Small businesses counter a range of challenges in day to day operations. They may range from finding a niche, potential customers, repeat customers, and making a mark for their business. Time is scarce for a small business. Similarly, meeting competition and uncertain market conditions are challenging. Customer retention hence becomes important for a small business. When a business can retain customers, it speaks highly of the quality of their products or services and their dedication towards achieving the same.
Why Quality Management Systems (QMS) is a must for small businesses?
A QMS ensures that a small business is a top performer across quality parameters. This allows a business to thrive, succeed, and counter competition. An important advantage of using a QMS is that it makes it easier for a small business to meet internationally recognized standards such as ISO. This makes a company’s products and services come by as reliable and bring more sales and business. A business becomes eligible for several contractual, public, and private biddings. Similarly, with the enhancement in product quality, customer retention rates are exceedingly higher.
Let us take a look at a few of the top ways in which a small business benefits from using a QMS:
- Process output is higher
- Productions costs are low
- More focus on internal goals and processes
- Direction for progression of an organization is easy to define
Documentation Difficulties are an Important Point of Concern for a Small Business.
Keeping quality-related documentation up to date is a challenge for any business. Updated versions frequently need to be verified by a range of entities before they are finalized. In such cases, maintaining a record of all relevant documentation on paper may be counterproductive. An organization should instead be able to make resources available for employees in real-time. They should observe the changes in real-time and make updates and re-updates, as and when required.
Similarly, a log of update history should be maintained, which keeps the concerned parties informed regarding the occurrences. Whenever new SOPs are designed, an organization takes elaborate references from previous versions. In some cases, revising older versions of SOPs may be all it takes to create new SOPs. At times, multiple documentation may be used for coming up with new documentation.
Keeping all relevant documentation handy may be difficult for a small business. At times, they may be located over different computers and not on the server. Similarly, locating relevant documentation or figuring out versions may be challenging, even while uses the concerned system.
How QMS Simplify Documentation Process
Using QMS delivers rich outcomes for documentation and keeps processes organized. Elaborate documentation is easily maintained at a centralized repository, and all concerned parties can access them as and when required. Mobility solutions similarly simplify access for documentation at the time and place of their liking. This further makes it easier for SOPs to reach employees and teams as and when required. This enhances work efficiency in numerous ways and is an important implement of quality management.
Automated documentation can also come in handy in typical situations, such as when an employee out for a business meeting comes to realize that he intends to go through some important documentation before a meeting but doesn’t have the same available. Document management using QMS simplifies the circumstances. It’s a marked improvement over sending an email to a colleague, requesting him for the document, being late for the meeting, or attending the meeting without being sure about the information. Document management using QMS contributes directly to organizational efficiency and productivity.
HGINT QMS Software Solution by Harrington Group International is a winning and easy to use solution for small businesses. It features modules for risk management, audit management, training management, supplier management, and document management.