A lot of things can go wrong when implementing a new quality management software program. This is especially true if you’re doing it for the first time! Avoid some of the most common pitfalls with this review of four decisions that could make or break the success of your QMS rollout.
How Do You Choose The Right Software?
There are many QMS software options out there. How do you know which one is right for your organization? The answer may sound too simple: don’t bend your business to fit the software. Instead look at your defined goals and determine what you need your software to do. Decide where your company needs the most help, how much work you need the QMS to do, and where the organization could reap the most benefits in regards to profit, loss, and production.
In-House Implementation or Outsource?
When it comes to implementation of your company’s QMS software, you have to decide whether it will be implemented in-house, or if the implementation process will be outsourced. This is a very important decision because while outsourcing may seem easier in the short-run, it can actually hinder your business down the road.
In contrast, implementing your QMS software in-house can set your company up for success. It offers both ownership of the program’s outcome, and a chance to transition from a reactive organization to a proactive one. This doesn’t mean you can’t seek support; it simply means that most of the work should be done within your organization.
How Extensive Should Your Plan Be?
You probably already know that a plan is needed to successfully implement new software, but do you know how extensive the plan should be? Do you know where to start? Or which approach would be best? If you’re not certain, here are a few tips to help you develop an effective plan for QMS software implementation:
- Analyze current data and develop clear, defined targets for cost, quality, delivery and service.
- Discuss your targets with colleagues, experts, other personnel and your software supplier to determine if there are any additional changes that should be made to your current QMS processes.
- Develop a timeline that allows for flexibility in when the system will be up and running at full-force.
- Be transparent and communicate with all staff involved in the process, as well as those directly affected by the new system.
- Plan for stability and not just the short-term by developing small, actionable steps to reach the end-goal.
- As the implementation process continues and develops into daily integration, search for opportunities to continually improve.
Are You Relying Too Much on the Software?
Quality management software can only take you so far. You need employees that are trained on the new programs. Internal audits must be done to ensure your company is being proactive rather than reactive when it comes to following procedures, quality standards, and customer satisfaction. After all, that’s what quality management systems were built for!
Want to learn more on how you can effectively prepare your employees for QMS software rollout? Check out this blog where we share strategies for preparing employees for a rollout. For other questions and assistance, click here to contact us.