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  #61  
Old 25.06.2017, 23:29
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Re: Illegible handwriting costs! Suggestions, please.

PLEASE MODS, please don't merge my successive posts. If you do, it'll become really confusing. Thank you.


Thank you all very much for the helpful suggestions you contributed while my friend took me out on a lovely trip through the hills and valleys. We stopped at a cafeteria just as a choir arrived, and sat in the welcome sun smiling, as they sang. That really did me good!

Back to work! This thread now contains so many ideas (thanks) that I can’t quote and reply to each one, but hope to address them herebelow. If I inadverntenly miss out your idea, please remind me. Thanks.

Also many requests for more information. Whatever I supply of that is, you will understand, skewed significantly and anonymised in terms of data protection. I’m going to try to put something together. First, though, in my next post, I’d like to try, again, to address the question of “going electronic”.

Last edited by doropfiz; 25.06.2017 at 23:39. Reason: appeal to mods
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  #62  
Old 25.06.2017, 23:31
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Re: Illegible handwriting costs! Suggestions, please.

I’d like to try, again, to address the question of “going electronic”.

The oldest team member is over 70, the youngest not yet 25.
Some own smartphones, a significant number do not.
Some use generous flat-rates seemingly uninterruptedly, others eek out a cautious (and at times unreliable) usage of pre-pay mobile phones.
While the team language is German, the levels of ability vary. At the moment we have about 10 different home languages and countries of origin (and education).
While everyone is definitely functionally literate, some are graduates, yet others have only rudimentary primary-school education. Some are embarrassed, others don't care.

There simply is no budget to provide the equipment, the flat-rates, and most especially not the training that would be necessary to bring all the team members onto the same page.

Might some generous ETH project take on getting this up and running? Even if so, there is, as in any group, a certain degree of fluctuation, and there will be no budget to add later training and equipment for new members.

Altogether, the whole set-up at present is dreadfully underfinanced and, as a result, understaffed. Slicing off time from each employee’s work, for the necessary persuasion (!) and the training in the use of an electronic system would hollow out the time they have available to attend to more urgent priorities.

For these reasons, for this team, I can’t see that “going electronic” could ever be realistic.

Apart from that: if anyone actually knows how to magic up an ETH study group who would take on a project... please let me know, as there are many other needs here.
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  #63  
Old 25.06.2017, 23:37
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Re: Illegible handwriting costs! Suggestions, please.

The team comprises about 20 people.
They all work part-time.

About 15 of them work for 1 to 4 hours at a time, from roughly once a fortnight to twice a week.
About 5 of them work only sporadically, perhaps once a month or even only once every few months.
Sometimes 2 or 3 work together, but this is rare.
Some meet in passing about once a week, while others may not see each other for several weeks or even months, until the next team social (not work-time) brunch or supper (voluntary).

Regrettably, there are no team meetings.
This, like many other shortages, is a matter of the time planning, and more so of the inadequate budget.
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  #64  
Old 25.06.2017, 23:42
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Re: Illegible handwriting costs! Suggestions, please.

step 1. log all the incidents to find out who are the problem people (reading or writing)
step 2. tell the problematic top 20% that they are in the worst 20% and they should fix it

repeat

if that isn't enough:

step 3. publish the list as a league table

if that isn't enough

step 4. institute a reward for achieving a certain low threshhold

if that isn't enough

step 5. institute a formal warning or financial penalty.

This advice costs only 500chf.
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Old 25.06.2017, 23:55
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Re: Illegible handwriting costs! Suggestions, please.

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step 1. log all the incidents to find out who are the problem people (reading or writing)
step 2. tell the problematic top 20% that they are in the worst 20% and they should fix it

repeat

if that isn't enough:

step 3. publish the list as a league table

if that isn't enough

step 4. institute a reward for achieving a certain low threshhold

if that isn't enough

step 5. institute a formal warning or financial penalty.

