Customers increasingly want a guarantee from businesses that the products and services the customers are buying have gone through quality management best practices. Adopting the ISO 9001 standard is one step towards offering that guarantee of quality assurance.
ISO 9001 is the most well-known international standard for quality management systems (QMS), published by the International Organization for Standardization (ISO). ISO standards are the most widely used performance and quality standards worldwide.
ISO 9001 is part of the ISO 9000 family of quality management standards. The current version is ISO 9001:2015, meaning it was released in 2015. The key benefit is to help your business prevent quality issues that could affect customers, employees, business partners, and even your industry.
The standard defines requirements for creating a robust quality management system. The QMS is a uniform, well-organized, process-driven approach to governing quality and control objectives to ensure continual improvement.
Implementing ISO 9001, however, is no easy task. This article will give you a thorough understanding of the basics of the standard before you begin.
What Is ISO 9001?
ISO standards handle a range of business concerns. 9001 specifically focuses on quality management system standards for enterprise-wide quality assurance.
The ISO 9001 quality management system also defines requirements for meeting customer needs and overall customer satisfaction, rather than just adhering to product specifications. That’s because the quality of your products depends, ultimately, on whether and how well they meet customer needs.
ISO 9001 encourages a process-oriented management strategy by reviewing more than 20 processes. By following the suggestions of the standard, a company can assure that it offers high-quality products and services.
At the center of the ISO 9001 are eight fundamental principles of quality management.
ISO 9001 evaluates an organization’s objectives and initiatives to meet customer requirements and exceed customer expectations. This principle applies to product performance, as well as customer service. Customer complaints must be systematically logged and corrective action taken.
Organizations succeed when their leaders establish and maintain work environments that engage people across the company to achieve quality objectives. Leadership at all levels must be aligned to drive a quality-minded culture.
Involvement of People
Engagement of people is one of ISO 9001’s most essential principles. Engagement allows employees to be more empowered, competent, dependable, and better able to help you achieve your quality objectives and meet customer needs.
Engaging your employees also means you should respect them as individuals. Recognize their achievements, help them with their personal and professional development, and constantly communicate with them. The way for your company to succeed is to retain competent employees by engaging with them.
An organization will operate more efficiently when leaders manage and control the business processes, linking them together to form a single system. Adopting this process approach of inputs and outputs will help your company achieve more predictable and consistent results. It will also help people focus their efforts on crucial improvement processes.
System Approach to Management
The process approach is part of the system approach. Individual process performance will improve when you understand, analyze, and manage interrelated processes to develop a cohesive system. You’ll continue to be successful when your business processes are managed as one cohesive quality management system.
Continual improvement is an ongoing effort to identify new opportunities and enhance your company’s products, services, and processes. It involves constant evaluation of customer needs and process improvement activities. In response to quality gaps, identifying the root cause and implementing sustainable corrective actions are crucial to quality assurance.
Factual Approach to Decision-Making
During the decision-making process, competent staff members should analyze and evaluate all available data and information using the appropriate tools and methods. All this data, however, should be accurate, reliable, and secure, because objective facts and proper data analysis drive the best business decisions.
Successful companies establish relationships with relevant partners, including business associates, vendors, investors, and resellers, to ensure the continuity of the supply chain.
What Are the Requirements of ISO 9001?
To achieve and maintain an ISO 9001 certification, businesses must meet a set of requirements based on the critical areas of the quality management system. Internal audits use these requirements as an ISO 9001 checklist to help your company comply with the ISO standard.
The seven requirements of the ISO 9001 standard are:
Context of the Organization
Clause 4 of ISO 9001 specifies the goal and strategic direction of your company’s quality management system. It addresses the following topics:
- Identify the internal and external factors that influence your quality;
- Identify your company’s stakeholders, such as employees, suppliers, and other stakeholders;
- Recognize your consumers’ preferences and needs.
ISO 9001 recognizes that a successful quality management system is dependent on your organization’s top management’s commitment. As a result, Clause 5 compels your management team to accept responsibility for:
- Developing a quality management system;
- Creating quality guidelines and goals;
- Communicating these guidelines and goals to personnel accountable for the quality of the company’s products and services;
- Performing periodic evaluations.
A successful quality management system is based on a risk-based approach and implements strategies to handle risks and opportunities. As a result of Clause 6, businesses must:
- Record possible threats, noting their severity and likelihood of occurrence;
- Make plans to avoid or mitigate unfavorable consequences;
- Integrate strategies to improve desired outcomes.
Clause 7 of the ISO 9001 standard demands that your organization offers appropriate resources to execute an effective quality management system. This involves making resources available for:
- Efficient working environments;
- Strong infrastructure;
- Effective human resources management.
The ISO 9001 operation section, Clause 8, defines your organization’s work to produce and supply products and services to your clients.
Your procedures should outline:
- The specifications and quality goals of your goods or services;
- The procedure manuals, papers, and tools your staff require to produce goods or services successfully;
- Monitoring, inspection, or testing required to verify the quality of your products or services;
- The guidelines governing the production and preservation of your records.
Clause 9 of ISO 9001 mandates your company to measure and analyze its operations, then document the results to:
- Show that it meets the standards of the ISO 9001 standard;
- Check if it is using all components of its quality management system;
- Encourage continuous improvement in quality management throughout the organization.
The standard’s final clause emphasizes continual improvement inside a corporation. Measures should be implemented to:
- Improve services and goods for the benefit of the company;
- Improve client satisfaction by better matching consumer demands;
- Identify situations when processes fail to meet their objectives and adjust them accordingly.
Why Is ISO 9001 Important?
ISO standards are recognized worldwide. Doing business globally is much easier when you’re dealing with a standard set of established practices and expectations. Even if your company is entirely domestic, understanding ISO 9001 regulations and how they might apply to your company is valuable.
A quality management framework also helps you increase market share, implement quality fundamentals, and drive improvement activities. It’s a valuable roadmap to becoming a world-class organization. The internal and external audits required for maintaining ISO 9001 certification hold your organization accountable for its quality management principles.
Improve Quality Management with Reciprocity ROAR
The ISO 9001 standard requires internal audits, but it does not allow for self-assessment. Instead, your organization’s compliance must be audited by a certified body. Nor can you rest on your laurels after certification; you’ll need to recertify every few years.
Compliance audits for ISO and other regulatory frameworks can be time-consuming and challenging. It can be overwhelming to understand requirements, conduct internal audits, and organize the necessary documents.
Instead of using spreadsheets, adopt Reciprocity ROAR to streamline activities for all of your compliance frameworks. Cross-mapping common requirements across multiple compliance frameworks simplifies evidence collection and reduces the workload on your team.
It is a single source of truth that ensures your organization is always audit-ready. Policies and procedures are revision-controlled and easy to find in the document repository. Workflow management features offer easy tracking, automated reminders, and audit trails. Insightful reporting and dashboards provide visibility to gaps and high-risk areas.
Additionally, as part of a fully integrated platform, Reciprocity ROAR allows you to track your compliance and risk management program over its entire life cycle. The ZenConnect feature enables integration with popular tools, such as Jira, ServiceNow, and Slack, ensuring seamless adoption within your enterprise.
As part of the Reciprocity ROAR product suite, Zen Comply includes several pre-loaded templates tailored to different high-impact national legislation and international standards, such as ISO, HIPAA, CCPA, GDPR, and many others. This scalable solution is well-suited to benefit a large enterprise or a small business.
Zen makes it easier to achieve ISO 9001 compliance. Schedule a free demo and begin your worry-free journey.