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5 Ways QMS Can Improve Your Quality Management Process

Improve Your Quality Management Process

Every business is looking forward for advanced methodologies to increase their profit share. Businesses desire for increase in revenues while satisfying customer requirements and sustaining a sharp edge over their business contraries. Those who are still unaware of this are lacking behind, and there are fair chances of a sinking business boat! Emerging technologies have impacted conventional QMS (Quality Management System). And that’s not it; technological adoption is a major player in quality control too. Successful implementation of a QMS is an art as much as it is a science. To Improve Your Quality Management Process, keep reading!

QMS means coupling of science and art to manage people while achieving best approaches to attain quality.  In simpler terms, QMS is a phenomenon which ensures that a business organization, service or product remains consistent with the quality.

QMS is not just limited to qualitative service or product but also it is related to a maintained continuum of quality standards. Thus we can say that Quality Management System is a set of tasks and activities that requires to achieve a level of excellence and brilliance.

QMS incorporates quality control, quality planning and quality improvement.

What is Quality Management System?

A QMS can be defined as a standard system of processes or responsibilities that are used to attain quality objectives and policies. A Quality Management System assists organizations in coordinating their activities in order to sustain regulatory requirements and customer satisfaction. QMS also helps in continuous enhancement of the effectiveness.

ISO 9001:2015 is the most celebrated approach to QMS. It comprises of bunch of international standards that specify comprehensive needs for Quality management Systems.

QMS offers various benefits- such as:

  • Lesser Costs
  • Improved Process Efficiency
  • Low Wastage
  • Helps in determining Training Opportunities

Characteristics of Quality Management System

Inculcates Leadership Qualities:

A properly designed Quality Management System helps business to nourish their employees with leadership qualities.  This is in result helps unite them towards the common goal and better performance.

Customer Centric:

Every company has a common goal that is business growth and satisfied customers. This is only possible if every member of the organization is aware about the customers and their views.

Multiple Process Approaches:

It is just similar to multiple ways to reaching a destination. If you have multiple approaches, the chances of getting business success become higher. Also you get the right insight of how to manage resources the right way.

Better Internal Communication:

Better communication is the key to immense business success. It also helps in attaining desired goals of the organization and boosts client satisfaction.

Fruitful for both company and their suppliers:

The suppliers and companies are dependent on each other. There is a mutual relation between both that justifies the business relationship. Therefore QMS act an in-between link for beneficial growth.

Effective Decision Making Approach:

Decisions that are based on factual data are always efficient and effective.

Despite these, a QMS features much more characteristics that are the need of every business. In some cases, modifying QMS has proved its worth and satisfied its unity of purpose.

How an effective QMS helps businesses to resolve cultural issues?

Quality Management System is one of the best practices that promote growth and quality. In fact, implementing QMS in the correct way helps employees to leverage their capabilities. QMS also helps to take employees away from institutional processes and out of their comfort zones.

The benefit of implementing QMS is that employees get a better knowledge about their hidden capabilities. They feel much motivated and this is something every company dreams of.

In order to implement successfully, a QMS needs to be flexible, robust and intuitive. It should be based on tight management, which means better outcomes.

As it is wiser that an organization should be ready to expect changes in the behavior of staff. It becomes imperative to recognize employee’s attitude, while implementing a QMS.

Another aspect of Quality Management System is employee participation. A manager should listen to what the employees think about the QMS. This will make them feel participated and helps in terminating any possible flaw.

Always keep in mind that QMS takes time deliver fruitful outcomes. Every organization takes some time to properly adopt the changes and start working according to them.

What are the possible requirements for QMS?

A QMS can have a number of requirements. Actually, the requirements are based on organization to organization. Every organization functions in a different manner. Here are some common requirements of a QMS:

  • The quality policies and objectives of an organization.
  • A comprehensive quality manual that incorporates justifications and the scopes. This helps in keeping an eye on the QMS and determining whether there is a continuous improvement or not.
  • Any document that requires to ensure proper planning, operations and quality control.
  • A document that proves compliance of a Quality Management System with the standards.

Significantly, the process of QMS contains four important phases.

Stages involved in a QMS

  • Quality Planning
  • Quality Assurance
  • Documentation
  • Quality Control

Quality Planning:

Planning is the most important part of every process and a QMS is no exception. Quality planning helps in setting a specific objective in order to achieve a business goal. The quality planning needs to be error free and the objectives should be communicated properly among the employees.

Quality Assurance:

So you have planned what to do and started implementing the plan, what comes next? Quality Assurance helps in monitoring whether the plan is right on track or not. A Quality Assurance contains various audits and processes that needs to evaluate overall effectiveness.

Quality Control:

Right after the Quality Assurance, Quality Control follows. Quality Control helps in factual measurement of the work that is either done or is in progress.


