
Posted by Bronwyn Swartz | Filed under General
02 Monday May 2016
28 Monday Dec 2015
Posted in General, Quality Stuff
I’m missing my children terribly. It’s really difficult to even find the words to express my feelings. And after trying all sorts of different ways to deal with my longing for them, eventually tonight I just started working again. Early start to the New Year, why not.
So inspired by my brother’s blog posts with all his 10 of the best lists, I have decided that I need to produce a 10 of the best list too! So I’ve been munching and crunching and pondering and then I got it! 10 of the best tips for writing SOPs baby!
And of course I’m personally motivated to blog about this because I managed the SOP matrix at the pharma company that I consulted for. Badly written SOPs wastes everyone’s time. It wasted my time as the person who supports the writer, the SOP reviewer’s time and the time of the end user- the reader who is supposed to ultimately make use the SOP. Wasted time costs money!
A well planned and written SOP should be the tool one can use at 2am when no one else is around. Interestingly though, not so long ago someone countered this statement I made, by saying that ‘someone cannot perform a task if they not signed off as competent’. On paper yes. I don’t really feel the need to counter his counter…..all I’ll sheepishly add is in a perfect world yes, and we do stay in a perfect world…. don’t we? Of course we do.
So here goes:
#1: The most common misunderstanding I came across – A SOP is a process, not a policy. If you can’t flowchart it, then it does not belong in a document entitled SOP.
#2: The person who performs the work/task being detailed in the SOP, must draft the SOP. The most useless SOPs I’ve come across were written by a person in the company who wrote that SOP just for the sake of getting the SOP in place (usually to pass an audit!). It’s an absolute waste of time and resources to have a valueless SOP. I promise you, it will confuse someone along the line. It only degrades your quality system – does not improve it. Ironic really, it’s just not “quality”.
#3: Train, and train, and re-train and re-fresher train your people to write SOPs. That’s an investment worth gold. Training an organisations’ employees is empowering them – this includes SOP writing. There is nothing difficult or complicated about writing SOPs, yet many people are ‘put off’ by it. I can only assume it’s because they haven’t been properly trained. Writing a good SOP that can repeatedly be used to train others to do a different task, makes work easier for the writer of that SOP in the long run. An additional advantage, is the organisation becomes less dependent on tacit knowledge.
#4: Use plain language. Write for the end user, and remember that nine times out of ten, that end user person is a trainee.
#5: Use active language. An SOP is written to describe an action! It is perfectly ok, no…. it is a requirement that it sounds like an instruction. The procedural steps are not mere suggestions. The SOP is written to describe a set of actions that must be performed.
#6: Embrace white space. This tip is influenced by my editing experience. Some white space in an instructional or informative text makes the text easier to digest.
#7: Standardise all the SOPs in your organisation. Readers in your organisation will get used to the standard format and will find it really beneficial. Your SOPs will be easier to understand for end users. This is very important. Variation is the enemy of quality – do not let variation creep in with your SOPs.
#8: Keep it simple. If you can get away with a simple flowchart with responsibilities and timelines, then do that. Use tables if you can, bullet points and numbered lists. Of course you do all of this while being mindful of your standardised format and other regulatory requirements your organisation might have.
#9: Test drive every SOP before it becomes active. Strange but true, there are simple steps that the writer forgets about because it’s second nature to that person. It’s a very good idea to get someone who is unfamiliar with the procedure to read it for logical and understanding, and with the person who wrote the SOP, perform the function. Doing this save you from having to revise a recently activated SOP due to a simple oversight.
#10: Jason, you are the King of 10 of the best lists, because I can sincerely seriously could only come up with 9 above!
09 Wednesday Dec 2015
Posted in Family and Friends, General, Purely Academic, Uncategorized
Hmmm well, I don’t ever want to post long boring posts but again so much has transpired since the last time I posted anything . In fact, when some of the events happened I was just gobsmacked, and I didn’t have words to express what was going on. But I’ll make an attempt and try my darn best to be as brief as possible.
