While you are reading this article, I assume that you are aware of benefits of establishing a QMS in an organization and what are the alarming issues that reflect its need. Refer to article ‘Thinking QMS?’ for more details.
If you have now started planning to build QMS and wondering how and where to start with, hold on.. !! You need some brainstorming before actually starting to build a QMS.
Sounds brilliant? Okay… Let’s go ahead.
This brainstorming is to prepare your team about various aspects that needs to ponder upon.
So let’s discuss them one by one.
- Management commitment: Establishing QMS needs pretty good efforts by management, people from various departments and groups. Hence, management commitment towards building the QMS is the most critical task to achieve.
- Convince People: We need to convince people by explaining how QMS will benefit in their activities. Also case studies on other successful organizations can be discussed.
- Involve People: ‘QMS is for the People by the People.’ Though there may be a dedicated process team, they cannot just prepare QMS, define processes, train people and ask them to implement it. While defining processes, process team must gather inputs (Problem areas, possible solutions, templates, tools for verification, guidelines etc.) from end-users related to processes and try to address them while defining processes.
- Identify Risks involved: Identify and mitigate risks related to skills, resources, process implementation tools and other organization specific risks.
- Perform Gap Analysis: Performing gap analysis is a critical activity before defining processes. It forms an input to process definition. Processes must address solutions to these gaps.
- Communicate effectively: An effective communication is required to introduce the QMS. Later on improvements and new additions in existing QMS also needs to be communicated well. The team must also communicate to collect and share end-user experiences and feedbacks on the processes being implemented.
- Train people: Impart periodic trainings to people on QMS and its implementation. Handholding sessions using case studies or dummy project may also help users to gauge an understanding on the actual implementation issues.
- Invite feedbacks: The process team must encourage people to share their implementation feedbacks. These feedbacks form very important inputs to improve the processes further.
- Appreciate best practices: Best practices across the organization by following the processes must be collected and shared it across the relevant end users. This helps in creating a positive attitude of end-users towards to the QMS.
There may be organization specific aspects that can be added to above points.
So brainstorm on above aspects and plan to address them throughout the QMS development and implementation.