This advice costs only 500chf.
Phil, the fact that there is such an age discrepancy among employees shows that they're not necessarily the most sought after candidates on the job market. Furthermore, having some sort of ranking will not necessarily increase handwriting but rather backstabbing and possibly wrongfully evaluated "notes" among colleagues. IMO, an electronic system needs to be implemented which replaces handwritten notes. I don't know the entire operational setup but I can also imagine, that each day/week somebody can take over the task of passing on the notes for the entire unit and thus you can have a better overview of the issue of legibility.
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  #66  
Old 26.06.2017, 00:06
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Re: Illegible handwriting costs! Suggestions, please.

There are four kinds of “documents” shared by the team members:
• the Work Cards
• the Task Book
• the Diary (appointment book)
• the Whiteboard Weekly Planner, including Magnets

Each Work Card is a checklist for a standard task. They are typed, and covered in plastic. There is a printed box (wipe-able, re-usable), in which to put one’s initial, once the task is completed. No handwriting here.

The Task Book contains handwritten instructions which are not standardised (= for which there is no Work Card), or are spontaneous, and includes questions, alerts to important priorities, and notifications of any new systems or new team members.

The Diary goes along to appointments outside, for making follow-up appointments. It is in paper form, and is the latest version.
When the Diary is at base, about half the team members of the team hand-write appointments in it, and sometimes also other information, such as telephone numbers.

The Whiteboard is, in effect, a copy of the diary.
It is generously large, so that it can be seen by everyone, at a glance, across the room.
To make it easier to write on it, the whiteboard is hung on hooks set at a comfortable right height so that one can sit on a stool and pivot the lower edge of the board up and rest it on one’s lap while adding magnets or writing.

It has vertical divisions for Monday to Sunday, plus a “parking space” for magnets not in use, and horizontal divisions for the hours of the day, each horizontal block marked as 8 – 9, 8 – 10, 10 – 11, etc.
It is updated every few days. There is a magnetic bold vertical divider indicating the latest update, so that the week is “rolling”. For example,
if the Whiteboard has been updated as far as Tuesday this week, the divider would be stuck between Tuesday and Wednesday, and the dates would read:
Mon 26 Tue 27 lll Wed 21 Thur 22 Fri 23 Sat 24 Sun 25
once a further update takes place until, say Thursday, the divider would be moved to between Thursday and Friday, and the dates would read:
Mon 26 Tue 27 Wed 28 Thur 29 lll Fri 23 Sat 24 Sun 25

Points for improvement: subdivide the horizonal into half-hour blocks.

Each Magnet reads as the name of a team member. There are as many Magnets per team member as the hours he/she typically works in a week, plus a few spares. Let’s just say: 2x Jamal, 4x Gordon, 4x Max, 7x Aisha, etc. There are also Magnets with the names of people or activities outside. However, not all possible appointments can have pre-named Magnets, and the names of new people, or people seen seldom, must be handwritten onto the Whiteboard.

Points for improvement: create lots of magnets for digits, for irregular times


A typical week would be marked in the Diary and on the Whiteboard as, for example:
Monday 26.06.
7 – 9 Jamal
9 – 11h30 Max
14 – 17 Arnoldo
17h30 – 18h30 Louis

Tuesday 27.06.
7h45 – 8h30 Travel time to appointment
8h30 – 9h30 Appointment out
9h30 – 10h15 Travel time back to base
10 – 14 Aisha

Wednesday 28.06.
8 – 10h Cornelia
17h30 – 18h30 Louis
19 - 21 Mehmet

Thurday 29.06.
7h30 – 8h30 Jamal
12 – 14 Aisha
14 – 17 Arnoldo
14 – 15 Travel time to appointment
15 – 16 Appointment out
16 – 17 Travel time back to base
18h30 – 20 Gordon

Friday 30.06.
9 – 11h30 Max
13h30 – 14h30 Travel time to appointment
14h30 – 16h30 Appointment out
16h30 – 17 h30 Travel time back to base
19 – 22 Colleen

Saturday
14 – 16 Henrietta

Sunday
18h30 – 20 Louis
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  #67  
Old 26.06.2017, 00:11
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Re: Illegible handwriting costs! Suggestions, please.