CPUT… Where do I begin, Fubar?, maybe that sounds rude, but by gosh golly darn it holly har. Then we were writing the 9 Nov, then student protests postponed it to the 16th Nov, then more student protest postponed it and lecturers were chased out of our offices . The campus was vandalized. We were told to stay away from work, then told to come back and just before we went back, we were told to stay away again. Then we went back, then the student forced lecturers out of the our offices again. We were told exams would be the 24th Nov.
Then students flooded the exam venue. Police descended on the campus. Student protested in a very threatening way, sticks in hand. Police shot at them. I witnessed this, heard the shots and saw the smoke, the police running with riot shields and helmets. I left the campus. I cried. I spent time trying to placate my own students who were justifiably angry and upset and frustrated. After that my back went into spasm, and that night I developed a migraine of note. I reckon I had a half a bottle of rescue remedy drops, four panados and four relicalms. I should have just had a half jack of whisky. My balloon deflated. I half heartedly stagger onto campus every now and then. I refused to dye my hair out of defiance – I’m weird I know, I need some time, but I’m hopeful next year will bring some renewed vigour. We hoping that final exams happen next year from 11 Jan to 22 Jan – that same time that I’m registered to attend the African Doctoral Academy Summer School. What a Bugger-up…That’s the summarized version
PhD Matters…Moving on to nicer things, through it all I managed to make contact with my principal supervisor at DUT. And she saw my work and she gave me feedback already. Big smile. Dr. Shalini Singh is on the ball. Step in the right direction. Her comments didn’t sting as much as Prof Moll’s did because most of them are because I have never consulted with her before. However, more than that the happiest of happy news is I am registered for a DPhil: Quality Management, and not a DTech Quality. It’s just a name difference, but quite frankly I much prefer the DPhil: Quality Management! She is coming to visit us at CPUT for two days next week for our first proper consultations with her. And we have been summoned to attend a Post Graduate meeting in which we will have to present our work, with a Gantt Chart to the rest of the Post Graduate students. Yes, yes indeed, moving along nicely, I dare say.
My Dad’s 60th Birthday…

Death by chocolate, My handiwork
And Robin’s Dad’s 93rd Birthday…

Rob’s dad asked for a ‘Blonde’ for his birthday…and smart kids like Rob and I figured out just what to do, to make sure that he got his birthday wish – some more of my handiwork
Finally Movies under the stars…The minions and I and our friend Sara watched Armageddon at the Galileo open air cinema at Kirstenbosch. Lovely, lovely experience. I would highly recommend it for your to-do list this summer. Tickets are R79, but for extra R20 you can get a blankie and a chair and you can either buy food and wine there, or take along a picnic basket.

Looking cool with my blue shades
Couple of other fun stuff we have planned. Cape Town Sevens this weekend and a trip to Robben Island early next year…School’s out and summer holidays are here…Let the fun begin
28 Wednesday Oct 2015
Posted in General
That’s what ‘now’ feels like, Murky water. Grey brown muddy murky water. The past 10 days have been tumultuous…no it’s been down right crap. Just trying to find the right words gives me a headache. I need to be politically correct, or do I? It’s just my opinion, my stupid opinion.
I’ve had enough of these student protests. I’m on the verge of tears every time I think about it. I appreciate that life is darn right challenging for many people on levels I can’t comprehend. I appreciate the fact that my own parents put themselves through tertiary education by scraping money together and making tremendous sacrifices to study part-time. I recognise that I was more fortunate than them – because of them. They could not pay for my studies initially, and I didn’t qualify for a bursary but yet they made it possible for me to get a study loan.
Also, I do remember feeling debilitated after I finished studying because I had debt of R40000.00 when I first started working. My first salary was just under R2000.00 (in 1997). If I paid 10% of that on my study loan each month, it would have taken me no less than 200 months – that’s 17 years to pay off that debt! And that’s without yet even paying off the interest.
It’s tough to be a student. Big shout out to my parents who would not even consider me not studying – even though the mere thought of that kind of debt is off putting. Nevertheless, I was rather fortunate when after I graduated, I ended up getting a permanent job in the Western Cape government and they paid off my study debt in return for me working for a certain number of years. My dad paid the money I owed for my stay in the residence.