A Quality Management System completely relies on right documentation. Documentation means carrying out processes one after the other in the right way.  Without documentation, there are chances that a QMS will fail.

How QMS Can Improve Your Quality Management Process

A research by ASQ (American Society for Quality) claimed that poor quality services or product eats up more than 10% of the organization’s revenue. Let us simplify this!

A poor quality product needs timely recalls for refinement and scrapping defects. This not only damages brand reputation but also increases costs. With the emergence of ISO 9001, more and more companies are taking interest and are searching for approaches for reduced costs.

Reducing the quality expenses requires the capabilities to look beneath the surface to discover and determine the underlying complexities.

Quality Management System is a helping-hand that assists organizations to develop quality products, while reducing the cost of quality achievement.

Less chances of human errors:

Humans have a tendency that they make errors! A single error is equal to a gigantic loss of business as well as customer satisfaction.

Most of the companies are not automated and are relying on manual data entries and similar operations. Even when the employees are fully awakened and very careful, there are chances that they commit some mistake.

You might be astonished to know that some minor errors surpass the double checks and can ruin your business game. For example, your employees are collecting information on their diaries and they have to enter the information into the PCs.

There are two risk cases. First is that the employee can make an error while entering information in his diary. And second is when the employee feeds the information into the PC. More errors result in more rectification time and a huge bill.  

What if you get a system that allows your employees to collect information in their smartphones with utmost convenience? It not only allows them to save the information in real time but also terminates the time of writing on a paper and then entering it in PC.

In short, your organization is saving time, eliminating extra charges and there are lesser errors.  

Rapid Event Resolution

Resolving adverse events before they take place is the only key to reduce costs. When we look at some of the biggest recall cases, it becomes clear that if treated in the initial phase these costly problems would have never arose.

How a Quality Management System helps with a rapid resolution?

QMS assists in determining the issues to be handled on priority:

If a business knows what should be handled on top priority, costs are automatically reduced. Quality Management System highlights the major issues that can cost huge if left untreated. The major goal of QMS is quality and customer satisfaction. When a product has no faults, customers are already satisfied and the quality is automatically revised.

Easy pinpointing of problems:

Finding issues is often a hectic and time consuming task. A workforce is needed that has the capability to review a product multiple times to make sure that there are no possible errors. On the other hand, QMS easily pinpoints problems. It works step-by-step which helps in reviewing the product at every phase.

Instead of firing in the air, you can opt for Quality Management System that is the most systematic and guaranteed way to deal with problems.

Enhanced Production Yield

More production is equal to more revenue generation. If your organization has deployed a QMS, then you will be able to pinpoint issues in the first stage. You get more time to rectify them and the costs of rectifying these issues are also very less.

Suppose your company works on a 5-Step process and the yield of every step is 80%. As a result, the yield will be less and the cost will be more.

But a Quality Management System can help you in increasing the yield on every step. When the yield reaches to 90-95%, the output increases and so the business revenue. All the issues get streamlined and that is what you need.

“Only 5-10% of increased yield can nearly double the production”.

Quality as per compliance standards

Low quality drives more production charges and lesser profits. But an advanced Quality Management System is equipped with tools that help businesses in communicating, performing and understanding the needs of customers for the betterment of quality.

QMS helps companies in determining the processes that are effective for achieving quality compliance while dropping the ones that are voiding compliance needs.

Sticking and following the quality management principles will help you drive more satisfied clients with the help of better services/products.

Immediate Visibility becomes possible

Entering data and info ration into spreadsheets not only consumes feeding time but also takes a lot of time to review. The quality managers need to spend a lot of their time in reviewing the information in hunt of common mistakes.

Fortunately, advanced QMS systems are capable of reviewing every process in real time. An eagle’s eye view on what is happening and what will be the outcomes generates a relaxed and nimble environment.

Final Words

It’s necessary for an organization to evolve with changes in order to cope up with today’s economy. Unfortunately, the increased costs of transformations prevent businesses to adapt changes and this in result generates complexities.

A QMS is need of the hour for every organization. Its successful implementation helps in attaining the balance between efficiency, quality and profitability. All the steps involved in Quality Management System are cyclic and recurring.  

QMS verifies every phase of a manufacturing process and improves it with the help live-data reporting. As a result, enhanced quality is maintained and costs are gradually decreased. As an added benefit a business organization gets a detailed report with QMS. They also get to know the effectiveness of Quality Management System by comparing it with their previous business model.

However, a QMS is a wealth of benefits if used wisely. So every company that is planning for a Quality Management System should make sure that their plan is fool proof. They also need to make sure that the plan is backed-up by another strategy if something goes out of the flow.

“Customers are the ultimate stakeholders. And everyone knows that they place quality over everything; whether its price or buying factors. With the help of QMS, a company is able to reap more benefits while maintaining the loyalty of its existing and future customers”.

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