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Emily Ysaguirre

Management

The Recipe for Quality

Key ingredients for maintaining quality within your organization

Published: Thursday, October 22, 2015 - 14:04

Sponsored Content

Ihave watched my grandmother cook since I was very young, and she’s tried to teach me her ways. So far I’ve learned that when she tells you all you need is “a little of this, a little of that, and a pinch of this,” it’s definitely not going to come out as if she made it. That’s for sure. So, I’ve faced the facts: Cooking is hard work. You know what else is hard work? Maintaining quality within an organization.

For an organization to mature, it needs many things. Just as with cooking, there are many ingredients that go into your recipe for success. There are many components that collaborate together to increase quality and compliance. It’s not that any component is worth more than the other—it’s that certain modules are able to provide for certain outcomes, depending on what your needs are. Putting all modules to work, and having them work properly together, is the most efficient way to achieve the best results.

Sample recipe (yields a high-quality organization)

Ingredients include equal parts:
• Employee training
• Document control
• Risk management
• Corrective action
• Reporting

Part of ensuring organizational excellence is leveraging all the components to your advantage. A quality management system (QMS) has plenty of benefits to offer that provide a systematic and objective method of operation while gaining control and greater visibility over your processes. This helps you make better decisions, filter adverse events effectively, and mitigate and prevent threats across your organization.

A QMS solution helps prepare an organization for the unknown.

Here’s how

Employee training. Software for employee training management tracks employee profiles and schedules training events. Training management ensures that your employees are knowledgeable and skilled on all duties and are able to fulfill requirements. It provides consistent and effective training that reduces the risk of adverse safety events that could arise as the result of insufficient training.

Errors are inevitable, but through employee training, the risk of human error can be greatly reduced. Implementing a solution that trains on compliance, especially when looking to ensure that policies, procedures, and instructions are followed, is an excellent way to achieve the best results. After training is distributed and completed, the system can provide a centralized platform for results and records for reference in the event it becomes necessary.

You can link training software to external business systems to pull records, directories, and learning management elements for greater compliance. Employee training software ultimately enables you to track competence within the organization.

Document control. Part of achieving compliance involves the ability to control and centralize all documents. Effective document control software routes standard operating procedures and other important records through draft, review, and final approval. After the final approval, it’s able to move on to the awaiting release and approved phases. Using document control, you can determine factors like who is responsible for each phase of the workflow, what they are allowed to edit or reach in each phase, and how long they have to finish each phase. Automation of document control gives users the ability to run a completely paperless system or a system that combines hard copies with online distribution. Both scenarios are able to provide the control owners and departmental groups need to access specific documents from an email directly, by clicking on the link to the browser page and allowing them to approve, review, or void the document immediately. Another reason that document control software is such a beneficial tool is because it provides all documents to be routed to their designated location in a centralized location that makes it simple and quick to find at a moment’s notice.

Risk management. Risk is inherent within organizations of all sizes. Therefore, it’s important to practice precautionary measures no matter how small or large your organization. Risk management tools are ideal because they automate the process of eliminating risky events before they occur—which means there’s less chance of human error and more chance of getting it right the first time. When risk management integrates with corrective action, it’s able to weed out critical events from the noncritical. It allows users to mitigate events that are most detrimental to the business. Once the critical events are detected, the risk assessment tool ensures that the risk is reduced to an acceptable level and that the measures taken were proven to be successful.

Corrective action. This system allows users to generate corrective or preventive actions automatically. It works closely with risk management to provide visibility into the events that matter most to your organization. Built-in reporting enables corrective action to generate multiple reports automatically, providing an effective mechanism for tracking the source and costs of problems. The corrective action module is a key component to achieving compliance for many organizations.

Conclusion

Quality management has many overlying characteristics. In cooking, there can be lots of substitutions made to a single recipe so it fits your needs. Whether you double up on certain ingredients to make more or eliminate some due to allergies, the recipe will still remain valid if you substitute appropriate things. Similarly, every organization won’t necessarily need the same modules in their QMS, but each system offers the same overlying benefits, including flexibility, improved visibility and control, and a dynamic workflow to make everyday processes easier. Using your QMS to automate processes will result in a standard and consistent process each time, just as following your favorite recipe will consistently result in the same great taste.

Discuss

About The Author

Emily Ysaguirre’s picture

Emily Ysaguirre

Emily Ysaguirre is the content marketing coordinator for EtQ based in Farmingdale, New York. She is responsible for developing and writing original content for EtQ.