Posts Tagged ‘third party’

Too much time to document corrective actions? Consider the long term benefit!

Sunday, May 23rd, 2010

Reason # 4 in our Top Ten Countdown of quality system mistakes-

#4 – Corrective actions aren’t documented!

When conducting internal audits, we often see third party registrar reports that contain a nonconformance finding for not documenting corrective actions as stated in the company’s written procedures. The usual response is that there just isn’t enough time to document issues when they can be solved (or perceived as solved) within a short period of time. Although this may seem true on the surface, after a little investigative auditing, we often find that some of those issues that were “fixed” on the fly are coming back repeatedly either in the same area or in other areas of the business.

Although it is easy to rationalize the behavior of making simple quick process corrections without going through the formal documentation route, the end result is almost always the same. Since the issue was not documented and many other areas of the company were not aware of the problem, not to mention the solution (which may or may not be long term), the problem keeps raising its ugly head.

There is tremendous value when a corrective action is properly documented, true root cause is determined and long term solutions are communicated to all functions of the organization. These “extra steps” that can, on the surface, seem troublesome and time consuming but can actually save both time and money by reducing or eliminating repeat nonconforming issues. Please keep in mind we are not suggesting the documentation of every little operational issue that requires simple adjustment during the course of doing business. We are talking about those issues that can affect the customer and/or have an effect on internal processes.

For information on how to effectively document corrective actions, contact the experts at G3 Solutions.

Does this scenario sound familiar? If so, G3 Solutions can help!

Saturday, April 10th, 2010

Top ten reasons why some quality systems are ineffective -

Reason #8 – The quality system is handled by one person

At G3 Solutions, we often receive calls from companies that are in need of expertise to help with quality system issues shortly before a third-party audit. This is often due to a lack of resources and downsizing from the recent economic nightmare of the past year.

Unfortunately, those employees that fell under the umbrella of “quality” were some of the first to be downsized. Since these employees were in charge of such key systems as internal audits, corrective actions and analysis of quality data, the maintenance of these systems would continually get put off until the last possible minute, if they were done at all. This is not the way a well implemented quality system should work.

Generally, the reason for this type of system meltdown is that most, if not all key functions of the system were handled by one employee whose primary purpose in the company was to be “the ISO person”. They were responsible for making sure all of that ISO 9001 “stuff” got done, and now they are not around – and no one has a clue as to what needs to be maintained.

A well implemented system will almost run by itself, with just minimal oversight by the selected management representative. Key systems should be shared and divided by top management; not handled solely by the quality manager or ISO coordinator. Not only will this shared strategy help maintain key processes, but will also encourage and promote employees to work with and improve the quality system.

For further information on how we can help, contact G3 Solutions today!

Top ten reasons for an ineffective QMS!

Monday, April 5th, 2010

Reason #9 – Negligence in training employees to properly use the system!

Competence, training and awareness for employees is more than just a simple ISO 9001 requirement – it is a major factor in the difference of having a system that will work as either a) a tool for continual improvement, or b) a worthless set of documents that are not followed.

Many third party auditors will often look at the training records of the oldest and newest employees as well as directly asking them questions as to how they access and utilize their system. It can be a very good barometer of how well the entire quality management system (QMS) is working.

The reason behind this type of audit sampling is that many company “veterans” will often provide candid feedback on portions of the system that are not operating as documented. In some instances, these employees will even reveal ways that the current system is bypassed for efficiency, especially when improvements to processes are not made. With new employees, training effectiveness is easy to assess based on whether the QMS information and training given to them is memorable, and then asking if they can actually demonstrate use of the system.

Training on the quality system for new hires and ongoing training for veteran employees should be a priority for any company looking to get the most out of their QMS.

For some creative ideas on how to get your employees trained as QMS experts, contact the ISO experts at G3 Solutions today!