Be that as it may, fast forwarding a few years…today I am a lecturer. And I’ll be bold enough to say, I’m a very hard working lecturer. My students are my priority. Also funny enough I’m still a student too. So I’m very much caught up and entangled in the academic web.
These past 10 days have left me feeling lost, incapacitated. Before this I’d been chasing targets and deadlines, submissions – the weeks did not have enough hours. I enjoyed the thrill of aiming for the impossible. I missed a few, but I hit most of them. I was on a roll. Then suddenly I was stopped dead in my tracks.
Perhaps it would not have seemed as awful if I had suspected what was coming. Last Tuesday I overheard colleagues saying that as a precaution we should probably avoid coming to work the Wednesday because there was talk of student protests. Then I heard some noises coming from outside our building. We looked outside and saw that there were indeed students already protesting. Management told us to go home, but as we tried to make our way off campus we found that students had barricaded the entrances to the campus and were not letting anyone in or out. We were forced to stay on campus for 2 hours.
The next day we heard stories of marches to parliament. The media hailed the students. If I only went on the media reports then I would have believed the students did something heroic. But I had more than media reports. I had colleagues and fellow students sending me messages and updates of happenings occurring at my campus. Shops on campus being looted. Property (buildings and cars) being vandalised and people being threatened. Where’s the heroism in that?
Since the Wednesday the tension was building. By the Friday I tried to stop listening to the media reports. I was still upset not being able to go to work, but I was worried about our students too. How could I not be? They are some peoples’ children, just like I am my parents’ child. They are my children. They are my friends. I thought that after the president addressed the students caving to their demands it would end – but it seems the more they get, the more they demand.
On Sunday I started getting ready to go to work for Monday, but late Sunday night another message came through. All was still not well on campus and University Management were in emergency meetings with students. Then Monday evening we got the green light to head back into work the Tuesday. What a relief, after all the exams are starting next week. I packed my bags and went to bed early, rather happy that things would return to normal.
Tuesday morning my colleague called me to say that shortly after she arrived at campus she and other were forcibly removed and physically threatened with a fire extinguisher. Management then sent an urgent communique to all staff and students stating that campus would remain closed until Thursday. I hope, I sincerely hope that on Friday I can get back.
I realise that what I’m expressing might not resonate with everyone. People might think, “so like really, what’s the big deal?”. Well truthfully, just like this is only my opinion, that sentiment would only be their opinion. If someone doesn’t understand I am indeed happy for them. It means they don’t know that unpleasant experience of being in limbo. Having the do an emergency brake for a herd of cattle that’s passing the road…. while the herd is damaging your car. To plan something and then postpone your plan, then re-plan and then abandon your plan, and then being told to plan again, but then being told to cancel your plan. That’s what it feels like….
This too, shall pass.
06 Sunday Sep 2015
Posted in General, Purely Academic, Quality Stuff
Calling all cards, Calling all cards, Calling all cards. My brothers will agree that we siblings probably still need counselling to deal with hearing ‘those words’ or that saying, but that’s a blog entry for another day. Tonight I’m blogging about the past two weeks that have been choc-a-block full!
This week is varsity holiday, so strictly speaking I don’t need to go to campus at all. Beauty of an academic job. However, I signed up for a tutorial course that I’m attending tomorrow…Frankly I’m not sure why I volunteer for these courses. Well ….that’s not completely true – I do know that I volunteer because I have a insatiable desire to learn, so I grab any opportunity that arises that can potentially offer me additional knowledge. But what I really don’t know is why in heavens name I sign up for EVERYTHING, even when I suspect it might be too much. Another thing I probably need counselling for!
Be that as it may, I thrive on a busy schedule. So like, since my last blog these are the highlights:
SAATCA Auditing conference in PTA was amazing. Did you know that a Quality Manual will no longer be mandatory with the new ISO9001:2015? Like really! OMW. After attending the conference and getting a feel for the new standards, I’m completely loving it already. There’s a clause (Clause 4) on Context of Organisation. That’s just so practical. Also, the fact that one now needs to think about risk in everything your organisation does is in my opinion definitely a great improvement.
