Now that we have covered standards, certification, and management systems, we can look at how to establish a management system that can be assessed during a certification audit.
Building a management system is an exciting process that, when executed correctly, can improve your business’s efficiency, quality, and profitability.
However, establishing a management system significantly affects everyone 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 under the new ways of working.
Before a project
Before we start a project, we need a clear plan, the correct tools, and established communication processes.
Here are a couple of hygiene factors that you need to have in place before the project starts:
- Identify the scope and goals of the project. Why are all the different reasons you are getting certified?
- Identify all project stakeholders, including team members, management, customers, and vendors
- Define the main tasks and activities that are required.
- Appoint a project manager and other key roles in the team
- Establish the timeline and key milestones for the project
- Establish a follow-up and tracking process for the project
- Create a communication plan to engage stakeholders at different stages of the project
When these things are in place, you can start the project to establish a management system that can be assessed during certification audit.
The sub-projects
Establishing a management system is a project that consists of many smaller workstreams. This section gives a broad overview, followed by later chapters with more detailed information about each component.
Brief overview of what an ISO certification project entails:
Introduction to the ISO project
Introduce the project to all staff. Present the ISO standards, what they mean for the organization and how they will be implemented.
Stakeholder analysis
Perform a stakeholder analysis. This analysis identifies and analyzes stakeholders interests and expectations.
Information and document management
Implement information and document management structure according to ISO requirements.
Process mapping
The management team and all staff map out the organization’s important processes, sub-processes, process steps and activities.
Customer requirements management
The sales manager and sales reps establish processes to effectively manage customer requirements.
Competence management
The HR manager and managers ensure that the requirements for securing, maintaining and developing competence are met.
Deviations, CAPA and improvement suggestions
The management team establishes processes for managing deviations and suggestions for improvement. Establishment of a severity matrix to grade deviations, risks, etc.
Handling of customer feedback and complaints
Sales representatives and all staff establish processes for handling and following up an array of improvement opportunity types. For instance, customer complaints, deviations, risk observations, etc.
Risk management
The CEO and management team identify, classify, and manage operational risks.
Policy
The CEO and the management team establish and revise policies. The types of qualities established will largely be governed by the selected ISO standards. For ISO 9001, quality, you will need a quality policy. For ISO 14001, you will need an environmental policy.
Goal management and KPIs
The CEO and management team set goals and strategies for the company.
Vendor Management
The supplier coordinator and purchasing department establish the process for managing and assessing suppliers.
Crisis management
The CEO and management team establish a process for managing and preparing for crises if certifying according to a standard that requires this like ISO 14001 or ISO 45001.
Regulatory management and monitoring
The CEO and the management team establish processes for and map current legislation and processes to monitor this continuously.
Environmental aspects, ISO 14001
The CEO and the management team map and establish processes for managing environmental aspects, focusing on significant environmental aspects.
Work environment management, ISO 45001
The CEO and management team, together with relevant managers, establish processes for systematic work to ensure a safe, healthy, and productive workplace.
Yearly calendar
The CEO and management team establish an annual calendar that governs all certification-related and other important company activities. This calendar ensures that you carry out these activities in a timely manner and make it clear to everyone in the organization what will happen when.
Management review
The CEO and the management team conduct the management review and prepare the organization for certification audits.