best of business systems

Best of Business Systems

Not sure if your business is ready for ISO9001? Why not take it for a test drive.

from

Best of Business Systems, LogiQA,

Most people have heard of business systems or quality systems but are these systems it worth the effort?

Is the ISO9001 Quality Management Systems framework right for your business?

Each business needs to consider their own unique circumstances.

While you make your decision, why not try one or two of these tips. Put into practice some of the ‘best of’ the ISO9001 Quality Management Systems standard like the successful business in our case study.

Introduction


During our business start up phase we were fortunate to be mentored by a very accomplished managing director, a multi-award winning businessperson.

They had started their sourcing business just a few years earlier but had quickly become successful and had grown the business to the point where they needed to employ a large number of staff.

At our initial meeting when they asked what our business did, we explained that we assisted businesses seeking quality systems certification. They said “Oh you mean like this” and started to show their version controlled documents, their KPI board and the list went on and on.

Case Study: A well-oiled machine


They had already adopted many of the requirements of the ISO9001 Quality Management Systems standard. As a result of this they were able to maintain consistency of service to clients even though they were continually adding more members to their team and even outsourcing some business functions all together.

Their team was cohesive because they were very aware of the business goalsand KPIs. High importance was also placed on communication with regular meetings held with their team in Australia and overseas.

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 and continue to reap the rewards of running such a well-oiled machine.

Imagine…

what they could do if they adopted the whole standard.

Case Study: A well-oiled machine (contd.)


1. Procedures and forms


All businesses can benefit from procedures, forms and other business documents. Effective, well written and accessible procedures and documents are essential and will ensure:

Procedures and forms

Without effective documentation your training burden will increase markedly and keeping a mobile or global workforce consistent and on message or managing outsourcing effectively can become very difficult.

•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 rates


2. Training


Training

These help to ensure a more consistent and thorough training experience.

The manner in which training occurs has a large impact on its success. Effective training is supported by:

•effective procedures and documentation as a reference point

•a training plan (who needs training in what, for how long and to what level).

•training modules (a document outlining the training and assessment required to become competent in a task)

•feedback from the trainees


3. Induction


Induction

How much time does your business spend with a new employee?

Most businesses focus on their regulatory requirements eg. WHS inductions and code of conduct induction.

Make your induction count.

Is leaving a new employee in a room by themselves for a whole day to read your manuals the first impression you want your business to make?


Induction (contd.)

No matter what position they have been hired to fill, seize the opportunity to spend some time with your new employees, 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 these

Give them the big picture. Make them as excited about the business as you are. Employees who are emotionally invested in a business invest more of themselves and are more productive.


4. Goal setting and monitoring


Goal setting and monitoring

Setting goals and targets is important. However to achieve maximum benefit, you should monitor the performance of your business or work area against these goals on a regular basis. Put the information obtained to use to better manage your workforce or other resources.

•explain why collecting this information is important.

•involve your team in determining appropriate targets and recording progress against these targets on a regular basis.

•make it public – use a board and share your progress.

•review regularly.

Make sure that you celebrate reaching milestones and targets with your team.


5. Communication


Communication

This can make or break a business. At some point everyone has experienced hearing important work news by the “secret squirrel network” (office gossip). Often by the time it gets out the information is just plain wrong. This secretive behaviour fosters a negative and often destructive culture in a business.

Get on top of this type of time wasting negativity and communicate regularly with your team.

Make sure there is a regular forum where all team members can hear about news and changes within the business and participate in discussion.


Involve remote or mobile team membersvia a video/teleconference.

Work area meetings should also be conducted regularly to discuss matters pertinent to a particular area in more detail. Consider a 10 minute stand up meeting in a work area. This gets everyone together to discuss the important work area issues quickly.

In all cases team members that can’t attend or participate should be given access to meeting minutes or a recording of the tele/video conference so that they have an opportunity to keep up to date.

Communication


Trial some of these suggestions, experience the benefits for yourself and when you are ready to adopt the ISO9001 Quality Management Systems standard –you will have a good head start. You’ll already be well on the way to meeting the ISO9001 requirements and realising a more substantial and enduring benefit to your business.

For more information about the Benefits of ISO9001 Quality Management Systems visit our website www.logiqa.com.au

Conclusion


Icon Credits

Car 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 Project Meeting designed by Sergi Delgado from The Noun Project


T (07) 3172 7744

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PO Box 117, Salisbury Q 4107

www.logiqa.com.au

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 AccreditationISO15189 Medical Laboratory AccreditationISO13485 Medical Device ComplianceISO17025 Testing & Calibration AccreditationDiagnostic Imaging Accreditation Scheme (AUST)

We also provide programming expertise to help support compliance with these requirements.