Below is an excerpt from our e-book “ISO 9001, 14001 and 45001 - The Ultimate Guide”. Download the full e-book for free here.
Building a management system is an exciting process that, when properly implemented, can improve the efficiency, quality and profitability of your business.
However, establishing a management system is a major change that affects all people throughout the company. Therefore, take it step by step to ensure that the organization can adapt, understand the importance of each aspect and start working in accordance with the new ways of working.
Before embarking on a project, it is important that we have a clear plan, proper tools and established processes for communication. These fundamental elements will not only help us to effectively implement our current project, but also provide us with a solid foundation for future projects.
Here are a few hygiene factors that you need to have in place before starting the project:
We need a clear plan for how the work will be carried out. And above all, what to do if things don't go as planned.
- Identify the scope and objectives of the project.
- Identify all project stakeholders, including team members, management, customers and suppliers.
- Define the main tasks and activities required.
- Appoint a project manager and other key roles in the team.
- Establish a timetable and important milestones for the project.
- Schedule appointments for regular meetings or workshops for the project right now to discuss progress, challenges and solutions.
- Establish a budget follow-up process for the project.
- Create a communication plan to engage stakeholders at different stages of the project.
- Choose the appropriate tools for internal communication within the team (e.g., email, Slack or Microsoft Teams).
- Establish standardized processes for communicating to project stakeholders (e.g., regular updates via email, intranets, teams).
- Implement a structure and way of working for your intranet in platforms such as SharePoint or Confluence so that the project can continuously document published information as changes are made to the business.
If we have these things in place, we can now start our project to establish a certifiable management system, while also having a good basis for other projects the company is taking on.
Introduction to the ISO project: Start by giving an introduction to the project for all staff. This includes a presentation of the ISO standards and how they will be implemented in the organization.
Establishment/adaptation of intranets: Establish or customize existing intranet and review the collaboration structure of Microsoft Teams/Slack to ensure effective internal communication and collaboration within the project.
Information and document management: Implement an information and document management structure in accordance with ISO standards.
Stakeholder analysis: The creation of a stakeholder analysis one of the first activities carried out. It identifies, analyses and manages stakeholders' interests and expectations.
Process mapping: The management team together with all personnel maps the processes of the organization and how they relate to the ISO standards.
Customer Requirements Management: The sales manager and salespeople establish processes to effectively manage customer requirements and ensure that these are met in accordance with ISO standards.
Competency Management: The HR manager and managers ensure that the requirements for securing competence in the company from the ISO standards are met.
Deviation management and suggestions for improvement: The management team establishes processes to manage and follow up on deviations and suggestions for improvement. Establishment of a severity matrix for grading deviations, risks, etc.
Handling customer feedback and complaints: Sales representatives and all staff establish processes to handle and follow up customer feedback and complaints.
Risk management: The CEO and management team identify, classify and manage both strategic and operational risks.
Establishment and review of policy: The CEO and the management team establish and revise policies in accordance with ISO standards.
Compilation of complaints and discrepancies: Analyze information about complaints and discrepancies to ensure that the improvement process is followed.
Internal audit: Conduct internal audits to ensure that all ISO requirements are met and that the organization is ready for certification audit and has an action plan for getting there.
Goal and Goal Management: The CEO and the management team establish goals and strategies for the company.
Supplier Management: The supplier coordinator and the purchasing department establish the process for managing and assessing suppliers in accordance with the ISO standards.
Crisis management: The CEO and the management team establish a process to manage and prepare for any crises in accordance with the requirements of the ISO standards.
Regulatory management and monitoring: The CEO and the management team establish processes for and map the current legislation and process to monitor this on an ongoing basis.
Environmental aspects: The CEO and the management team map and establish processes for managing environmental aspects with a particular focus on essential environmental aspects.
Occupational health and safety management: The CEO and the management team together with relevant managers establish processes for systematic work for a safe, healthy and productive workplace.
Annual calendar: The CEO and the management team establish an annual calendar that governs all certification-related and other recurring and important activities for the company so that you carry out these in a timely manner and do not risk having your certificate suspended or revoked in the future.
Management's briefing: The CEO and the management team conduct the management review and prepare the organization for certification audit.
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Above is an excerpt from our e-book “ISO 9001, 14001 and 45001 - The Ultimate Guide”. Download the full e-book for free here.
