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Excellence in Action: Building and Sustaining a Quality Management System

In this digital era, every organization, whether established or new, wants to implement digital workflows or processes to stay relevant in the modern world. This demand for digital workflows within the organization gave birth to quality management systems, which took over paper-based processes and allowed the organization to cater to customer’s expectations by providing top-notch quality in their products or services.

The importance of quality management systems lies in their ability to help an organization focus on continually improving the quality of its products. Let’s say, an organization is looking to scale or satisfy its customers by delivering quality end products; a quality management system is always there to enable consistent quality and desired objectives.

This article is about building and sustaining a quality management system that will promote seamless processes in delivering quality end products to customers.

How To Build A Quality Management System

Building a management system that will produce quality products requires multiple things from determining your processes, quality objectives, and quality policy to training gaps and after that executing required measurement, monitoring, and improvement.

Here are some important points to consider when building a quality management system:

  • Define and Map Your Processes

Process maps are a valuable tool for delineating accountability. They convey the direction of your company’s operations and describe your main business processes. Mapping your processes requires you to follow an order through the system, identify the accounting, HR, and IT support processes, and establish the relationship between quality and each process, whether it be for inspection, review, or the rolling up of metrics to support quality objectives.

  • Define Your Quality Policy

Defining your quality policy encompasses doing what will satisfy your customers, understanding customers’ requirements, and executing continuous improvement to demonstrate your commitment to customer focus.

  • Define Your Quality Objectives

The quality management system aims to achieve these goals. They need to be discussed, and each worker needs to be aware of how they affect quality. As per the ISO requirement, the quality objectives should be based on your policy for quality, measurable, and distributed around the company.

  • Define Your Quality Process

You have to define your quality processes which include procedures for internal auditing, processes for corrective and preventive action, and processes for commitment, communication, and management review.

  • Assess Your Training Needs

Determining training needs is essential for developing a well-rounded quality management system, as it allows you to demonstrate capabilities in your job. To assess your training needs perfectly, you have to know about corrective action training, Failure Modes Effects Analysis (FMEA) training, and the competency of internal auditors.

In addition to all these points, things like defining your defects for each process, developing your documents and records, measuring & monitoring your performance, and taking regular actions that improve your performance are crucial for developing a quality management system.

How To Sustain A Quality Management System

Continuous improvement and innovation have always been at the forefront of nurturing a sustainable quality management system. Its main objective is to improve quality, maintain customer satisfaction, and enhance productivity within an organization.

To execute this without compromising the environment, cost, or health, seven principles must be in place for the successful implementation of an SQMS (Sustainable Quality Management System) :

  • Continuous Improvement

The main objective of this principle is to improve products and services continuously, as per the specific requirements of your company. By taking feedback from customers, suppliers, and staff, you can easily implement it.

  • Customer Focus

This emphasizes putting consumer’s demands first and providing solutions that meet their expectations. Keeping a keen eye on this is necessary to stay relevant in the current market.

  • Leadership

Having leaders who motivate others toward a common objective is a blessing for your company, and this is all about this principle.

  • Innovation

You can arrange brainstorming sessions and execute proper customer research to embrace this principle. It demands thinking outside the box, going beyond traditional methods, and increasing the risk-taking ability to innovate ideas.

  • Adaptation

Over time, you will vanish if you do not adjust to change. You must always assess yourself and decide what has to be done better if you want to make sure you’re still relevant. This will enable you to pinpoint your organization’s advantages and disadvantages.

  • Transparency

It is crucial for smooth communication between the company and the employees as it provides a clear picture of what’s going on in terms of goals, processes, and procedures.

  • Social Responsibility

It is the very first concern for any new company as they ensure that their products or services have no negative impact on people or the environment.

By considering these principles, you can successfully develop a sustainable quality management system.


So, having a quality management system within an organization is paramount, especially in this competitive market. To maintain high-quality standards, continuous improvement is needed and that is what a quality management system is supposed to deliver.

Are you implementing it already, if not, then go sign up now to witness excellence in your company!!

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