Page 615 - Subyek Teknik Mesin - Forsthoffers Best Practice Handbook for Rotating Machinery by William E Forsthoffer

Best Practice 1 2.8
Implementation and Communication Best Practices Best Practice 1 2.9

Best
Best
Best
Best Practice 12.8Practice 12.8Practice 12.8Practice 12.8
Follow these proven guidelines to produce meeting min- Noted below are some examples of poor meetings (have you been
utes of optimum effectiveness that will result in imple- to one?):
mentation of all action items: Agenda not issued in advance and either handed out or not used.
Define who will be responsible for recording and issuing the Meeting attendee list not taken.
minutes. All action items, person responsible and required date not defined.
Require that the person recording the minutes will take the minutes Meeting minutes not recorded during meeting and not reviewed at
simultaneously using a computer. end of meeting.
Use the meeting agenda to record the minutes e type the minutes Meeting minutes never issued.
from each item noted on the agenda. Action items not followed up.
Accurately record the name, title and email address of each
participant. Benchmarks
Define person or company responsible for each action point and the
date required for action to be completed. I have followed this best practice since the late 1960s (without
a computer until the 1990s), when first responsible for conducting
Review the meeting minutes, using an LCD projector, prior to the
technical meetings. This approach has resulted in effective meetings
conclusion of the meeting and have all parties agree and sign their
that have produced desired results in the minimum of time and a re-
agreement.
spect for the management of the meeting shared by all participants.
Immediately issue, via email, agreed official minutes to all
participants.
Meeting recorder to follow up with all individual assigned action
items to ensure execution on or before the required date.
Observation of all of the above items will ensure desired results
including implementation of all action items at the desired time.
Lessons Learned
Failure to follow the above guidelines has resulted in
ineffective meetings that have not produced the desired
results and have led to additional meetings.

Best Practice 12.9Practice 12.9
Best
Follow these proven guidelines for site audits and/or visits Lessons Learned
to prepare effective reports that will produce immediate Failure to issue easy to read, detailed technical reports in
results and rapid implementation of all recommendations: a timely fashion has resulted in poor recommendation
Prepare and email daily activity reports containing all observation implementation and in some cases machinery failures.
and recommendations with supporting information and Noted below are some examples of poor reports (have you received
benchmarks for all recommendations. one?):
Email weekly executive summaries to management if visit extends Detailed reports that do not reach a specific conclusion.
beyond one week. Reports that do not contain sufficient details concerning each
Issue the final report in executive summary format, with recommendation.
recommendations and action items clearly defined. Recommendations that do have benchmarks to show where the
Reference all details in each item to daily reports, calculations, recommendations have been successfully implemented.
specific documents, etc. Reports issued long after work is completed.
Include all daily reports, referenced documents and calculations in
the appendix of the report.
Prepare an appendix index to identify the location of each appendix Benchmarks
item. I have followed this best practice since the mid 1970s when I was first
Ensure that the required number of hard copies of the final report responsible for issuing reports for the corporate engineering center of
are received no later than two weeks after completion of the a major global oil, gas and chemical company. This approach, since
assignment. that time, has resulted in high implementation rates (greater than 50%)
Inclusion of the above items in all reports has resulted in projects of and significant improvements in plant safety and reliability.
the highest degree of success and clients who continuously use our
services.

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