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How to Build a Quality Driven Culture

We have talked quite extensively about the importance of a good safety culture. It is essential to keep people safe at work and make sure everybody goes home healthy at the end of the day. However, the quality culture is just as important as the safety culture. There needs to be a healthy quality culture in order for the company to thrive.

It All Starts with Passion

Delivering the highest quality comes with a passion for the job. Whether you are a carpenter, banker, or quality manager, when you have a real passion for your job you will do the best you can. Hiring the right people can already prevent some quality problems. The employees form the culture and deliver the end product. Hiring people that don’t really care about the product or service you deliver can lead to some serious issues. Make sure you hire the right ones.

Trust your People

When you have hired the right people and trained them properly, it’s important to trust them. Too many companies have complete encyclopaedias full with procedures, work instructions, and detail step-by-step guides. The workforce simply have to follow these steps to get the products or services out the door. When these guides are too detailed, people won’t feel responsible for their job. They are caught in the processes and will always blame the system instead of looking at their own actions. Yes guidance is good, but try not to make it too rigid as people lose motivation and stop caring.

Feedback

Another great method to create a quality driven culture is feedback. Allow the employees to give feedback on the instruction the company has in place. The people performing the steps know exactly what is going on during the day-to-day operations. They have a feeling of the friction between the steps, so involve them as they hold a lot of valuable knowledge.

Within the same line of reasoning, give the employees feedback. When someone reported an NC, make sure you keep him/her involved and give active feedback. They will therefore feel engaged and see how the company uses his/her input to improve the organization. This will definitely engage the employees.

Platform

To support the culture, a proper quality Management Platform is a necessity. The easy access to the right information allows employees to conveniently interact with the management system. They can grab the right process right away without searching too long and create a NC or other issue by three simple clicks. Furthermore, they should be able to see the progress of the NC/Issue they filled in real time to keep them engaged. When you want to bring the quality culture to the next level, make sure a proper Quality Management Platform is in place.

Celebrate

Lastly, the most important point, celebrate goals. Make sure when quality goals are reached that you take a moment and celebrate them. Get lunch, grab a beer, or just get some cake to share around, but make sure you celebrate reaching goals. This way everybody can feel the excitement and become motivated to reach more goals.

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6 Key Features Every Quality Management Platform Must Have

Considering a quality management platform for your organization? You’re not alone. Selecting the one that fits your company isn’t easy. Which features are needed to support your processes? How complex does it need to be? Is it user-friendly and intuitive enough for the employees? These are just some questions that you will need to answer during the selection process. In this blog, we discuss six key functionalities that your QM platform must have to support the basics of your QMS.

Automation

The single most important feature of an online platform is the automation. It has to save you and the company a lot of time. Automated notifications can help with staying compliant and reminding people of the areas to focus on. Make sure you come up with these triggers yourself to ensure they work for you and not against you.

Risk Analysis

Managing risks is critical for a proper QMS and at the bare minimum a hard requirement for compliance to the standard. A good quality management platform helps you to list your risks and connect the required actions. The connection between the risks and the actions will give great benefits. Make sure the platform is flexible enough to support multiple Risk Analysis methodologies such as FMEA or Fine & Kinney.

Action Planning

CAPA or action management is the lifeline of your management system. The action list shows how the company improves over time and which steps are taken to prevent issues from occurring in the future. The list can get quite extensive so make sure the interface has enough filters that allow you to find the most important actions that the company is working on.

Non-Conformance Reports / Issues

Another must-have is non-conformance reports (NCR). A lot of analytical data is stored in the non-conformities that happen in the company. A mobile app is a big differentiator for the team. The employees can now easily file an NCR by snapping a picture. When checking for the right solution, always check the analyze features. Running your own custom analysis in the platform will make life so much easier. The flexibility is key, don’t go for pre-defined options—they will become too limited very soon.

Audits and Inspections

Audits are where you can check how the management system functions. A clear interface will save a lot of time. The platform should allow you to have all the information in one screen, like your processes, NC reporting, and the ability to assign points of improvement and other tasks. The inspections are where you can easily make a check on your mobile phone. The inspection should be done on the mobile to save significant reporting time.

Document Management

Effective documentation is important for a well-functioning quality management platform, and every system should have it. Even though it is not required anymore, storing historical information is good for future reference.  With the right document management, you never risk having outdated procedures or work instructions. The system should take care of version control, and make them easily accessible to all

Show me 

Quality management is more than compliance or cost avoidance, it is about making real value out of your quality management system and make it part of your organizational culture. With a quality management platform that supports the above features you come along way with creating real value.

If you want to know how Qooling can help you. Please contact us!

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How to Implement a QHSE Platform

Buying new a new SaaS solution always requires changes within the way the company works. Sometimes these changes might be minor and sometimes they will be major, but either way they are always for the better. However, not every employee will experience it this way. Some might feel they simply don’t need to change, as most people are resilient to it.

When a new Quality and Safety solution has been purchased, this is no different. Whether you previously worked with Word and Excel files on your server or with an on-premise solution, there will be changes that come along with this new solution.