Got back from PTA and the students wrote exams. I’m still marking but I think they did quite well in general. That is unusual for midterm exams. Traditionally the student hash it – big time. Hey, but I’m happy that so far it’s looking so fine.
I read the novel “Gone Girl” by Gillian Flynn – and what a mind job that book was! Finished it in 2 days. I can’t decide if I love it or hate it.
Then I finished my proposal corrections – WHoooop WHOOOP! gave them to Prof! Moving forward. I wanna get on with this doctorate thing. Want to start doing my doctoral research already and be a doctor already. However besides the corrections, I had a very interesting meeting with one of Prof’s friends. His colleague from a University in Austria. On my Prof’s recommendation we had a discussion about my proposal and it turns out this Austrian Prof’s student is doing something similar. Interesting indeed. Prof Hilmer and Prof Moll then met the day after my meeting and there are a couple of options that they discussed – ways for us to collaborate. I’m not going to say any more on the topic except #watch this space 🙂
Lastly my side line research continues. So I’m sure everyone who has chatted to me recently knows that I really, really want to be a Professor. So first I must become a doctor, and after that I must do research and I must publish. With this motivation (besides the fact that I am genuinely curious), I am doing research on Blackboard – where it all started last year. Initially I was only going to gather data from the lecturers, however my students encountered problems and I decided to ask the students to help gather data on Blackboard from a student perspective as well. The incentive for them is that they can use this data for their own semester projects. But of course the benefit for me is I will use the student data in conjunction with the lecturer data and write a more comprehensive report on the usefulness of Blackboard. I’m very excited about this project – I have a suspicion that this is just going to be a pilot study of a more in-depth research project. Just thinking about it gets me excited.
For the lecturers’ data I used Google Forms to conduct a survey. What an amazing tool! Google annoys me mostly, just because they monopolise everything. However, Google Forms is the niftiest coolest toy that I have discovered in months. It comes with my greatest recommendation. It is easy to use and totally worth the time you need to spend learning to use it. You’ll find it in the Google suite in Google Drive.
Finally, I want to tell you about a treasure I discovered in my office. A book. When I moved into my new office, I inherited four bookshelves of books. What a treat! So last week Tuesday I was rearranging some of the books to make space for my personal collection of text books. That was when I came across an rather unusual hard cover. It is covered in peach coloured material and didn’t have a name in the front or back. But it had a name on the spine – Paddington on Top. Yep, as in Paddington Bear. This children’s story book is older than what I am. I opened the thick yellowish pages and I just got goose bumps all over. There are illustrations in the book. Beautiful pictures. I simply love it! My heart melted. A classic. I have no idea how that ended up in the office I inherited from Russel and Prof Moll, but clearly neither of them cared too much about Paddington. I decided to take Paddington home though, and it will now have a permanent place on the minion’s book shelf. Yes indeed, a much better home for The bear called Paddington.
16 Sunday Aug 2015
Posted in General, Purely Academic
Well I reckon it was a success. I must still capture the data from the feedback questionnaires but in general I got really good feedback from the participants. I enjoyed it, and the positive responses that I received inspires me to prepare some more student workshops. Happiness.
Congratulations to Rafick Armien, Natasha Singh, Keenan Dreyer, China Masande Goniwe, Ricardo Fortuin, Shaun Onverwacht, Cindy Abrahams, Hillary Moyo, James Dalton, Bridget Erwe, Noxolo Hoga, Lonwabo Madlakana, Bianca Roebeck, Maxine Thomas, Thulani Ntsimane, Victor Ncele, Phelo Sixubane, Thuletu Mbita, Raoul Schoor, Moos Koopman, Brynwill Malgas, Nomandla Zilimbola, Jonas Sobe, Monray Engelbrecht, Lyle Valentine and Nozuko Gontsana for whole hearted and phenomenal participation. It would not have been such a success without you!
My tremendous thanks goes to my fellow supervisors (and my D. Tech classmates!) who supported the workshop. Olaf van Renen, You Rock!, and the two most beautiful ladies Lucrecia Valentine and Des Jaftha.
02 Sunday Aug 2015
Posted in General, My Adventures
About two weeks ago the minions and I visited the heart transplant museum at Groote Schuur Hospital, and what a life changing event…literally. For starters, as an immediate result of our visit, we have all three registered to be organ donors.
