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8 Signs it May be Time to Invest in an Automated QMS

Emily Ysaguirre
by Emily Ysaguirre on Wed, Feb 04, 2015

8 Signs it May be Time to Invest in an Automated QMS

A Quality Management System (QMS) is an effective tool that helps to automate business processes and ensures consistency within the workplace, while avoiding errors that could potentially occur when using a manual approach.  Regardless of industry, a QMS can help streamline business processes, save time and ensure that quality is reached on all sites and locations within your organization.

Not sure if a QMS is for you? Here are 8 signs it may be time to invest.

  1. You don’t want to sacrifice your business processes: A good Quality Management System (QMS) will adapt to your company’s business processes rather than the other way around. This means you won’t have to change your existing processes to conform to your system. Flexibility allows you to configure your own keywords, logins and forms to your preference. This feature is useful because it allows the organization to focus more on its business goals instead of the system’s capabilities.
  2. Your business is expanding:  As a company expands, the need for more employees and locations will increase as well. At large this represents internal and external growth.  The QMS is able to support this growth and expand as needed to accommodate your business. Whether the development results in more employees or locations there is never an issue with expansion due to the QMS’s unlimited bandwidth.
  3. You like to stay ahead of the game: Audit Management ensure improvement within your organization. They are an effective way of making sure your internal processes are functioning the way they should be.  The QMS offers a systematic method for conducting audits that is able to adjust your businesses processes and track them as need be. It enables a comprehensive report as well as configurable checklists and simplifies the process of collaborating with your entire enterprise.
  4. You would like to put a stop to risk: Risk is a common predator in all organizations.  With the QMS there is a chance to mitigate systematic issues before they even occur. In fact, because you can see where these issues lie, there is a better chance at taking the risk and putting a stop to it while preventing it from ever returning. Using Corrective Action Preventive Action (CAPA), which works hand in hand with Risk Management, you can filter each event by severity of each risk.  This method prioritizes risk and makes sure that no critical events go unnoticed because they will be dealt with in order of criticality, not the order in which they entered the system. 
  5. You’d like a more harmonized organization: Since there is often a great amount of information coming into the organization, there is an overwhelming need to sort through all of it and make sense of it. Being able to organize the information through reporting and keeping it stored with the most up to date data, enhances visibility to all users in the business and allows for continuous improvement.
  6. You are looking for a more efficient way to train employees: Employee Training Management can be integrated into the QMS. This tool enables automatic testing to employees with a pass or fail outcome. This imports into all employees folders and allows you to manage and track all their training events in your organization to result in more effective training.
  7. You recognize the need to control records: Document Control Software can be considered the crux of any organization. Through the QMS, you can keep all documents together in one centralized location, where all employees can make changes and update information.  This ensures that everyone is working off of the same version, which ensures consistency and assurance that outdated documents are not circulating throughout the organization.  
  8. You’d like to help the environment: By eliminating excess paper that manual processes demand you’re not only helping the environment, but also your business as a whole. An automated QMS allows you to save money on paper processes as well as improve in other areas.

Simplifying daily tasks while reducing risk of human error is another reason the QMS is so effective. It also enables you to take control over your processes and gain visibility throughout your organization. These, and the 8 traits we’ve reviewed, help ensure that you can focus on the growth and success of your business, while the rest is taken care of.

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