World Quality Week – Quality management systems insights to elevate your organisation

World Quality Week – Quality management systems insights to elevate your organisation

In celebration of World Quality Week 2024, the theme ‘From Compliance to Performance’ highlights the evolving nature of quality management practices. For quality managers, business leaders and auditors alike, this week serves as an excellent opportunity to enhance and refine their approach to quality management with the right systems such as ISO 9001 or Lean Six Sigma as a framework for improvement. 

To further unpack the world of quality management, we spoke to our expert trainer in quality management systems, David Gray to find out his insights on how quality management systems can improve business outcomes. 

In this article, he reveals how organisations can transition from mere compliance to impactful performance. Through his expertise, we explore the dynamic landscape of quality management systems, offering actionable strategies and insights to drive organisational success. 

The principles of Quality Management System (QMS) 

Let’s start with the basics. Quality management principles are composed of 7 basic segments, based on the framework of ISO 9001. Each of these is a cornerstone in a quality management system (QMS). 

Expert tip #1: Aim to stay ahead of the ever-changing compliance landscape 

David explains that compliance obligations change frequently within the regulatory environment. “Aim to stay on top of ever-changing compliance rules. Things are always changing, so it’s important to keep an eye on those shifts and tweak your approach when needed,” says David. 

Let’s explore how the shifting compliance landscape demands an agile approach, requiring quality managers to stay informed and proactive. 

• Understanding the regulatory environment is crucial. Keeping ahead of changes in legislation ensures that your organisation remains compliant, preventing potential breaches that could have significant legal and financial repercussions. This requires a dedicated effort to monitor regulatory updates and implement necessary changes promptly. 

• Integrating compliance into operational processes is essential. Embedding compliance controls into the day-to-day operations of your organisation not only enhances adherence but also streamlines processes. When compliance becomes an integral part of business activities, it fosters a culture of accountability and responsibility. 

Expert tip #2: Make compliance part of how you work 

David offers advice on how to make compliance part of the fabric of your organisation. “Make compliance part of how you work. You want to make sticking to the rules easier for your team. Try building compliance checks into your day-to-day processes. It can make a world of difference. The use of International Standards such as ISO 9001:2015 provides an excellent reference to help establish the framework.” 

Embedding compliance controls within operational frameworks is a proactive strategy that transforms compliance from a checkbox exercise to a functional strength. This approach ensures that legislative requirements are seamlessly integrated into everyday business activities, enhancing overall performance.  

• Aligning compliance with operational controls fosters a culture of accountability. When employees understand the importance and impact of compliance on their roles, they are more likely to adhere to protocols diligently. This alignment eliminates the disconnect between compliance and operations, ensuring a unified approach. 

• Embedding controls simplifies compliance management. By integrating compliance into existing systems and processes, organisations can reduce redundancy and streamline operations. This simplification minimises the burden of compliance tasks, allowing teams to focus on core objectives without compromising on standards. 

• Regular training plays a critical role. Providing employees with ongoing training on compliance requirements and operational changes empowers them to adapt swiftly. This investment in education ensures that employees remain informed and prepared to uphold compliance standards effectively. 

Expert tip #3: Get your team involved for better compliance  

“Instead of laying down the law, why not bring your team into the fold? Get your team involved for better compliance. When your team helps to shape the compliance methods, they are more likely to take ownership and make it work,” says David. 

Engaging your team in developing compliance control methods is a game-changer for organisations seeking long-term adherence to regulations. Moving beyond enforced compliance is the goal, which involves the active participation of employees in shaping compliance strategies. 

• Engaging employees fosters a sense of ownership. When employees contribute to the development of compliance controls, along with the organisations operational controls, they are more likely to take responsibility for their implementation. This ownership translates into higher levels of commitment and accountability and helps create a compliance-driven culture. 

• Collaborative compliance development encourages innovative solutions. Involving employees from various departments brings diverse perspectives and expertise to the table. This diversity often leads to creative problem-solving and the identification of practical solutions that might have been overlooked. 

• Fostering a culture of collaboration enhances compliance awareness. Engaging employees in the compliance process increases their awareness and understanding of regulatory requirements. This heightened awareness extends beyond individual roles, creating a collective effort toward achieving compliance goals. 

Expert tip #4: Empower your teams with ownership 

“My best advice is to empower your teams with ownership,” explains David. “When your team helps create the systems they use, they’re more invested in making them successful. Essentially, you are aiming to get everyone engaged and onboard,” he says. 

