Process Improvement -- Loan of School Blazers

Contributed by GAN YUET LING

Current Situation:

Students go to the General Office to borrow school blazers & skirt if they are required to don the garments for events held within school/ outside school/ online meeting. The teacher-in-charge is required to submit the Blazer Loan Request Form in advance to the General Office. Some teachers do not submit the Request Form in advance. And there is no coordinated timing for the students to turn up at the General Office to collect/ try on the blazers. Whenever one arrives, the General Office staff will have to bring the student to the Blazer Room, resulting in multiple trips a day if the event involves a big group of students (>10, >20, >50). This is very disorganized and inefficient in terms of time management and deployment of manpower.

Improvement:

I have implemented some changes to the process since January 2021 to improve efficiency. Upon receiving a Blazer Loan Request Form, I check my digitised loan record to see whether the students have any past loan history. Students who have borrowed the garments before do not need to go to the Blazer Room to try on the garments. I will pre-assemble the blazer & skirt based on the sizing shown in my digitised record. I group the students by class and check their timetables to allocate a specific date/time for them to collect the garments. Each class to only send one representative to collect the pre-assembled garments. Students who do not have past loan history will be informed of a date/time to go to the Blazer Room to do fitting. The method above resulted in better time management and workflow efficiency. On the other hand, reminders will be sent to all teachers to reiterate the need of advance submission of the Request Form should they have an upcoming event which requires the use of school blazers.