Blog Post
Top 10 reasons to have a QMS
- by Sharon White
- •
- 23 May, 2019
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Just some of the reasons why every company, no matter the size, can benefit from an embedded Quality Management System
1. Structure and Control
A QMS should be the manual for how to run the business. It should provide the framework for how each business area is executed, the definition of authority and responsibilities for each function, the method and criteria for the effective completion of them and the process of monitoring and measuring the success of them. Structure is so important, especially if you want to grow your business. A model of "how we work" is a solid base from which to introduce new roles, new business functions, new product lines etc.
2. Consistency
By definition, a QMS is a collection of interrelated business processes that provide the structure and control to achieve repeatable results.Through proven processes and procedures, training and buy-in, a business can achieve greater consistency in their products and services, and in the activities involved in providing them. Consistency means better, more reliable results. Consistency means less error, less waste, less expense. It improves reputation, can encourage repeat business and sets a bar by which your competitors could be measured.
3. Improve Customer Satisfaction
A QMS helps you to better understand your customers' needs, benchmark your products and services against their requirements and meet or exceed those expectations. In order to obtain all this information, a business is forced to engage with customers about their opinions, which builds better relationships and can really impact reputation. Customer satisfaction is at the heart of a QMS. Customer-centric processes mean the whole company focuses on what the customer wants and how the customer is affected by every action and decision in the business.
A QMS should be the manual for how to run the business. It should provide the framework for how each business area is executed, the definition of authority and responsibilities for each function, the method and criteria for the effective completion of them and the process of monitoring and measuring the success of them. Structure is so important, especially if you want to grow your business. A model of "how we work" is a solid base from which to introduce new roles, new business functions, new product lines etc.
2. Consistency
By definition, a QMS is a collection of interrelated business processes that provide the structure and control to achieve repeatable results.Through proven processes and procedures, training and buy-in, a business can achieve greater consistency in their products and services, and in the activities involved in providing them. Consistency means better, more reliable results. Consistency means less error, less waste, less expense. It improves reputation, can encourage repeat business and sets a bar by which your competitors could be measured.
3. Improve Customer Satisfaction
A QMS helps you to better understand your customers' needs, benchmark your products and services against their requirements and meet or exceed those expectations. In order to obtain all this information, a business is forced to engage with customers about their opinions, which builds better relationships and can really impact reputation. Customer satisfaction is at the heart of a QMS. Customer-centric processes mean the whole company focuses on what the customer wants and how the customer is affected by every action and decision in the business.
4. Learning and Improvement
There is an opportunity to create a cycle of learning and improvement. By recording, analysing, resolving and reviewing the problems that occur, lessons can be captured and products and services can be continually improved. A QMS promotes solution-focused thinking and evidence-based decision making. It's easy to assume that we know why something has gone wrong and what caused it, but it's a costly mistake to put time and money into a solution for an assumed fault. Better to work on investigation, root cause analysis and fact, to be sure we're actually correcting the problem.
5. Better Morale
There is an opportunity to create a cycle of learning and improvement. By recording, analysing, resolving and reviewing the problems that occur, lessons can be captured and products and services can be continually improved. A QMS promotes solution-focused thinking and evidence-based decision making. It's easy to assume that we know why something has gone wrong and what caused it, but it's a costly mistake to put time and money into a solution for an assumed fault. Better to work on investigation, root cause analysis and fact, to be sure we're actually correcting the problem.
5. Better Morale
Staff need to be motivated to perform at their best. Clearly defined roles and responsibilities, established training plans and a clear understanding of how their roles affect the quality and the success of the business are all key features of a QMS. Setting an expectation of your staff and then setting them up to surpass that expectation with the proper training and awareness is of benefit to the whole company. If staff are given a voice in the creation of procedures used in their roles, they feel valued. If, in following those procedures, they can achieve consistent, quality results every day, they feel satisfied and take pride in their work. Engage and empower staff to build quality in to every aspect of their work.
6. Performance Management
An important part of running a QMS is the continued monitoring of every element of it. This gives a holistic, objective review of the business at a given point in time. The ability to analyse the big picture and the minutia, offers a unique insight into the state of play. Fact-based decisions can then become realistic action plans - and so the cycle of continuous improvement goes on.
7. Risk Management
The standard business risk register is often a bit vague, out of date, and not looked upon from one review until the next. The principles that underpin a QMS force a business to actively use risk assessment techniques at a more practical level. This can only be a good thing! Risk assessing helps us to prioritise, to focus, to create a business case and to create sustainable, positive change. Identifying risks can lead to preventative controls that minimise negative effects for the business and the customer.
An important part of running a QMS is the continued monitoring of every element of it. This gives a holistic, objective review of the business at a given point in time. The ability to analyse the big picture and the minutia, offers a unique insight into the state of play. Fact-based decisions can then become realistic action plans - and so the cycle of continuous improvement goes on.
7. Risk Management
The standard business risk register is often a bit vague, out of date, and not looked upon from one review until the next. The principles that underpin a QMS force a business to actively use risk assessment techniques at a more practical level. This can only be a good thing! Risk assessing helps us to prioritise, to focus, to create a business case and to create sustainable, positive change. Identifying risks can lead to preventative controls that minimise negative effects for the business and the customer.
8. Better Relationships
A QMS requires engagement and relationship building across multiple stakeholders. Customers, suppliers, staff and other interested parties all contribute to a QMS. To ensure quality exists across all of these stakeholders, relationships need to be nurtured and communication needs to be strong. If you can establish trust and confidence and mutual respect, these relationships can add value to your business, encourage loyalty and maintain a status quo.
9. Increase Profitability
Ultimately, all of the reasons we have seen above all point to financial benefit. Doing things right the first time, streamlined and efficient processes, fewer problems, less waste, fewer refunds, customer satisfaction, better relationships, repeat business... Lower costs, bigger profits!
10. ISO9001 Certification
While a QMS does not have to be implemented solely for the purpose of ISO9001 certification, it is usually why it is done. ISO9001 is an internationally recognised mark of quality management, making a business appear reliable and trustworthy. It helps to establish credence and may open up new markets or new customers within your markets who will choose only to trade with certified entities. If a business is certified themselves, they may wish for their supply chain also to attain the same standard. If a market is particularly sensitive (in terms of safety or regulation perhaps) then being certified may be a required, and if not, certainly a desirable trait of any company wanting to trade therein.
A QMS requires engagement and relationship building across multiple stakeholders. Customers, suppliers, staff and other interested parties all contribute to a QMS. To ensure quality exists across all of these stakeholders, relationships need to be nurtured and communication needs to be strong. If you can establish trust and confidence and mutual respect, these relationships can add value to your business, encourage loyalty and maintain a status quo.
9. Increase Profitability
Ultimately, all of the reasons we have seen above all point to financial benefit. Doing things right the first time, streamlined and efficient processes, fewer problems, less waste, fewer refunds, customer satisfaction, better relationships, repeat business... Lower costs, bigger profits!
10. ISO9001 Certification
While a QMS does not have to be implemented solely for the purpose of ISO9001 certification, it is usually why it is done. ISO9001 is an internationally recognised mark of quality management, making a business appear reliable and trustworthy. It helps to establish credence and may open up new markets or new customers within your markets who will choose only to trade with certified entities. If a business is certified themselves, they may wish for their supply chain also to attain the same standard. If a market is particularly sensitive (in terms of safety or regulation perhaps) then being certified may be a required, and if not, certainly a desirable trait of any company wanting to trade therein.
There are so many reasons to implement a QMS and, more importantly, reasons to maintain that QMS; work at it and reap the benefits.