How do you set up a quality management system?
Changes within an organization today are the rule rather than the exception. These may include new suppliers, changing raw material prices, customer requirements that shift, or changing personnel. If you are not aware of this in time, it can quickly cause problems. Think frustration among colleagues, wasted materials or even customers who drop out.
With a good quality management system, you keep a grip on those changes. It helps you keep processes running smoothly, spot deviations faster and monitor the continuity of your organization. But where do you start if you want to set up a quality management system?
Why set up a quality management system?
A quality management system (KMS) primarily provides clarity. Everyone knows what is expected and how processes run. That sounds simple, but in practice it makes a big difference.
You see:
- Departments working better together
- Results become more predictable
- Reduce errors and waste
- Deviations are picked up faster
In addition, a KMS helps capture knowledge. Especially at a time when personnel change, this is no luxury.
In practice, you often see that organizations without a clear structure become dependent on loose working methods or individual knowledge. This is precisely where a well-organized system makes all the difference.
How is a quality management system structured?
A quality management system roughly consists of two components that make up the PDCA cycle.
The basics: how the organization works
You record:
- vision and objectives
- processes and responsibilities
- work instructions
This forms the blueprint of the organization and is often recorded in a quality manual.
Practice: implementation and monitoring
In addition, there is day-to-day implementation:
- records of work
- checks and measurements
- identify and follow up on deviations
You use this information to manage, improve and, in many cases, demonstrate compliance with requirements or standards.
The PDCA cycle is the basis of a quality management system: plan, implement, control and improve.
How do you set up a quality management system?
A good starting point is: start with the process that really matters. The primary process, where you create value and your revenue comes from.
- Map your key process
Start with an activity-level description and work toward the desired outcome for each step. A practical method for this is the SIPOC model. - Make the process concrete
Complete the process with:
- work instructions
- registrations
- checks
This prevents processes from existing only on paper and not being followed in practice.
- Bring support processes into focus
Think HR, administration or maintenance. These processes ensure that the primary process can function properly. - Make connections between processes
When everything is in view, overview and coherence emerge. This is often the time when organizations first gain real insight into how processes fit together.
Tips for setting up a quality management system
Make a realistic plan of action
Setting up a quality management system takes time. The lead time is often between 3 months and 2 years, depending on the size and complexity of the organization.
Involve the organization from the beginning
The people who work in the process every day often know exactly where bottlenecks are. Involving them will make the system better and the implementation easier.
Consider management and maintenance
A KMS only works if it is used. Therefore, make sure that information is easily accessible and easily modified. In practice, you see that systems that feel like “extra administration” are quickly abandoned.
Many organizations choose to support their quality management system digitally. Consider capturing registrations via digital forms and automatically following up actions via workflows. This helps make information centrally available and ensures that processes are better tracked and secured.
Quality management system with LeanForms
LeanForms originated from the practice of quality management. With a no-code platform for digital forms and workflows, organizations can support their processes and better organize information.
Instead of separate Excel files, you work from one central environment where information is current and accessible.
With the extension LeanBMS, it is possible to also manage processes themselves within the same system. This creates a digital business management system that connects to daily operations.
Frequently Asked Questions
When setting up a quality management system, the same questions often recur. Below we answer the most important ones.
Start with your primary process. That is the process where you create value and where your revenue comes from. By mapping this out first, you avoid starting too broadly and getting bogged down in separate documents without coherence.
It depends on the organization and the sector. In practice, you see that a system must above all be workable. Too extensive makes it difficult to use, too limited gives insufficient grip. It is therefore wise to build the system step by step and let it grow along with you.
A common pitfall is that the emphasis is on describing processes, while implementation lags behind. This results in a system that exists but is not used. Also, the organization is sometimes not involved enough, which limits support.
By making it part of everyday work. Processes and registrations must fit logically with how people already work. If the system feels like extra administration, it is often not used consistently in practice.
As soon as multiple processes, departments or records come together. Software helps to centrally manage information, track actions and keep an overview, especially when you now work with separate files or e-mail.
Want to know more? Get in touch
Do you have questions or are you curious how LeanForms can support your organization? We are ready to answer all your questions! Get instant specialized advice on the best solution for your specific situation.
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