It can be relatively challenging to implement and maintain a quality management system since it is not easy to find a person, method, information or time to employ quality management system that is perfect for your needs.
We shall discuss eight common challenges that you might come across while implementing or designing your quality management system and lessons that you can from those challenges.
Too much theory
Organizations that are struggling for perfections frequently focus on assumptions rather than putting those theories into practice.
A lesson that you should learn from this is that there is no perfect quality management service and that every quality management service should always improve over time. Furthermore, you should put your focus on theory but always focus more on implementing the philosophy and its value to the company.
When it comes to too much documentation, most of the young organization tend to do over documentation to the extent of obstructing the functionality of the quality management system. In this situation, most of the employees tend to lose interest in the quality management system resulting in unexpected results and failing of the quality management system.
Lessons that we should consider from this challenge is that the objective of a quality management system is not creating paperwork but to validate the right information. Always believe that your documentation supports the data communicated with proof of agreement.
Too many details
Various organizations still consider having too many aspects in their documents, and this takes time and ends up resulting in more complication in applying documentation.
To overcome this challenge you need to ensure your document is biddable with laws and regulations that support your company activities. You should consider the appropriate level of details you choose since there are some that require high-level information while others don’t. Furthermore, always include all vital information in your document at the right time.
Too much rigidity
It is still challenging to manage a rigid and inflexible quality management system resulting in poor results in the future.
To overcome this situation, you should always be consistent with the changing situation in your business since customer requirements keep on changing. This action will help in improving your performance, and it will enable you to grab new opportunities.
Less implication and communication
The quality management system is frequently supported by the quality manager(s), and in this situation, most of the colleagues assume that the quality management system is ‘belongs’ to those who created the quality management system. They end up not contributing to the system and instead they ‘follow’ the quality management system when necessary.
To overcome such circumstances, you should consider informing your members about the quality management system, and that they should understand their roles and responsibilities. Additionally, you should give support to your entire organization to get the result needed.
Lack of enough motivation
When implementing a quality management system for an external factor, it will be hard for the organization to get the best result from the quality management system.
To overcome this, you need to include top management and staff and motivate them to get the best result from your quality management system. This action will make everybody feel responsible for the overall quality services you provide, and everybody should know their role in the quality management system.
Not suitable enough
When the quality management system is not in sync with the company’s plan and actions it will then be difficult to get a quality result.
To overcome this issue, the company will need to choose a way to set up its quality management system in a way that will support their business, processes, and staff as well.
Lack of attention to the customers
Most of the companies tend to focus more on the quality but focuses less on customer’s satisfaction.
We should learn that without our customers there will be no business running. The company should focus more on customer’s satisfaction to have customer confidence. Furthermore, you should always know your customer’s requirements and their expectations as well and to know your customer’s satisfaction continuously.
How to implement a quality management system successfully
- Consider having a system that will suit you.
- Focus on your customer’s satisfaction.
- Always involve your staffs and communicate to them their responsibilities in the quality management system.
- Motivate your stakeholders.
- To improve your system still stays aware of changes that happen.
- Consider using a quality management system that is useful to your business.
- Consider using details that is suitable for your activity.
- Having a valid document in managing your event is always important.
Taking on these challenges one at a time and implementing diligently will yield amazing results for you and your organization.