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Phil, the fact that there is such an age discrepancy among employees shows that they're not necessarily the most sought after candidates on the job market.
Correct. If the budget were higher, some of the employees would be replaced. Others, who are good, would be employed for more hours per week.

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IMO, an electronic system needs to be implemented which replaces handwritten notes.
About "going electronic", please see my posts above. I'm open to more ideas, though, should you think that I have a blind spot about this.


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...I can also imagine, that each day/week somebody can take over the task of passing on the notes for the entire unit and thus you can have a better overview of the issue of legibility.
We are trying this, in fact, with the process of "updating the Whiteboard". However, it has turned out that some of those who do this task (they must needs be the ones, as more "white collar") are those with the worst handwriting.

Last edited by doropfiz; 26.06.2017 at 00:22. Reason: replacing word "candidates" in the first line, with "employees"
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Old 26.06.2017, 00:12
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Re: Illegible handwriting costs! Suggestions, please.

I think by the time your crew reads about themselves and their writing skills here - they will get the message?
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  #69  
Old 26.06.2017, 00:17
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Re: Illegible handwriting costs! Suggestions, please.

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I’d like to try, again, to address the question of “going electronic”.

The oldest team member is over 70, the youngest not yet 25.
Some own smartphones, a significant number do not.
Some use generous flat-rates seemingly uninterruptedly, others eek out a cautious (and at times unreliable) usage of pre-pay mobile phones.
While the team language is German, the levels of ability vary. At the moment we have about 10 different home languages and countries of origin (and education).
While everyone is definitely functionally literate, some are graduates, yet others have only rudimentary primary-school education. Some are embarrassed, others don't care.

There simply is no budget to provide the equipment, the flat-rates, and most especially not the training that would be necessary to bring all the team members onto the same page.

Might some generous ETH project take on getting this up and running? Even if so, there is, as in any group, a certain degree of fluctuation, and there will be no budget to add later training and equipment for new members.

Altogether, the whole set-up at present is dreadfully underfinanced and, as a result, understaffed. Slicing off time from each employee’s work, for the necessary persuasion (!) and the training in the use of an electronic system would hollow out the time they have available to attend to more urgent priorities.

For these reasons, for this team, I can’t see that “going electronic” could ever be realistic.

Apart from that: if anyone actually knows how to magic up an ETH study group who would take on a project... please let me know, as there are many other needs here.
good insight. I don't know if keeping the team in a "non digital" world will actually help them. Maybe it's the opportunity for them to do some basic training. Associations like seniorweb.ch or prosenuctute.ch provide free training on how to use "modern tools". Even companies like Swisscom have an academy where for a relative low cost you get an introduction to smartphones and how to use them. Maybe a path to explore on mid-long term.
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Old 26.06.2017, 00:18
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Re: Illegible handwriting costs! Suggestions, please.

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I think by the time your crew reads about themselves and their writing skills here - they will get the message?
Nope. Team language is not English.
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  #71  
Old 26.06.2017, 00:19
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Re: Illegible handwriting costs! Suggestions, please.

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Phil, the fact that there is such an age discrepancy among employees shows that they're not necessarily the most sought after candidates on the job market.
irrelevant.

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Furthermore, having some sort of ranking will not necessarily increase handwriting but rather backstabbing and possibly wrongfully evaluated "notes" among colleagues.
already taken into account - that's why i say record both the writer and reader.

please work on your reading skills.

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IMO, an electronic system needs to be implemented which replaces handwritten notes. I don't know the entire operational setup but I can also imagine, that each day/week somebody can take over the task of passing on the notes for the entire unit and thus you can have a better overview of the issue of legibility.
again. please work on your reading skills.
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  #72  
Old 26.06.2017, 00:21
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Re: Illegible handwriting costs! Suggestions, please.

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good insight. I don't know if keeping the team in a "non digital" world will actually help them. Maybe it's the opportunity for them to do some basic training. Associations like seniorweb.ch or prosenuctute.ch provide free training on how to use "modern tools". Even companies like Swisscom have an academy where for a relative low cost you get an introduction to smartphones and how to use them. Maybe a path to explore on mid-long term.
Yes, seniorweb and prosenectute do offer such training, but only the oldest one person in this team would be eligible.

