Many organizations that have been operating for some years may already have an informal quality system in place, while others may have never started developing a true quality culture but know they need to "do something."
The reality is that many companies need to develop a Quality Culture, and this is especially true for industries that rely on production. Let's take a look at how to proceed in a production environment.
The first step is certainly to map production processes. This is an essential step in starting to set up the quality management system. Carefully analyze each stage of your production processes as they are currently carried out.
Try to understand how the product moves through the production line and identify potential inefficiencies and risks, as well as opportunities for improvement. Don't forget to pinpoint bottlenecks, as they often generate problems that should be addressed.
Mapping everything and representing it through flowcharts simplifies process visualization and helps identify areas for improvement. Once processes have been mapped, you can begin to assess which steps are "critical for quality" or have the greatest impact on the final product.
An integral part of a quality system is the improvement of processes, so ensuring that processes are efficient and making improvements where necessary strengthens the organization. Once critical processes have been identified, they must be documented through procedures, work instructions, checklists, manuals, or other means.
While doing this, we strongly recommend planning a solution for document and recorded information management. This will ensure that everyone works with the correct version of a document, maintains order, and controls access to any document or digital resource managed by the system.
Whatever comes to mind—whether policies, standards, protocols, or process manuals—will help ensure consistency and compliance with applicable regulations.
Once again, a document management system is a great advantage, especially if you use various methods to convey information, such as videos, infographics, and flowcharts.
If your text-based manual receives an update, it's highly beneficial if the system can flag all supporting materials that require the same update, ensuring synchronization. Imagine the confusion if a video instructs employees to do something one way while a text document instructs them differently.
After documenting all production processes, pay attention to any changes, such as the introduction of new technologies or tools or the implementation of improvements. Every change requires ensuring process effectiveness and reassessing risks. Also, do not overlook maintenance of production equipment.
Monitoring and controlling maintenance planning for preventive maintenance will ensure that equipment remains in good working condition and prevent costly breakdowns.
Another crucial factor to consider throughout this process is employees. A quality culture requires them to be trained to identify problems within the production process. Identifying issues early and taking corrective actions will likely save significant costs in the long run, so ensure that work and training are structured accordingly.
A well-structured quality system helps reduce costs in any organization, especially in production environments. A quality system focuses on process control and risk reduction and mitigation. When correctly implemented and paired with a strong corporate culture, it creates an environment for continuous improvement, making an organization more resilient.
And what about you? Have you ever considered structuring and certifying the quality already present in your company? At ACSQ, we have been certifying quality systems for years, striving to provide added value to our clients and optimize their resources throughout the certification process. Contact us to learn more about how we operate—we will be happy to provide all the support you need!