Though it’s true that every business of every size and sector have different methods for quality control and management, there are overlaps. In fact, there are even standards that any business can attain to aid their business processes and future – for example obtaining ISO 9001 quality certification.
But of course, these kinds of methodologies cross leadership, planning, operation, evaluation and more, so it’s a lot to chew on. Thankfully, there are plenty of tips to help guide you towards implementing the right quality management systems for you and your business. Here are six of the best methods for sustainably implementing quality management systems that improve your business operations and output.
1. Attain ISO 90[01:20]15 Compliance
Consistent quality and improvement is the goal of a Quality Management System (QMS). Examples of QMSs include the ISO 9001, Six Sigma, and Total Quality Management (or TQM) systems. The ISO is the most common and widely recognised, so it should be the first QMS you consider.
Before you can be certified in ISO 90[01:20]15, you must work with your employees and systems to follow the structure and systems set out in the standard. This process includes things such as performing a gap analysis, completing documentation, and implementing the QMS systems. By aiming for ISO 9001 compliance while optimising your business, you have a guideline and toolkit to direct your implementation work – and the benefit of established systems.
Once you’ve succeeded in attaining compliance as listed in the standard, you can book an audit to be certified. And besides the benefits of having your business systems optimised for long term success, the certification itself holds some water. ISO 9001 is an internationally recognised standard that many of your clients or future clients likely know and trust.
Additionally, you can also hire certification experts to work with you and your business to approach compliance, and to help organise your business. These experts can not only help your business prepare for your ISO external audit, but can also equip you with the knowledge and resources you need to maintain robust internal audit processes, allowing you to take total control over your company’s quality management systems.
2. Identify Areas for Improvement
The aforementioned gap analysis is used to examine where your business could be better. This crosses all areas of your business– from product prices to employee performance. One way to do this is to compare your business to common performance benchmarks. This way, you’ll have an understanding of where your business is under (and over) performing in relation to similar companies.
Constantly identifying areas for improvement is one of the key aspects of maintaining growth and success in a business, so be sure to keep this in mind even after implementing your new quality management systems. The constant evolution of digital technologies means that efficiency is never guaranteed. The best way to ensure that your quality management systems stay as optimal as possible is to routinely reassess and evolve.
3. Take Advantage of Business Data
Regardless of your sector, you’ll have useful data available – especially now that we’re in the data-driven digital age. This can be sales, peak hours, profit ratios, or even indirect indicators like employee survey results. What’s more is the internet has many more resources for you to compare and contrast your data against.
But chances are, you’re not a data analyst, so you may want to look into outsourcing your statistics work to a consultant, or learning software programs that can simplify the work like Tableau or Looker. Managing your data effectively can help you improve the quality and relevance of your company’s records, supporting your management teams in maintaining smoother and better-informed decision-making processes.
4. Maintain a Proactive Approach to Risk Mitigation
One evergreen responsibility that falls to managers is anticipating and preventing risks. By maintaining proactive risk mitigation processes, you can save yourself the trouble of damaged goods, broken machinery, or other incidents that could potentially result in staff injuries – all things you rightfully want to avoid.
And beyond just recognising issues that could occur and teaching your staff to avoid them, edit your systems to work around them and design contingency plans for those that are inherent. This way your business can grow without running the risk of damaging your reputation or worse.
5. Ask Your Staff for Input and Learn
Since your staff are on the front lines of your business processes, they have insight that you may not be privy to. Even minor issues like not having the proper tool to clean a machine, or a blind corner causing issues at the office can add up or cause unexpected issues, so listen keenly.
Alongside speaking with your team one-on-one, or holding regular development or improvement meetings, you may also like to send out anonymous surveys for people to fill out. This additional initiative can be great for getting more sensitive feedback, as your staff are more likely to express themselves freely if they know their insights will be off the record.
6. Stay Adaptable
You’re planning to implement a QMS because it’ll help your business grow and succeed, right? That’s exactly the mindset that a QMS fosters, and one that you should keep in mind above it too. So watch your competition, adopt new technologies, and experiment.
Remember that your QMS works for you, and that if you need to make changes to the systems it fosters as your company and competition grows, that’s part of the process too. And train your staff to know the best practices, and to be proactive in aiding the company. Together your operational excellence will only grow.
Conclusion
Quality Management Systems are far from the static standards that sectors like engineering follow, instead they’re highly adaptable and constitute a burgeoning awareness of your business. Just like Lao Tzu’s classic proverb, the QMS aims to teach a man to fish, not give him one. Good luck with improving your business practices, and remember that it’s a process, not a single solution, and growth is the goal.
