Implementing a Quality Management System is a challenging task. It involves a whole change of culture and engagement of the areas to identify, map processes and promote continuous improvement. And here comes the question: is it worth purchasing a Quality Management software or does manual management bring the results that my company needs?
If you have a structured QMS already with established routines and processes and perform manual management, you can take into account some issues such as:
- Productivity: Do you know how long it takes your team to organize information and fill out documents and spreadsheets? And how much of this time could be invested in strategic actions within the company instead?
- Updates: Are indicators and other data updated correctly or are they lagging frequently?
- Organization: Does your team have synergy and is it organized enough to measure all information and communicate with each other or is this always a problem?
From the moment that the company has a significant amount of information, more control and organization becomes essential. This prevents the company from embittering the cost of non-compliance in the medium and long term. And we know it’s not going to be cheap.
Why use software for Quality Management?
Good quality management software allows integrating information for the manager to have a very comprehensive view of the activities. By knowing exactly where the flaws in the process are and based on correct data, he or she is able to promote continuous improvement actions.
Another point to be taken into account is the economy in the medium and long term. As mentioned above, the cost of non-compliance can be a stumbling block for senior management. Automating processes that elevate business management also help to maximize the company’s profits.
Do you want to see the difference in management in practice? In today’s post, we list three crucial activities for organizations and the impact on results with the use of software.
Organizations produce dozens of documents and information on the daily that are not used just once. If there is no good communication between the team, the management of these documents manually becomes extremely unorganized.
We take as an example, updating documents. One of the team members updated information but forgot to communicate to the team in the midst of so many activities. Due to lack of communication, the manager uses the outdated version of the file, which causes major problems for the company.
Can you see how the lack of control makes access to updated data difficult and creates a lot of headaches for the sector?
Automating Document Management can save you time and bring security to access the most up-to-date quality information. Traceability of changes by user also helps to monitor changes made.
In addition, when there is an update to the document, the entire team can be notified automatically. This avoids relying only on our memory and causing setbacks that generate more costs for the business.
When we talk about performance indicators, we know that each area has KPIs that are crucial for measuring the achievement of results. If the organization is not impeccable to gather this data and information, the results can be compromised.
To report performance indicators using manual dashboards, your data needs to be compiled correctly in a spreadsheet. This means that if you have multiple data sources, you will need to import the information and update it manually, risking errors along the way.
The time factor also impacts the delivery of results. You need to manually create different graphs, tables and other visual elements that provide an overview of your data.
Apparently, this may not be much of a problem. But if improvements are requested in a presentation to managers, it will take another time effort to reformulate information. Have you ever thought about having to do this in each presentation?
When using software, the entire process for presenting KPI results becomes more practical and faster. Information can be collected from other indicators or from other integrated software. This allows the creation of comparative and customized graphics, according to the business need, expanding the information analysis capacity.
Another advantage of an automated Indicators Management is that it presents optimized filters that allow you to find graphs of a specific process, period or responsible. This makes your search much easier when there is a lot of information.
As with other items, it takes a lot of team engagement so that nothing goes unnoticed in the treatment of non-conformities.
If there are several people involved in the process, a number of situations can occur: information spread across different documents or editing and changes without the consent of the person responsible for the process.
In practice, information regarding root cause analysis, action plans and effectiveness analysis is compromised, resulting in the publication of an out-of-date non-conformity report. And we must not forget that decisions are based on data.
A software can help you to identify the root cause with the use of tools like Ishikawa and the 5 Whys, allowing you to build action plans and opportunities for improvement. The manager monitors the progress of the actions implemented, who are responsible for each step of the process and even opens a new record of nonconformance, in case the effectiveness assessment is not in accordance.
Furthermore, it does not use multiple sources of information, bringing more security and reliability to the information presented in an audit.
There is no point in investing in Quality Management to promote continuous improvement within the organization if the processes to achieve this goal are time consuming and flawed.
Manual management can be effective at the beginning of this journey, but as there is an expressive amount of information to be monitored, the probability of errors ends up being greater.
Quality management softwares facilitates and standardizes the monitoring by managers of all processes and achievement of goals with customer service, sales, resource savings, etc. With this, the concept of continuous improvement is effectively implemented, reducing the receipt of non-conformities and consolidating the company’s image in the market.
If you already have a structured QMS and want to elevate the organization and monitoring of Quality actions within your company, try our software for free.