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Implementing a quality management system with 100% accuracy is possible only when you choose the right strategies and execute them without making any mistakes.
However, mistakes are bound to happen in the initial stages because at the end of the day it is humans who implement these strategies and there’s always room for errors.
Normally, a quality management system requires tracking, reporting and running several tasks to improve overall quality of the business. But the system is very confusing since there are several procedures to look after.
For example, manufacturing a shoe in itself includes dozens of small procedures that include cutting leather, giving the leather its shape, working on the sole, joining different parts etc.
Even if one of the steps is not working properly, the final result would be a mess. Imagine the shoe not being polished properly. It would end up being defective and cause you a loss. No business can afford for this to happen which is why a proper quality management system needs to be in place. Only quality management can make a system efficient and business-friendly.
But, you need to be careful when implementing a quality management system as things can go wrong.
Here are 4 common quality management system mistakes to know about so that you can avoid them:
1. Preparing Difficult And Lengthy Customer Surveys
You need to know what customers think of you to be able to prove them with what they need. Most businesses get this information by distributing surveys and studying responses, but this can be problematic because some customers hate to fill survey form, especially when they are very lengthy.
This is why the questions should be kept at a minimal and they need to be easy to understand and answer. Also, avoid asking for personal information that is not relevant to you as customers typically do not like to share their details such as names and numbers.
You will not get a proper feedback if you do not prepare a solid survey form.
2. Not Using Corrective Action Process
A lot of businesses tend to turn down a corrective action process when it comes to preventing a problem because they think it’s too time consuming.
A corrective action process is a systemic approach towards identifying a problem, coming up with a solution and making sure that no such problem occurs in the future.
There are seven steps to implement a corrective action process.
Identifying the problem: The problem needs to be identified correctly and should be a real problem.
Measuring scope of problem: You need to understand how big the problem is so that you can tackle it.
Quick Action: Loof for a temporary fix so that you can have time to think and work on a permanent fix.
Find The Root Cause: Identify the root cause of the problem.
Plan A Corrective Action: Study the root cause and decide on what method should be the best and quickest to get rid of the problem from the source.
Implement A Corrective Action: Once you have a plant, go ahead and implement it.
Stay On The Plan: Even after the problem is solved, monitor it for a few months to see if it surfaces. If it does, then you didn’t catch the root problem correctly and need to restart.
3. Not Focusing On A Company Level Training Program
Training is important if you want to improve the quality of your business. However, many businesses take the wrong approach.
They spend time and resources on already trained personnel to make them more powerful when what they should be doing is eliminating training gaps in the workforce.
This is done by implementing a company level training program, and not one that involves a few employees.
4. Not Paying Attention To Documentation
Document tasks, processes, employee performances, client papers and contracts. Many businesses do not document all that they need and end up in trouble.
Avoid these mistakes to implement an effect quality system management system.