Whether you are following ISO 9001, ISO/TS 16949, VDA 6.3 or any other system, there are tremendous amounts of details and other rules that need to be followed. Most organizations will address the requirements through a series of processes and documentation from the beginning, but later struggle with maintaining the related documentation.
Saying what you do and then doing it means nothing more than “follow the documented process”. If the actual process changes, then make sure the documentation is changed to reflect the new process.
Oddly enough, one of the biggest contributors to the disconnect between documentation and physical processes is continuous improvement. This becomes even more evident when processes are unstable and thus more improvement loops are taking place. Ironically, one of the reasons for why process stability is unachievable is because the current process is not documented properly. This opens up issues with ensuring consistency amongst your team, as well as a standardized point from which to measure your improvements.
The fix is simple, stress documentation integrity with your team. If a process changes, ensure instructions, FMEAs, Control Plans, KPI trees, and any other relevant documents to the affected process are updated. Drive this point home… Say what you do and do what you say!