Well, the first question is of course: what exactly is a Quality management system? That is a very good question.
A Quality Management system is a collection of business processes that are focused on consistently meeting the requirements of their customers, and increasing their satisfaction, as the customer is, after all, king.
Nothing is ever perfect, and we constantly need to improve everything in our lives, personal and professional, so let us suggest a few ways you can upgrade your quality management system.
Procedures No, Process Yes
Companies can and should simplify the QMS to remove various lengthy, cumbersome procedures, so people can concentrate on refining the processes which can be mapped out more conveniently.
This can be achieved with diagrams or software, like commant.com, and this platform can meet all your quality management system bundled into one, uncomplicated platform usable by anyone, anywhere.
But how are process and procedure different, you may ask. Well, they are different in that a process merely says what needs to be done and why, without specifying exactly how, while a procedure states exactly how the process should be done, eliminating creative thinking and solutions, which can prove detrimental to the whole company and its employees.
The Many Vs the Few
Allow the system to be put into the hands of many, instead of only a few, so the responsibility of management lies with everyone, bringing forward their own ideas and solutions, Companies can ensure everyone gets engaged in the revision of the system,
and the employees will be able to set the requirements that they will have to comply with, instead of the standard rules telling everyone exactly what they have to do.
Scrap Clutter and Unnecessary Documents
This is not only a fantastic way to save space and help the business go a little more green, but eliminating unneeded clutter and paperwork saves time, where people won’t have to dig through mountains of paper to find one single document.
This in turn can save money, as the workers can get back to the task at hand more quicker.
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Software That Retains Documented Info
Another way of upgrading your QMS is to implement software that is able to retain documented information as required by the standard, but without having everything cluttered with detailed manuals and other documents that merely contribute to bloat.
Make the system simple, and many other parts of the intricate clockwork that is the company will click easily into place, like a well-oiled piece of machinery.
Define Goals Clearly
Good quality management systems should look toward achieving specific objectives, so if there is not a clear path drawn, the risk that people will be working hard but in different directions instead of along the same rope increases exponentially.
Avoid this by spending time ensuring everyone knows what the goals are, how they will be achieved, how they will be measured, etc. Every now and then, provide updates on where the company is currently standing in relation to the objectives.
This one seems rather obvious, but the hierarchy at most companies sadly instigates taking credit for oneself instead of giving it to the person actually deserving of it.
But given justly, credit can be a huge motivator in encouraging participation across the company, as the employees see their own work and ideas being recognized and upheld.
Recognition does not have to be monetary; a simple public announcement or something on the noticeboard can have a significant impact on overall morale and work ethics.
A Quality Attitude Goes a Long Way
To achieve the goals that have been priorly set, organizations need to, of course, identify the problems and weaknesses holding them back.
But they should also focus on the improvements that are planned or have already been implemented, as managers who constantly focus on the negative will create a negative atmosphere and energy, and so the right attitude and mindset needed for quality will be much harder to achieve.
Positivity begets goodwill, a healthier mindset, and a better work ethic, and that is what we are aiming for.
Every organization strives for higher quality, more hardworking and passionate employees, satisfied and returning customers, and well-functioning management.
This may appear to be an insurmountable challenge at first, but with these tips, it will become a much more approachable, uncomplicated goal that will be useful in virtually every layer of the business, from the lowest intern to the highest layers of management.
The first step is the hardest, but everything will smooth out quickly, so go for the best.