The implementation of an ISO management system is a strategic step for a business that results in continuous improvement of their processes, increase in performance, and better ability to meet the needs of customers or stakeholders. Faced with intense competition in the market, most companies need ISO standards to make customers and other entities notice them. So, the standards help them to increase sales and other business opportunities such as a new partnership, a potential investment, a supply contract, etc. However, many organisations are not aware of the procedures that will get them prepared for the certification. There is no fast-track method and or shortcut to certification but this whole process is a series of steps that an organisation must follow to implement a management system and get certified. Generally, the ISO implementation steps are almost the same for all the standards. This blog discusses the steps one by one. So, as a business owner, business executive and or manager, you need to prepare your team for each of these steps.
These are the basic steps for achieving certification to an ISO management standard. These will prepare your organisation with the right management system before you face the audit by an external accredited certification body.
First, it is essential that for your managers know the details of the standards that you are aiming for. Details generally include the requirements of the management system specified by the standard. No one is expected to be an expert in the ISO requirements. Thus, you should buy a copy of the standard from the official website of the ISO and thoroughly go through its clauses and requirements.
The process of ISO implementation is not a simple one, but it does require the involvement of one or a more employees. It involves the initiation of a change in the organisation and so each member needs to be informed and involved. Thus, you must make sure to strengthen your internal communication channels so that the management team can inform all the employees about the standard to be implemented, why it is needed, how it will help or benefit their tasks, and how they need to work with the management system to comply with the standard.
When the employees are given a full communication plan they are better equipped to better understand that the organisation seeks their participation and cooperation which makes them feel valued. Subsequently, it motivates them to involve in the implementation process.
You must have the right team of professionals execute all the fundamental steps of implementation. When the right people are assigned the job, it makes the process faster and smoother. Therefore, you need to choose certain experienced, reliable, and skilled employees from your management team who will lead the implementation process. They will prepare a workable plan, decide the resources needed, assemble the resources, set a timeline for the process, and determine clear objectives and goals.
All employees and ongoing processes of your organisation will be impacted by the ISO management system after it is implemented. So, training is a vital ingredient for implementation success. You should make provisions for training your employees, hold frequent sessions and meetings, and instruct them about various aspects of the management system. Training will enable the employees to learn about their roles and responsibilities in maintaining the system and acquire the skills necessary for it.
Documentation is a crucial part of all ISO management systems. You must create formal documents regarding your processes on every aspect of the management system as it required by the standard to avoid non-conformance. Some of the key documents that you must create, and hold are written policy and objectives, documented procedures, work instructions for employees, and records of various performance metrics. Documentation is essential for the success of implementation because it results in efficient planning, consistency in employee tasks, tracking and monitoring the processes, improved accountability and controlling of operations.
The management system must be implemented in accordance with the documentation. This is necessary to ensure there is absolute parity between the documented and implemented management system. The employees after completing their training must follow the documented procedures and work instructions to put the management system into action. Risk-based thinking must be used during the implementation phase as risks are inherent in any organisational change. Therefore, with a risk-based approach, you can ensure that the management system prevents or addresses all identified risks.
A certain time after completion of the implementation phase, when the management system seems to be a bit mature, it is time to get certified. Now, before jumping into the certification, it is necessary to carry out an internal audit. This is considered the last step which helps you to check the effectiveness of the implemented system. If you find any shortcomings or inefficient areas in the system, you can plan corrective actions and rectify them. Along with the ineffective areas, the audit procedure will also reveal any nonconformity in the system to the given ISO standard so that you can correct them. Thus, an internal audit which is performed either by your own members or by an external team of auditors will help to validate your management system and make it fully ready for certification.
After passing these seven elementary steps, your organisation is considered prepared for the certification. You need to make a formal application for the required certification to an accredited certification body and the rest of the procedures will be executed by them. If you are sure about completing these ISO implementation steps, there is nothing to be worried about when the final certification process takes place. A few officials from the body will just formally evaluate your management system as well as the documentation to check whether everything is conforming to the standard’s requirements. After being assured of the conformance, they will grant the certification to your business.
Some of the most prevalent ISO management systems are the ISO 9001, the ISO 14001, the ISO 45001, the ISO 27001, the ISO 31000, the ISO 55001, and the ISO 22301 which are truly helping organisations to improve their efficiency through a structured approach and streamlining of their internal operations. If your organisation needs to implement any of these management standards, Compliancehelp can be the best consulting partner to guide you. Our team of expert ISO consultants will help you plan, organise, implement, and manage an integrated management system to achieve the desired certification successfully.
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