Why and how to implement a quality management system in your company

3. November 2020 / Topic: 

Every company is exposed to forces in its day-to-day activities that it can only influence to a certain extent. However, these forces cannot be ignored and therefore management tries to deal with this reality.

Today and every day we have to cope with the requirements of legislation and standards related to the subject of business. Of course, this is only a basic assumption. Customer requirements for product or service quality are something that must be addressed constantly. What are we going to say, which company is in the position of not having to take them into account because it has no competitors in the market and its product is a necessity for its customers?

This seems to be just a statement of fact, but let's look at it more deeply and in context. In order to meet the above requirements, it is important to have a perfect overview of them. This does not just mean reacting to immediate findings or suggestions. It is about systematically mapping these requirements. Neglecting or failing to master them brings problems, and it pays to prevent them.

Failure to meet or comply with the mapped requirements represent real risks for the company and can in many cases threaten its very existence. Naming and evaluating the resulting risks is the first step towards building a quality management system. Next, it is necessary to reach for functional, proven measures to eliminate these risks or to minimize their occurrence. Simply to ensure effective control.

Of course, every company is managed in some way. And at least to some extent this management is documented. But it's worth thinking about.

  • Do we have clearly defined company processes and activities?
  • Are responsibilities clearly defined at all levels of the corporate hierarchy?
  • Do we record the outputs of processes and activities to provide an overview of compliance?
  • And are these processes and activities audited against the relevant outputs and are the outputs of these audits recorded?

The eye of an experienced expert looking at the company documentation can discern whether the management system is well set up and whether it can actually work. It is on the basis of the records of ongoing inspections that one can estimate how stable a particular company is and what its potential is.

International ISO standards are a guide to building an effective management system. All these standards contain essentially the same basic elements, which are further supplemented by specific requirements and recommendations according to the respective area of focus - e.g. quality, environment, operational safety, information security, anti-corruption measures, etc. The management system in place can then be easily extended.

The declaration of successful implementation of the management system is a certificate according to the relevant standard, obtained on the basis of a certification audit from an accredited independent organization. This certificate can often be a ticket to higher levels of business, where it is important to prove that the company is a stable and reliable business partner.

It's not about creating documents and then storing them in a file cabinet. It's about ensuring that the entire company process and control is truly efficient. And what practical implications can this have? The benefits are numerous:

  • Maintaining a stable and high quality of products and services
  • Cost optimisation
  • Maximising company performance
  • Increasing sales, profit, market share
  • Opportunity to win major customers and participate in tenders in the public administration
  • Improving the organisational structure of the organisation
  • Increased ability to respond to market changes and manage necessary internal changes
  • Growth in credibility

Do you think it makes sense to deal with the management system in your company?

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