Best of BusinessSystems fromNot sure if your business is ready for ISO9001? Why not take it for a test drive.
IntroductionMost people have heard of businesssystems or quality systems but arethese systems it worth the effort?Is the ISO9001 Quality ManagementSystems framework right for yourbusiness?Each business needs to consider theirown unique circumstances.While you make your decision, whynot try one or two of these tips. Putinto practice some of the ‘best of’ theISO9001 Quality ManagementSystems standard like the successfulbusiness in our case study. Best of Business Systems, LogiQA, Page 2
Case Study: A well-oiled machineDuring our business start up phase wewere fortunate to be mentored by a veryaccomplished managing director, a multi-award winning businessperson.They had started their sourcing businessjust a few years earlier but had quicklybecome successful and had grown thebusiness to the point where they neededto employ a large number of staff.At our initial meeting when they askedwhat our business did, we explained thatwe assisted businesses seeking qualitysystems certification. They said “Oh youmean like this” and started to show theirversion controlled documents, their KPIboard and the list went on and on. Best of Business Systems, LogiQA, Page 3
Case Study: A well-oiled machine (contd.)They had already adopted many of therequirements of the ISO9001 QualityManagement Systems standard. As aresult of this they were able to maintainconsistency of service to clients eventhough they were continually addingmore members to their team and evenoutsourcing some business functions alltogether.Their team was cohesive because theywere very aware of the business goalsand KPIs. High importance was alsoplaced on communication with regularmeetings held with their team inAustralia and overseas. Best of Business Systems, LogiQA, Page 4
Case Study: A well-oiled machine (contd.)As evidenced by their numerous awards and continued success,they had adopted some of the ‘best of’ business systems andcontinue to reap the rewards of running such a well-oiledmachine.Imagine…what they could do if they adopted the whole standard. Best of Business Systems, LogiQA, Page 5
1. Procedures and forms Best of Business Systems, LogiQA, Page 6
Procedures and formsAll businesses can benefit from procedures,forms and other business documents. Effective,well written and accessible procedures anddocuments are essential and will ensure:•consistency of message•easier training•better business continuity•reduced impact from staff absences•more time for key staff to focus on their own tasks•reduced error ratesWithout effective documentation your trainingburden will increase markedly and keeping amobile or global workforce consistent and onmessage or managing outsourcing effectivelycan become very difficult. Best of Business Systems, LogiQA, Page 7
2. Training Best of Business Systems, LogiQA, Page 8
TrainingThe manner in which training occurshas a large impact on its success.Effective training is supported by:•effective procedures and documentation as areference point•a training plan (who needs training in what,for how long and to what level).•training modules (a document outlining thetraining and assessment required to becomecompetent in a task)•feedback from the traineesThese help to ensure a more consistentand thorough training experience. Best of Business Systems, LogiQA, Page 9
3. Induction Best of Business Systems, LogiQA, Page 10
InductionHow much time does your businessspend with a new employee?Most businesses focus on theirregulatory requirements eg. WHSinductions and code of conductinduction.Make your induction count.Is leaving a new employee in a room bythemselves for a whole day to read yourmanuals the first impression you wantyour business to make? Best of Business Systems, LogiQA, Page 11
Induction (contd.)No matter what position they have beenhired to fill, seize the opportunity tospend some time with your newemployees, educate them about:•the business and its history•product or service lines•key team members and management structure•market•major clients•business goals and their contribution to theseGive them the big picture. Make themas excited about the business as youare. Employees who are emotionallyinvested in a business invest more ofthemselves and are more productive. Best of Business Systems, LogiQA, Page 12
4. Goal setting and monitoring Best of Business Systems, LogiQA, Page 13
Goal setting and monitoringSetting goals and targets is important.However to achieve maximum benefit,you should monitor the performance ofyour business or work area against thesegoals on a regular basis. Put theinformation obtained to use to bettermanage your workforce or otherresources.•explain why collecting this information isimportant.•involve your team in determining appropriatetargets and recording progress against thesetargets on a regular basis.•make it public – use a board and share yourprogress.•review regularly.Make sure that you celebrate reachingmilestones and targets with your team. Best of Business Systems, LogiQA, Page 14
5. Communication Best of Business Systems, LogiQA, Page 15
CommunicationThis can make or break a business. At somepoint everyone has experienced hearingimportant work news by the “secret squirrelnetwork” (office gossip). Often by the time itgets out the information is just plain wrong.This secretive behaviour fosters a negativeand often destructive culture in a business.Get on top of this type of time wastingnegativity and communicate regularly withyour team.Make sure there is a regular forum where allteam members can hear about news andchanges within the business and participatein discussion. Best of Business Systems, LogiQA, Page 16
CommunicationInvolve remote or mobile team membersvia a video/teleconference.Work area meetings should also beconducted regularly to discuss matterspertinent to a particular area in moredetail. Consider a 10 minute stand upmeeting in a work area. This getseveryone together to discuss the importantwork area issues quickly.In all cases team members that can’tattend or participate should be givenaccess to meeting minutes or a recordingof the tele/video conference so that theyhave an opportunity to keep up to date. Best of Business Systems, LogiQA, Page 17
ConclusionTrial some of these suggestions,experience the benefits for yourself andwhen you are ready to adopt the ISO9001Quality Management Systems standard –you will have a good head start. You’llalready be well on the way to meeting theISO9001 requirements and realising a moresubstantial and enduring benefit to yourbusiness.For more information about the Benefits ofISO9001 Quality Management Systemsvisit our website www.logiqa.com.au Best of Business Systems, LogiQA, Page 18
Icon CreditsCar designed by Johan Victor Nilsson from The Noun ProjectTeam designed by Björn Andersson from The Noun ProjectBar Graph designed by Fernando Vasconcelos from The Noun ProjectTrophy designed by Will Gausmann from The Noun ProjectRibbon designed by John Caserta from The Noun ProjectTrophy from The Noun ProjectMoney designed by Lemon Liu from The Noun ProjectFiles designed by Pieter J.Smits from the Noun ProjectHandshake designed by Scott Lewis from The Noun ProjectPicture designed by david from The Noun ProjectChalkboard designed by Tom Duong from The Noun ProjectIncognito designed by Geremy Good from The Noun ProjectMeeting designed by Sergi Delgado from The Noun Project Best of Business Systems, LogiQA, Page 19
LogiQA provide practical advice and products to assist businesses to meet their quality certification and accreditation requirements with a focus on achievable business improvement strategies. We offer expertise in ISO9001 Quality Management Systems and Scientific/Medical accreditation requirements including: ISO17025 Forensic Science Accreditation ISO15189 Medical Laboratory Accreditation ISO13485 Medical Device Compliance ISO17025 Testing & Calibration Accreditation Diagnostic Imaging Accreditation Scheme (AUST) T (07) 3172 7744 E email@example.com We also provide programming expertise to PO Box 117, Salisbury Q 4107 help support compliance with these www.logiqa.com.au requirements. Best of Business Systems, LogiQA, Page 20
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