Format of a quality management system

Traditional quality management systems consisted of paper documents and manuals, these days it is likely that information can be accessed from PC'c using the basic Windows desktop type programmes for example. This method may be easier to use and reduce system maintenance costs.

It often helps to structure the system into:

  • Delivery procedures i.e procedures that determines the clients requirements and delivers the product or service.
  • Support procedures i.e defining the processes outside of the main delivery line but which are important to the general running of the organisation. e.g. purchasing, invoicing and administration security.
  • Feedback procedures i.e. however well designed the management system will never be perfect, there is a need for mechanisms for identifying and applying improvements. Theses include suggestions from staff, feedback from clients and internal quality audits.

The benefits of a Quality Management System

Organisations who use a quality management system typically find that:

  • Costs are reduced by staff performing well and doing things right first time, eliminating the need for re-work. Improved profit potential.
  • Senior management can reduce the time that they need to allocate to day-to-day running of the organisation, freeing up time for business development and other development strategies
  • It creates awareness of, and commitment to, quality objectives throughout the company. It will define individual responsibilities and reporting structures.
  • Existing systems and procedures will be updated and improved upon. It will ensure employees are adequately trained for their allocated tasks.
  • It may give the company a marketing edge over most competitors. Give added credibility with new clients.
  • Clients are satisfied and loyal, developing closer relationships with existing clients and suppliers.