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Kick start your ISO 9001 quality system
Posted on August 14th, 2012

ISO 9001 has a real impact on the on-going development and success of your organisation when all employees participate in the quality system. Find out how to get moving.

There’s no quicker way to get your employees motivated about using your new quality system, than by making it easier for them to find the information they need. With powerful search capabilities it is easy to find the item of interest and get on with their real work.

Upload all company forms to the Documents manager

Make it a priority to upload all the commonly-used forms used in your organisation to the Quality System Toolbox Document module. The answer to every question about “where is …” will be the same – “Find it in the Toolbox!”. With the powerful search capabilities in the Quality Systems Toolbox, that will be easy.

Here are some examples of typical forms / templates:

  • Employee Application for Leave
  • Purchasing Request
  • Induction Checklist
  • Audit Checklist

Don’t forget to remove all hard copies from the office so that everyone is using the current version.

Build your company directory

Add all your employees to the Toolbox and have a dynamic and searchable company directory that is easy to keep up-to-date. Employees can keep their own details up-to-date!

It’s not just about name, e-mail address, and phone number. You can also add free form notes about yourself and what you do e.g. “talk to me if you want to join the company volleyball team”. When someone searches for ‘volleyball’, they’ll find you!

You can also add a photo to the employee record in the Quality System Toolbox. This is a great feature for new employees when they need to find someone.

Encourage everyone to raise “Improvement Requests” in the Issue Tracker and detail changes to various company policies and procedures. It’s like a suggestion box – only a lot more visible.

Don’t forget you can use the “Send this page” feature to alert colleagues about new issues and invite them to subscribe. Subscribers are emailed any updates to the issue. It’s a great way to stay informed of developments on issues you’re interested in.

Build your own Knowlegebase

The Document manager is the place for controlled documents. The Knowledgebase is where you put everything else. You won’t post an important work instruction there, but you might write a quick How-to on changing the paper in the photocopier. With powerful site-wide search capabilities you’ll be able to find the right info, where ever it is.

The more that you put into the Toolbox, the more useful it becomes. Since all your users can contribute, it makes sense to encourage everyone to add content they will find useful.

Create your own FAQ and How-to’s. Add terms to the glossary, and create links to important sources of information.

eg.

  • post an FAQ on who runs the footy pool.
  • add a How-to on ‘Finding the Root Cause’ to issues.
  • link to State Emergency Services
  • link to Government Workplace Health & Safety Links
  • link to a website explaining relevant Standards

Build your Contacts directory

Add contact details for your major customers and suppliers so that everyone can access them. You can categorize your contacts however you wish.

The Quality Systems Toolbox makes it easy to link to your contacts from other records and have the details at hand when you need them.

e.g.

  • Link to the appropriate contact when you need to raise an customer complaint or a supplier issue. You’ll also see any open issues when you view the contact.
  • For regular maintenance or calibration, link to the external provider and gain quick access to their details.
  • When you add a training event, create a link to the training provider.

It’s not just for phone numbers either – also store a link to their webpage and free-form notes. If there is something everyone should know about the contact, make sure you add it to the description. e.g. “This supplier is undergoing our approval process”

Build your Events Calendar

Post meeting information in the shared Calendar for important company meetings, such as sales meetings, annual and quarterly company briefings, internal and external audits, performance reviews, etc. You can post the meeting agenda and link to any pertinent documents or issues to be covered at the meeting.

Add holidays to the Toolbox Calendar so everyone has easy access to this information to better plan their holidays.

You can schedule fun stuff too! Add major company events such as social outings and holiday parties.

Use the News section for announcements of all kinds.

Announce new employees, company milestones, successes, product releases.

You can choose to post more personal news too, like marriages or births (you can even add a photo!).

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