Villacis and Safety Manager Drew Bobo presenting certificate for 10 years no lost time accident.