Problem
Case Study: Scope Space
You work at Scope Space as an Administrative Manager and you lead a team of five (5) staff members. Administrative Assistant, Office Assistant, Data Entry Clerk, Office Administrator, and Receptionist.
Katie is the company's newest employee. She has worked as Receptionist at Scope Space for four months and seems to be a good fit with a bright and bubbly disposition.
As a part of Katie's role, she needs to create new client accounts from information she receives from the marketing team. This is a templated document that must be completed with the new client's basic information and then saved into the internal Data Management System using.
A naming convention is a common set of rules or guidelines to apply to the naming of electronic records.
A few of the administration team have complained that Katie has been misnaming documents and it has taken them too long to find the required files when needed.
This situation is causing staff members to waste their time looking for files and even creating multiple files as they cannot find the most current document to use. There is a process for the naming conventions which doesn't seem to assist Katie with this problem.
As the Administration Manager, you would like to guide your team to find their own resolve as they are the team members that use this system on a daily basis.
You also need to develop your staff to use their own critical thinking skills and bring you solutions for any issues that arise as you cannot be available to sort out every small problem your team faces
To get to the bottom of this issue, you decide to undertake a Knowledge Gap Analysis with Katie to see if she understands the Naming Convention Process
Because of all the complaints from team members about Katie's misfiling documents, you decide to create a self-evaluation/feedback form to check Katie's understanding of the Scope Space naming convention and filing process.
Your task is to create six questions to analyse Katie's understanding of the filing system and the naming conventions to find out where Katie's main difficulties are with following the process.