ISO 9001 gathers a set of techniques in order to standardize procedures related to products and services. The goal of ISO 9001 is to improve the organization’s management, and the standards implemented in accordance with this certification can also be combined with other guidelines, focused on health at work or the environment, for example.
ISO 9001 can be implemented in any company, regardless of size, number of customers and the desire to obtain certification. There are some steps that need to be followed in order for the technical standard guidelines to be implemented. So, here are some tips for you:
Define an implementation method
It is necessary to analyze the most appropriate method for each company, which will directly impact the value of implementing the standards.
In this sense, there is the conventional method, by which the consultant makes in-person visits. But this can be a relatively high cost, since there can be a high amount of visits to the company. Thus, the conventional method becomes expensive for smaller companies with a limited budget.
One way out of this situation is by sharing consultancies, that is, several companies unite to have the same consultant, who provides answers to the questions of these companies and the value can drop by half when compared to the conventional method.
The implementation of software for quality management can also assist in this process. The apps can be used by any company, regardless of size, and offer several integration options with other tools and software.
Finally, it is also possible to implement the ISO 9001 standards free of charge, but for that, someone needs to be experienced in implementing these guidelines. Even so, software for quality management is still a very viable option and brings several benefits.
Analyze the management system
Before actually starting the implementation of ISO 9001, it is necessary to analyze the management system, because this evaluation will allow you to verify which are the requirements of ISO 9001 that are already met and which are the main points that need improvement. Based on this information, it is possible to incorporate these points into the action plan to be prepared for the implementation of ISO 9001.
Select your implementation team
After analyzing the management system and identifying the points that require improvement, it is time to define the implementation team. It is necessary to have a specific person to conduct the implantation. This person must have extensive knowledge of the company’s processes and operations.
In addition to this leader, it is necessary to define other people who will help in the process. These employees must also know the company’s processes and, more than that, they need to be seen as leaders. This will allow the actions to be applied more smoothly, without many disputes from other employees.
Have a plan
The implementation of ISO 9001 requires a lot of planning and the elaboration of an action plan. The idea is that the planning is made based on the diagnosis that was run, that is, it is necessary to consider all points of improvement when developing a plan.
Get the team involved
Every action to be carried out in a company requires the involvement of employees. This also occurs with the implementation of ISO 9001. Otherwise, the standards will not work in the company.
Implement the ISO 9001 requirements
This is the moment when the implementation of ISO 9001 is put into practice. In this occasion, the focus should be on implementing the quality management system and, at the same time, the continuous improvement of the organization’s processes.
For this to happen, training should also be applied to employees, so that they understand what the new practices are and how they should be carried out on a daily basis. It can even be said that this is a change in the organizational culture, because, in addition to modifying the processes performed daily, it is necessary that the idea of quality management is internalized by employees.
Run an internal audit
At the end of the ISO 9001 implementation process, the company must perform an internal audit, also called a pre-audit. The purpose of this action is to confirm that all actions have been implemented correctly and to identify possible failures and errors that occurred in the implementation process.
It is normal for failures to occur, because ISO 9001 is routinely applied by people, who are prone to errors. In addition, there may be some resistance to changes in processes and all of these need to be identified in order to improve. The internal audit can be done free of charge, by the implementation team themselves.
Hire external audit to get certified
Not all companies need to opt for this step, but those that wish to be ISO 9001 certified need to contract the audit to obtain certification. In this case, it is necessary to hire a certifying body, which has the possibility to carry out the official audit. Once everything is set, the auditor will be able to approve the practices implemented in the company and issue the ISO 9001 certificate.
However, it is worth mentioning that the certificate has an expiration date and, therefore, it is necessary to regularly maintain the certification, and especially the practices, because it is useless to implement them once and then fall back in the old processes.
Management software can be great allies in the ISO 9001 implementation processes. Instead of hiring a consultant, you can hire a company that specializes in quality management software, which will help ensure better results and provide more reliable data for analysis.
An example of management software is Genebra, which is a software that meets the ISO 9001:2015 requirements. The idea of Genebra is to offer the best results in the shortest possible time and with the least effort. For this reason, the system offers modules that assist in the optimization of activities involving quality management, including:
Indicators: Simplifies data collection, allowing the generation of graphs and reports, always with updated information to facilitate monitoring and decision making. In addition, the Indicators module has automatic notifications that allow the team to be more engaged in the activities to be carried out, and to control deadlines and dates more effectively.
Nonconformities: Makes it easier to manage deadlines, allowing non-conformities to be dealt with efficiently. In a clear and accessible way, the Nonconformities module allows the team to perform cause analysis, occurrence management, centralizing in a single environment all information along with the option to run CAPA analysis as well.
Documents: The Documents module centralizes the management of documented information, automating notifications and collection of deadlines. This way you keep your team on top of things and get a more organized process overview when it comes to tracking elaboration, review, and approval tasks.
Did you enjoy learning how to implement ISO 9001 and how these standards can help in the quality management of your company? If you still have questions or want to know more about Genebra, leave your comment and we will contact you shortly.