How Is Your Workplace Related to QMS

How Is Your Workplace Related to QMS

Introduction

How Is Your Workplace Related to QMS or Quality Management System serves as a framework to lead and guide an organisation towards improved quality practices at all levels of its internal processes, including manufacturing operations. It derives its principles from ISO 9001 which mandates companies to comply with certain standards to ensure the provision of satisfactory services and products to customers. While implementing the QMS principles your workplace engages itself with continual improvement towards shaping, promoting and maintaining quality culture. A sincere and consistent adherence to quality practice rewards you with ISO certification, spurring an impressive rise of profit lines.

 

Workplace Practices To Promote QMS

The successful implementation of QMS requires that your business activities be based on quality principles and standard as specified by the ISO 9000 series. The following discussion throws light on how to orient your workplace in a bid to promote and maintain a continuous quality culture within it.

 

Maintaining customer focus

The ISO principles require that your organisation, at each level of operations, keeps customer satisfaction in mind. To ring in customer satisfaction your company should focus upon:

  • Conducting regular research to understand customer needs and expectations, along with a parallel management of customer relationship.
  • The vision and objectives of the company should be aligned with the needs of the customer.
  • An active communication system to translate quality principles into action at all levels of the organisation.
  • Decision-making and planning on the basis of quantifiable results derived from quality metrics.
  • Implementation of quality operations through a balanced approach to maintaining the interests of all the stakeholders- customers, higher management, employees, suppliers, financiers, environment and local communities.

Committed Leadership

The ISO standards for the fulfilment of quality goals require complete commitment from the top management. In your role as the company’s leader, your responsibility entails:

  • Chalking out realistic and achievable goals and targets, along with a fair allocation of resources to all the departments.
  • Implementing QMS through a unified and centralised structure.
  • Creating, promoting and sustaining shared values of fairness and ethical conduct across the organization
  • To impart training to the staff on issues related to QMS
  • Having an active system of reviews and feedback on employee output, while motivating them for continual improvement.

Adopting a Process approach

A process-based approach for quality tasks execution is widely prevalent in organizations. Under the Process-based approach, your workplace management and employees should perform the following tasks:

  • Clearly defining the set of business plans, mapping processes and activities necessary to obtain the desired result
  • Establishing a team for handling duties and responsibilities related to QMS
  • Devising or installing a QMS software to measure and analyze the capability of key quality functions.
  • With the help of quality metrics conducting reviews and audits to evaluate the impact of plans for customer satisfaction and on other stakeholders.
  • Continually improving the system through measurement and evaluation.

 

Continual improvement

The ISO 9001 stresses upon continual improvement in the organization’s overall performance so that it can deliver quality goods and services to the customers. To this end, you need to ensure:

  • Implementation of a centralised system across the organisation to monitor employee performance through quantifiable data.
  • Providing knowledge and training to staff to follow methods and tools of continual improvement
  • Drawing out specifications and guidelines for process execution and product designing, while keeping customer satisfaction as your predominant goal.
  • Establishing a system of metrics to track continual improvement, while maintaining a system of feedback to the employees.

Factual approach to decision making

The most effective decisions are those based on the analysis of quantifiable data and information. For making decisions based on data, the management should install a comprehensive QMS software which performs the following tasks:

  • Availability of data and information which are sufficiently accurate and reliable
  • Disseminating the data in the pertinent departments.
  • Rigorous and regular analysis of data and acting upon the loopholes or lacunae as reflected by the system.

 

Conclusion

In a bid to outshine your competitors and staying ahead your organisation should adopt and implement the principles of Quality Management as mentioned in the various standards of the ISO 9000 series. The active implementation of QMS would change the very face of your business operations, helping your company in attaining soaring profits.

 

Why is a centralised system of documentation of utmost necessity

Why is a centralised system of documentation of utmost necessity?

 

Introduction 

Documentation is an integral as well as a vital part of all modern day business operations, irrespective of the industry type. Many internationally recognised initiatives – like ISO 9001 and ISO 14001 make it mandatory for companies to create, review and update on a regular basis. And business mavens advise that to gain control and best benefits out of the documents it is mandatory to place them under the mechanism of centralised documentation system. Organising documents under a single system of control allows for their easy access, assessment, and better security too. Large organisations which engage with big data are especially to benefit tremendously out of centralised documentation system.

Key benefits of a centralised system of documentation

The following discussion dwells upon the key benefits of working out a centralised system of documentation.

Provides better control over big data

A centralised documentation system is created with the primary aim of imparting meta-data with an overall mechanism of control. It involves customising high-level information of the documents. Categories are created based on information such as subject, priority levels or ISO elements. This system helps the management in keeping documents under one inter-connected digital network while allowing employees to search for information via filters and key-words.

Makes task execution easier and more effective

A centralized system of documents provides a superstructure from which the staff can pull out relevant data as and when needed. On a given task, for example, staff training – the trainers can source out the various documents related to training. The system also automatically defines a lot of trainees while updating the records. Employees thus can participate in activities such self-training through the streamlining of the process. The use of processed and rich data makes tasks more effective and productive.

Enables a more active and efficient collaboration

A centralised documentation system enhances awareness of employees on their tasks through updates notifications and reports on documents of various departments. This, in turn, facilitates greater levels of collaboration for tasks which are inter-departmental. This process makes collaborative faster and in real time while averting the long-winding routes of emails or phone calls. Collaboration is eased through integration using programmes such as Microsoft Office (Word, Excel, PowerPoint, etc.).

Increased visibility contributes to better decision-making

Providing visibility to data the centralised documentation system provides real-time insight into the dynamic process of documentation. The digitalised system offers regular and a variety of reports to highlight the progress of tasks under execution and the analysis of those completed. Armed with the knowledge of the current statuses of various projects decision-makers feel more confident about their business decisions.

Helps maintain continual quality improvement

A centralised system of documentation automatically streamlines all work-processes in the company. Managers have easy access to the latest data from one place, to which they can make suggestions for changes and modifications.The staff can then promptly look into and work upon areas that require new efforts. In this way, the workflow is streamlined while ensuring quality improvement in the organisation happens on a regular basis.

Provides better security to documents

An important feature of the centralised documentation of documents is security, which becomes all- important during collaborative tasks with external parties like suppliers.

A good document control system ensures security through data filtering and other security features. Based on the established rules the system filters or locks up data for the unnecessary parties, thereby keeping sensitive documents and data safe.

Conclusion

Documentation is a critical aspect of all modern day businesses. Its scope and need have been further emphasised upon by the latest changes in the ISO. For making its business prospects better, it is imperative an organisation gains complete control over its documents. For this purpose, it is best advised to opt for a centralised documentation control system at the earliest.