Common Myths of Management Systems
A recent article written by Mark Ames and team discusses the many myths and misunderstandings related to the implementation of management system standards such as ISO 9001. Belief in these myths is the most common barrier to the use of management system standards and, in addition, the greatest cause of frustration and diminished benefits on the part of users.
Understanding these myths can help organizations choose to adopt a management system and ultimately achieve the intended benefits embedded within all management system standards. The purpose of the article is to identify and debunk the most common myths surrounding management system standards.
Management systems don’t add value but I have to have one because my customers want me to have one.
Management systems provide bottom-line cost savings and improved profitability and performance through embedded preventive practices. Organizations of any size performing activities of any kind that are considering adopting a management system standard can expect to see increased value to customers and greater return on investment through appropriate discipline and communication.
Points to consider
- Management systems help organizations avoid mistakes and save resources, time, and money.
- Organizations that are not achieving value from their management systems may not be clear on their true purpose and may be just going through the motions.
- Excessive documentation can and will reduce the management system’s value to the organization and its customers and should be considered counterproductive.
Management systems are a net cost to my organization
Studies have shown (example – article in our September issue) that preventing a problem is less expensive-and in many cases much less expensive-than dealing with the consequences after a problem occurs. If an organization implements a management system standard and its net cost increases, the organization needs to examine and reconsider its approach to implementing the management system.
Points to consider
- Excessive costs associated with management systems often come from an organization’s failure to take ownership of the completed management system. This is particularly true if there is a lack of ownership on the part of top management.
- If you create a system that you are unwilling to work with on a daily basis, it will provide little or no value, and, in fact, may be a net cost to the organization.
Management system standards do not allow my organization to be flexible and innovative
During management system implementation, the organization will need to make decisions that allow it to remain flexible where flexibility is important, while at the same time providing enough structure to ensure good discipline where discipline is needed.
Point to consider
Management systems are written in a way that serves any organization. If an organization has an inflexible management system that ties the organizations hands, it is because the management system was created that way. Careful decisions are required to balance the need for discipline and structure on one hand and the need for flexibility on the other.
Management system certification is not required; therefore, my organization doesn’t need it
Management system standards contain a collection of best practices that have evolved over the last 200 years. Management systems provide a pragmatic, systematic methodology for organizations, helping them achieve results for themselves and their customers. Certification of a management system by an internationally recognized accreditation body (such as the ANSI-ASQ National Accreditation Board-ANAB) will verify the successful adoption of the imbedded preventive practices and will foster confidence in customers and stakeholders.
Points to consider
Management systems provide a clear path and associated transparency related to an organization’s methods, measurements, and results, thus providing confidence in the organization’s ability to meet both customer and legal requirements. It is likely that management system standards will become increasingly important in the future because they provide:
- A proactive methodology for meeting legal, regulatory and other related obligations.
- Internal financial and other benefits associated with the preventive practices embedded in each management system standard.
- Benefits to customers, stakeholders, and the broader marketplace that is communicated when the certification is issued by a certification body accredited by an internationally recognized accreditation body.
Management system standards do not guarantee product quality
Nothing can absolutely guarantee product quality. However, management systems can go a long way toward preventing problems from occurring in the first place, thus providing dramatic improvements in results while reducing costs.
Points to consider
- While management systems do not assure absolute results, the preventive steps embedded in management systems will dramatically increase the likelihood of consistent product and overall business success.
- Management systems do create a monitoring and measurement system of processes and products, or services that substantially increase your ability to produce consistent quality
What your organization should not do
Your organization should not implement a management system and associated procedures just because they have been developed and successfully used by another organization. No two organizations do things in exactly the same manner. What works for one organization will not achieve the same success for another.
The worst-case scenario is that you use and implement a documented management system that another organization has used. This system does not represent your organization, its language, or how you deliver your products and services. This type of method will only confuse your personnel and decrease its purpose and value; including increasing your operating costs.
Conclusion
Put simply, management systems prevent problems. They work efficiently and effectively whenever organizations can get past the myths addressed in this article. A clear understanding that the end result may be a fundamental change in how the business operates will help organizations make the transition from reactive management to preventive management. Use of management systems standards and the associated accredited certification process should reduce costs, improve results, improve customer satisfaction and provide confidence to customers, stakeholders, and organizations.
For all your organizational management system needs, please contact us.
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