Posts Tagged ‘implement’

Top ten reasons why some companies aren’t getting the most out of their ISO 9001 quality system

Wednesday, March 31st, 2010

In the coming weeks, we are going to give you all of our top ten reasons why some ISO 9001 based quality management systems fail to provide some organizations with real process improvement. We may post another topic here and there, so you’ll just have to check back frequently to see our full list. Enough already!! Let’s begin-

#10 – Too many procedures – the company quality system is from a template!

When performing internal audits for companies, we sometimes see quality system documentation that is rather extensive, especially in older systems that were developed before the major ISO 9001 revision in 2000. Systems based on the old twenty element model contained a procedure for almost every requirement, not to mention a handful of work instructions for every procedure. When the revision came along, some companies interpreted it as a simple renumbering scheme and added a process map that looked like a wiring diagram for the Space Shuttle. Having a system today based on a standard from yesterday usually leads to a lot of frustration, minimal user friendliness, and can also become a “Rubik’s Cube” nightmare for document control.

Another reason for over documentation is that some companies have “borrowed” documentation from other organizations and tried to simply insert their name. This can be easy when the size and industry of the companies are identical, but when you try to implement a system from a 300-employee casting facility and your company is a 20 employee plating shop, you’re in for one big mess of a quality system. In a lot of cases, companies that were in a hurry to implement quality systems to please their customers would buy templates from consultants and were tempted to try the “insert name here” approach. Both approaches can diminish or even negate any value from implementing an ISO 9001 system.

The ISO 9001:2008 standard allows for an amazing amount of flexibility in documentation which provides a real opportunity to create a system that is simple, efficient and relative to the operations of an organization. If your system sounds like what has been described earlier in this posting, you may find it a worthwhile endeavor to overhaul your quality manual and procedures. If you’re starting out and are looking for an easy way to get something in place, contact the experts at G3 Solutions today!

Meetings – friend or foe to the productive?

Wednesday, January 28th, 2009

It seems it never ends. You’re scheduled to go into a meeting to discuss the actions from the last meeting and plan for the next meeting. You look at your Outlook calendar or Blackberry and see that your theoretical 40 hour work week contains 50 hours of meetings. In between all of these meetings, you’re responsible to actually be productive in some accountable manner. How did things get this way? More importantly, you wonder – how can this cycle of chaos be stopped?

Here are 4 … no, wait, 5 … okay, 6 of the best solutions we’ve seen for curing “meeting madness”-

1) We’re here because…??? There better be a good reason for a meeting. ALWAYS have a specific agenda – no matter how small the meeting or how small the number of topics. Have one in print or electronic form and distribute to all participants. This will help to keep a focus on what is important and will help to avoid random topics.

2) Have participants do an impression of their favorite tree! Stand! If time is critical, or if people get too comfortable sitting down and tuning out, have everyone stand during the meeting. Make chairs off limits and keep people literally on their toes. You’ll be surprised how quickly and efficiently people will get to the point. Lengthy meetings will no longer be a problem.

3) Members only! Invite only those participants that will play a direct role in the agenda items. During the meeting, participants should state to the group the people they will communicate with regarding relevant topics/action items and when that will happen. Communication accountability is crucial! No accountability produces no results!!!

4) Share the spotlight! Make sure all participants provide input of some kind – either something to report (such as objectives or department measurables) or they should make a statement as to what their role will be in any action items that are discussed. Remember: No participation = no interest = no action. (We at G3 call this equation “The Gogoleski Theorem”)

5) Somebody write this stuff down! Create a SIMPLE system to document and track action items. Make sure it includes assignees and due dates. You can even make action items official corrective or preventive actions as part of your quality system. Anything less and key strategic ideas become nothing more than “thought bubbles” that eventually pop and become forgotten flashes of brilliance that your competitors will somehow document, implement and execute before you do! (And wow, is that painful!)

6) Don’t schedule another meeting for follow-up to the one you just had!!! Duh! This becomes the most effective exercise ever created for wasting time and reducing productivity. Make follow ups electronic (or paper – only if you really need to – save a tree) with cc’s to all participants of the original meeting. No accountability produces __ ______!!! (see # 3 for answer)

Now go forth and be productive!!!

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