Rolling out digital procedures without losing the room

Start with one procedure, not the folder

Pick a procedure that is genuinely awkward: long, easy to get wrong, done often enough that people will notice an improvement within a week. Do not start with the most critical one — start with the one whose improvement will be believed.

Get the first version right, then publish it

• Draft it in the console from the document you already have, or write it directly.
• Have the person who actually owns that work read the draft in full. Not a manager, and not the person who uploaded it.
• Publish. Only published versions can be run, and the version is what the record will refer to.

People and roles

Invite the pilot group with a link. An invite carries an expiry, a limit on how many times it can be used, and optionally a restriction to one e-mail domain, which is what stops a link forwarded onward from becoming a way in.

Roles are owner, administrator and member, and what each may do is enforced by the database rather than by which buttons are visible. An administrator can invite and remove members but cannot create another administrator, and an organisation is never left without an owner.

Run it for a fortnight before you look at any numbers

The first days’ timings measure unfamiliarity with the app, not the work. Let it settle, then read timing data with the question "which step loses the time" rather than "who is slow".

The objection you will hear on day one

Somebody will say this is a stopwatch pointed at them, and they will be half right: the product does record how long each step took, under their name, and a shift lead can watch runs in progress. Denying it costs you the room.

What you can say truthfully is that there is no target time in the product, no threshold, no alert when somebody is slow and no leaderboard — and that the numbers are compared only with your own organisation’s previous runs, never with an outside standard. Then behave accordingly, because the first time the data is used to reprimand somebody, every timing figure afterwards becomes fiction.

What a rollout costs

Nothing today, because there is no billing in MedNAIS®: no payment provider, no plans, no checkout, no seat counting. When there is a price, it will be published before anybody is asked for it.