Information Sheets > ISO 9001 - Re-Engineering

Our experience of over 2,000 projects, and as a registered firm ourselves, clearly evidences that for ISO9000 to be effective in bringing about real benefits, including cost reductions, the quality management system must be:-

• short and simple
• easy to understand
• easy to operate
• and relevant to those who operate it.

Moreover, once problems are recognised, or improvements identified, the implementation of change should not be inhibited because of bureaucratic processes or excessive circulation of controlled documents.

It therefore follows that, to improve the effectiveness of ISO quality management systems, we often need to assist clients to slim down "over-engineered" procedures. In these circumstances our goal is to reduce paperwork, minimise staff time and encourage employees to operate (and improve where necessary) the system.

Our methodology focuses on reducing the number of, and often the amount of detail within, documented procedures based on:-

The importance of the function - how critical is the activity/function in question?

The propensity to error - often procedures have been needlessly produced in respect of activities which, historically, never were a problem (nor do staff foresee them being a problem).

The knock-on effect in the event of mistake - How important is the sequence of events within the process? If there is a mistake, or the process is allowed to carry on out of sequence, what are the likely consequences? If the consequences are grave, there is clearly a greater need for detailed control than if they are trivial.

In addition we would:-

• Question the balance between process control and training. Generally the higher the level of training the less need for detailed documentation for the process or task.
• Seek out opportunities to reduce the number of copies of documents in circulation -and thereby simplify document control.
• Critically review the usefulness of non-conformance reporting with the aim of discouraging the pernickety use and encouraging (and perhaps widening) the use in order to persuade staff to identify improved methods of working etc.
• Scrutinise procedures to establish if the chosen form represents the most uncomplicated format - flow diagrams or instruction cards are often more appropriate than turgid text.

If you would like to take the matter further we offer to carry out an on site evaluation with a view to identifying areas of significant improvement. We have found audits of this type provide clients with a valuable independent perspective.