ISO 9000

6. A Healthy System

Most companies that wish to will eventually achieve certification. In doing so, however, they often build systems that are far too complex for their own needs. To avoid this situation:

6.1 Do not create too much paperwork.

• Consider using working documents themselves as a way of keeping records.
• Challenge every new form that is proposed. Can an existing form be modified to accommodate the change instead?
• Keep the number of controlled copies of system documents to a sensible minimum.ISO 9001 does not demand that everyone has a copy of everything.
• Use your IT system to minimise the need for paper copies. Give employees access to key documents through your intranet or network.

6.2 Make sure that internal audits are carried out regularly.

• Use these reports to monitor the system and drive improvements.
• Continually question whether you are running the system or the system is running you.

6.3 Introduce a balanced method for dealing with changes to the system.

• The method must be formal enough to maintain management control.
• The method must be informal enough to encourage employees to put ideas forward.Otherwise employees will lose respect for the system and may implement changes informally instead.

6.4 Take every opportunity to compare your system with those of other companies, eg suppliers, sister companies and customers.

• Use supplier assessment audits.
• Use customer questionnaires.
• Create a forum for discussion.