I urge Every South African to do themselves a favour and pay the museum a visit. I sincerely promise you, that you will come away feeling immensely proud to be South African. And for every Non-South African and South African, alike, you will come away with an amazing story of one man’s courage and determination in the face of adversity, a story about the unrelenting human spirit and our capacity to overcome, a reminder that after hard work and tenacity there are well deserved acknowledgements that came with accomplishments. Chris Barnard is an inspiration. His life made a difference.
Before our visit I really didn’t think much of the man. Sure, he performed the first heart transplant and what not, something very noteworthy yeah of course yeah- but until that morning I never realised the extent of the sacrifices he made and what it entailed. Our visit gave me insight into his life and allowed me to try and imagine what it must of been to be in his shoes. He was the underdog and a risk taker. He finished a PhD degree that should have taken six years in two years – Respect!. Then, there were also no guarantees that any of his efforts would pay off, and yet he persisted for years…because he felt passionate about his work. And the time arrived, when totally unexpected by the rest of the world, in the wee hours one December morning in unsophisticated Africa, he performed the historical operation that forced the world to look up, and reminded them, don’t underestimate the underdog. Sometimes, that underdog will surprise you.
However, the thing that I admire the most about Chris Barnard, the characteristic that won me over and had the most significant impact on me was that through it all, through his trials and his failures and then his glory, his ‘human-ness’ shone through, his temperamental side, his sense of humour, his humility and daring nature and his mischievous streak. I reckon he was a good guy, a really cool human being.
I will not elaborate any more on the details of our visit, because again I’ll urge you – go check it out for yourself. You won’t be disappointed.
02 Thursday Jul 2015
Posted in General, Purely Academic
Come winter cold or rain but students soldier on.
When the weather is bad people tend to want to stay indoors and relax. Hot chocolate and movies under the covers and listen to the rain beat down outside. But Harvard research has indicated that although some people stop working, most are more productive. This, because the weather outside is bad, too rainy or cold to be enjoyed.
So my fellow students, some of my personal tips:
1) Hot tea or coffee but be careful of too much sugar. Tea is better than coffee because it contains less caffeine and contains natural antioxidants.
2) Layers of clothes, blankets, beanies, scarves, finger-less gloves (for typing:)). This is much better than a heater, which dries out the air leaves you vulnerable to getting infections.
3) When the weather clears up – even just a little bit, take a break and get outside for some vitamin D. Very important. Never underestimate the vital requirement of sunshine. When it’s available, grab it!
Otherwise, make use of these cold days…..they wont last forever (thankfully), and when spring starts to grace us with her presence, we don’t wanna be caught indoors with loads of catch up. Excuse the corny …May hay while the sun shines, or rather Write a Thesis when the sun does not shine
02 Tuesday Jun 2015
Posted in General, Purely Academic
Thank you Bertrand van der Heyden. One thing I clearly remember from my Christian Brother College days. Machiavelli said “the end justifies the means” I think it was history class, but I think it had nothing to do with history. Bert was just really good with words and languages, part of his charm, and about a half dozen other stuff.
But for whatever reason I remember Si guarda al fine…and that was enough motivation for me to make a plan. It’s vrek cold. Winter has invaded Cape Town with unrelenting vengeance, and I had no choice but to turn my cupboard inside out, chucked all the clothes in it onto the floor – my room looks like a mess! All in search of my finger-less gloves.
Finger-less gloves are a winter essential for a student. Heck for everyone! I need to feel the keys on my keyboard (non-negotiable) and I need to work (another non-negotiable). My hands do not need to get cold while I’m working, so after my unsuccessful attempt mission to find any one of the pairs of three pairs of finger-less gloves I had in winter last year, I eventually settled for a new shower glove and a old solo navy blue woolen glove that I found stranded in the laundry basket with all the single socks. I snipped off the finger tips and Bob’s your Uncle! I have a trendy new pair of finger-less gloves! Pink and Blue, Loving it! The end justifies the means.
The day is saved. My work can continue…
16 Saturday May 2015
Posted in General