Ownership of the quality management system is a powerful driver of success within any organisation. Principle 3 of the Quality Management System (QMS) underlines the importance of engaging people in fostering ownership and accountability. 

• Involving employees in the development of controls cultivates ownership. When employees have a say in shaping compliance methods, they become invested in the outcome. This investment drives a higher level of commitment and a proactive approach to compliance. 

• Ownership through engagement strengthens organisational culture. An engaged workforce is characterised by shared values and goals. When employees feel valued and empowered, they contribute positively to the organisational culture, resulting in a cohesive and motivated team. 

• Transparent communication is key. Open dialogue between management and employees regarding compliance initiatives fosters trust and transparency. When employees understand the rationale behind compliance efforts, they are more likely to support and champion these initiatives. 

Expert tip #5: The role of audits in identifying breaches 

Audits serve as a reliable tool for identifying potential and actual breaches, ensuring compliance with regulations.  

One of the keys to successful auditing is to get senior management backing to tackle audits. “Audits can be helpful in spotting potential issues, if senior management is in the loop with clear communication at every step. Getting that top-level support can make all the difference.” offers David. 

When establishing audit objectives, compliance of the organisations management system must be undertaken especially during the document review phase of the audit. Therefore, the audit ensures that the management system complies with any relevant mandatory requirements such as legislation, contracts etc., as well as the organisation conforming with the managements system during the process audit.  However, the effectiveness of audits hinges on the training and support provided to auditors by senior management. 

• Audits provide an objective assessment of compliance efforts. Trained auditors with a deep understanding of regulatory requirements can identify areas of concern that might be overlooked. This objective evaluation helps organisations address potential breaches before they escalate. 

• Audits facilitate continuous improvement. Identifying weaknesses through audits enables organisations to implement corrective actions and preventive measures. This proactive approach enhances processes and mitigates risks, contributing to long-term success. 

• Support from senior management is crucial. When auditors receive support and resources from leadership, they can conduct thorough assessments without constraints. This support reinforces the importance of compliance within the organisation and signals a commitment to maintaining high standards. 

The importance of training in quality management systems 

Training in quality management systems gives professionals an adaptable toolbox. QMS training is a vital investment for professionals seeking to enhance their careers and contribute effectively to their organisations. Staying informed about industry trends and best practices empowers individuals to drive meaningful change. 

These are the key courses we offer to help upskill professionals into quality management systems: 

• ISO 9001:2015 Foundation: Establish the foundational knowledge to interpret the key requirements of the ISO 9001:2015 Quality Management Standard and understand how these requirements relate to their organisation. 

• Foundation and Implementing a Quality Management System ISO 9001:2015 Learn the necessary skills to develop, implement and monitor a Quality Management System within your organisation. 

• Implementing a Quality Management System ISO 9001:2015: Build the practical skills and knowledge you need to develop a Quality Management System (QMS). Discover the actions, tools and techniques required to implement a QMS including procedural and process information. 

• Auditing a Quality Management System ISO 9001:2015: Gain a thorough insight into quality management system requirements based on the ISO 9001:2015 Standard.   

• Lead Auditor in Quality Management Systems ISO 9001:2015 & ISO 19011:2018: Unlock your continuous improvement and quality auditing expertise with in-depth knowledge and practical skills in auditing Quality Management System (QMS) based on ISO based on ISO 9001:2015 and ISO 19011:2018. Our training offers a concentrated and comprehensive approach, enabling you to understand the theory and practice of QMA auditing thoroughly. 

• Lean Six Sigma Green Belt: Master the art of implementing Six Sigma Green Belt projects, ranging from small to medium-sized improvement initiatives. This interactive course equips you with practical skills in problem-solving using the Define, Measure, Analyse, Improve, and Control (DMAIC) model, alongside essential statistical techniques and improvement strategies. 

The transformative power of quality management systems 

Quality management is more than a compliance obligation, it’s a pathway to performance excellence. By transitioning from compliance to performance, organisations can unlock the full potential of their operations and achieve sustainable success. 

As we celebrate World Quality Week 2024, it is evident that quality management is a dynamic and evolving field. By embedding compliance within operations, engaging the workforce, and prioritising training, organisations can transcend traditional compliance models and achieve performance excellence.