For any course, including the Swisscom academy (yes, a most excellent resource!), the hourly wages of the staff would still need to be paid for that training time. And they would be off the job for that time.
While it might be a great opportunity for them, the place is nearly falling apart as it is, and trying to patch up the cracks while more staff are absent on courses.... oh, I can't see it.
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  #73  
Old 26.06.2017, 00:36
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Re: Illegible handwriting costs! Suggestions, please.

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Correct. If the budget were higher, some of the employees would be replaced. Others, who are good, would be employed for more hours per week.
About "going electronic", please see my posts above. I'm open to more ideas, though, should you think that I have a blind spot about this.
We are trying this, in fact, with the process of "updating the Whiteboard". However, it has turned out that some of those who do this task (they must needs be the ones, as more "white collar") are those with the worst handwriting.
So mainly, the issues are with the whiteboard and the ledger I would assume.
Writing on a whiteboard can sometimes distort somebody's handwriting. What I've found is that archaic chalkboards provide more friction and therefore, it may be a solution for the whiteboard. For the ledgers, I would suggest an access file...and you could easily derive data from that and use it for analytical statistics.
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irrelevant.
please work on your reading skills.
again. please work on your reading skills.
Shut your whore mouth Phil.

Last edited by 3Wishes; 26.06.2017 at 12:39. Reason: Ha, will read replies before editing next time :D
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Old 26.06.2017, 00:37
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Re: Illegible handwriting costs! Suggestions, please.

It's gotta be cheap, it's gotta be simple. Right?
How about only letting them use a form like this:
for_doropfiz.pdf
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Old 26.06.2017, 00:38
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Re: Illegible handwriting costs! Suggestions, please.

How about an electronic whiteboard? You can write on them with the pen supplied (or your finger with some models) and display typed copy too. Most have software that will convert handwriting to type. Although if it's really bad sometimes the resulting words are a bit hit and miss!

Doropfiz, are you the (only) supervisor/ manager? At the risk of being harsh again, it really is a part of their job to write clearly. Do they all know the extent of the issue?

Last edited by RufusB; 26.06.2017 at 00:53. Reason: Typo
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Old 26.06.2017, 00:39
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Re: Illegible handwriting costs! Suggestions, please.

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Shut your whore mouth phil.
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Old 26.06.2017, 00:41
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Re: Illegible handwriting costs! Suggestions, please.

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Phil and I go way back, no worries. He's insulted me worse in the past
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Old 26.06.2017, 01:18
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Re: Illegible handwriting costs! Suggestions, please.

Quote:
How about an electronic whiteboard? You can write on them with the pen supplied (or your finger with some models) and display typed copy too. Most have software that will convert handwriting to type. Although if it's really bad sometimes the resulting words are a bit hit and miss!
Thanks, I hadn't thought of that. I'd have to research it, in terms of functionality, training needed and in terms of cost.


Quote:
At the risk of being harsh again, it really is a part of their job to write clearly. Do they all know the extent of the issue?
Yes, it is part of their job and shouldn't be in the realm of a special favour, or a request to be disregarded.
That it is an issue is said repeatedly. The problem seems to be in the gap between hearing the appeal/request/critisism, and actually changing behaviour to fix the problem.

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Doropfiz, are you the (only) supervisor/ manager??
Sadly, yes. Exhausted.
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Old 26.06.2017, 01:19
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Re: Illegible handwriting costs! Suggestions, please.

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It's gotta be cheap, it's gotta be simple. Right?
How about only letting them use a form like this:
Attachment 126629
Thank you very much for taking the time, Curley, to make this. That's really kind of you, and appreciated.
When I am less exhausted, I'm going to have a look at it properly.
I liked the names you chose, as examples.
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Old 26.06.2017, 01:28
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Re: Illegible handwriting costs! Suggestions, please.

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Thank you very much for taking the time, Curley, to make this. That's really kind of you, and appreciated.
When I am less exhausted, I'm going to have a look at it properly.
I liked the names you chose, as examples.
No worries, two minutes ...
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