Advantages of Having a Good Quality Management System for Your Business

Author : MicahTart
Publish Date : 2021-05-27


Advantages of Having a Good Quality Management System for Your Business

Too often, you hear employees complain about the amount of meetings they attend. In some cases, they say there was no need for the meeting. In others, you hear the meeting could have been accomplished through emails. One of the worst outcomes of a meeting is the meeting after the meeting. Those can turn into the real meeting where final decisions are made. Then there are those meetings that fire people up and drive immediate action for successful completion of initiatives. Why aren't all meetings like the latter? More importantly, how do you know if you are having valuable or time wasting meetings?

I have personally attended my clients' management or operations meetings where the agenda was much to long. In those meetings, conversations became redundant week after week. Employees attend because they HAD to. Then they complain to themselves and one another.

In meetings with long agendas, management may have a command and control mentality. The leader of the organization does most of the talking and asks all the questions. Not many people are empowered by those meetings.

One of the biggest problems with meetings led by command and control managers is the lack of care or value they put on the time of their people. In other words, if management does not see time as a valuable resource, they may squander their time as well as those around them.

In those long meetings, I have seen supervisors excuse themselves because they had to attend to something else. How can you unify an organization if staff has little interest or value for management's meetings?

Instead of holding long superfluous meetings, create an agenda with 2-3 items. The 2-3 topics should have real time importance. You can do quick follow ups for issues from the last meeting. One important topic can be KPIs (key performance indicators). Those are conversations about what each person is responsible for accomplishing week-to-week and month-to-month. Within the KPI conversation, people will discuss problems they are facing if they are unable to meet their weekly milestones. They will also address additional resources when necessary.

If you want to have a great meeting, start it by asking if there have been any breakthroughs recently. Allow people to trumpet successes. Within that, there will be lessons learned that will benefit everyone. Second, talk about KPIs. Lastly, talk about the problems or gaps. Problems can refer to breakdowns, which could include valuable lessons. Or it could be the result of something slipping through the cracks. In other cases, it may be the result of poor communication. The communication can be cleaned up immediately so everyone knows who is doing what and when.

Included in the conversation about gaps, people can discuss the need for additional resources, like added personnel, time, money, materials, etc. The discussion about gaps will encourage staff and management to take actions immediately after the meeting. Or it can establish new routines to create a more efficient workflow.

Ultimately, if you're having bad meetings, it does not mean you are a bad manager. Instead, you can ask your people what they would like to get out of meetings. You can even ask them to contribute to the agenda. Or you can assign an individual to run the next meeting.

While meetings can be a valuable tool to align the team or organization, it is more important they are valuable to attendees. Include people in the design of the meeting. And make sure they are doing the majority of the talking.

A business cannot be run single-handedly. It requires cooperation and collaboration from all its members. Moreover, innovative thinking is one such skill which would help in the growth of your business. However, the key component which is very important for any kind of business is to have a strong supportive quality management system. A huge amount of investment goes behind building up such a system for your business to operate smoothly. Given below are some of the reasons on why one should do so.

• Saves time and money: Time is the most important factor for any business. Thus, the time you spend on setting up an efficient quality management system along with its policies would definitely prove to be fruitful in future. Your employees would be well aware of the workflow which in turn would reduce the scope for error. This would save time as well as money.

• Happy customers are the best for any business: Having an efficient quality management system would help you deliver the best services to your customers. Increased and consistent customer satisfaction would definitely prove to be beneficial for your business as all the focus would be on the quality of the service provided.

• Reduced risks: Setting up standard policies and systems leaves no room for error in internal as well as external processes. An efficient management system also has the capability to foresee the threats and vulnerabilities to the business before they arise and hence these can be addressed much before they can actually cause loss to the business.

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• Increased awareness about your business among people: The most important factor which is considered by all businesses worldwide is to make a strong presence in the global market. This is where a quality management system comes into play. It makes your business and its services visible among all sections of the market. It also helps you to have a smooth flow of operations at work by properly documenting the business processes and maintaining checks at regular intervals of time.

• The quality of the product is improved: Such a system enables you to focus on the quality of the products offered to the customers. This, in turn, helps you improve the quality of the product to a great extent. All aspects of quality starting from delivery to customer feedback are taken care of by this system.

• Get an edge over others: Nowadays, customers value quality more than the price of the product. Thus, if you have a good quality it would give you an edge over other companies offering the same product



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