Key Users

These are mostly the easiest to convince to change. They use the solution quite frequently and have experienced the downfalls of the current way of working. The Key Users are therefore eager to change and might have even been involved or consulted during the selection process. This is relatively easy to do. However, there is another important role for the Key Users and that is a lot harder to convince them of. They should become the internal trainer/consultant. When other people experience problems or difficulties with the solution, they should be able to consult with a Key User. The Key Users are crucial in having a wide adoption on the platform because of this role. Hence, make the Key Users aware of their important role and thank them for this. They are the specialists and they should be made aware of their importance. Everybody wants to feel special in some way, so make sure they feel appreciated.

What Is in It for Me?

The regular users are much more resistant to change. Some might experience the day to day problems but most don’t see many problems with the current way of working. They don’t follow the process completely or somebody else always takes care of this. The introduction of a new solution will force them to do a bit more or simply follow the processes properly. When this is known, make sure you clearly show to the people why it is important that they start to work this way. Explain to them why the solution has been purchased, which problems it solves and how it will help them. For example, now the employees can file issues with their mobile phone thanks to a mobile app. Previously they needed a printed form for this. There is a lot of time saved, not just by the regular user but also by the quality department. Make them not only aware of the time saved for them but also for the entire company. Most people do want what’s best for the company and if they don’t, you have a completely different problem.

Celebrate Success

When the new platform shows good results and gets adopted, celebrate the successes. The success can be big or small, but celebrate them no matter what. When a significant number of hours has been saved or incident costs have been reduced significantly, celebrate this. Order a lunch, get cake or grab a beer with the team. Think of something special and celebrate the success with everybody, not just with the Key Users. Even though you bought a new online solution, in the end you need everybody to make it work.

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The impact of Quality and Safety Management on Project Profitability

Quality and safety are key topics in a number of projects. It already starts during the tender phase. Companies need to prove they have a functional QMS and a proper safety culture. Most companies prove this by showing their portfolio of certificates in combination with their “days without injury” metric. These are all general pieces of information and are used mainly to win the project. However, during the execution of the project, these topics should still get the priority, as they need to check if the company ended up making money at all.

Costs of Quality

Things always go wrong when you try to create something new and that is a good thing. However, it is crucial to register the issues that do occur during the project to be able to have a reality check on the margins. Whenever a supplier arrives late and your team needs to wait or when the wrong materials were delivered, always register the issue. Also, when a part needs to be repaired due to a mistake, register the hours. It is crucial to have this data and take actions to solve them, but never blame the employees because of it. Costs involved in mistakes can be significant and even eat away a lot of the margins. This can be crucial to success, especially in industries with low margins to begin with, like constructions. Hence, register the issues to be able to calculate the margins correctly.

Costs of Safety

Incidents have quite the impact on everybody involved. Even though the injury can be minor, it is always a wake up call of the risks involved in the job. Hence, issues with injuries or even sick days should also be registered. The company should learn from these risky situations and try to avoid them in the future. On the other end, the safety issue can have a big impact on the project. Deadlines might be missed due to the person not being there and morale might be impacted due to the injuries. Putting exact costs on these injuries isn’t easy, but you can always make an estimation.

Project Profitability

As noted above, quality and safety can have a significant impact on the margins of a project. This isn’t an exact science, but adding up all the costs and including some administration costs for handling the issues will give a great idea of the additional costs made to get the project done. These costs were never taken into consideration during the tender phase. Reducing these costs in future projects allows the company to potentially make a healthy profit. These profits can then be used, for example, to reduce the price of the project that gives the company a better position during the tender phase. Looked at it this way, it means that quality and safety becomes an even bigger competitive edge than just having the certificates on the wall.

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Toolbox Meetings: Stop Wasting Time

Toolbox meetings are an important tool to inform the employees about everything related to safety. The topics can vary from just general safety to project-specific risks. Getting the employees together and talking about these topics is really important to keep the safety culture alive. Despite the importance of the toolbox meetings, they do come with some pitfalls. We will touch upon them and give you some simple tips on how to prevent them.

The Planning

Planning toolbox meetings can be already quite a big deal. Figuring out who is available at which particular time isn’t all that easy. We have seen professionals trying to be everybody’s friend and taking all the agendas of the employees into account. Please don’t do this, it’s not feasible. Make your own plan, it’s best to just plan the meeting and don’t give people the room to renegotiate the time and date. When you agree to this, you will never be able to plan anything as they will constantly be moved about to suit everyone’s needs.

Attendance List

Related to the planning is managing attendees of these toolbox meetings. It is crucial that every employee has had access to the information discussed during the meeting. To guarantee this happens properly, an attendance list can help. It is then easy to see who attended the toolbox meeting and what was discussed. Regardless of the importance of the attendance list, creating clear overviews of who attended which toolbox meetings in any given year isn’t that straightforward. Big Excel sheets are often to guide the process. This is where Qooling steps in and helps you manage this process with just a couple of mouse clicks.

Missing Toolbox Meeting

When the overviews of the attendees have been created, you need to start to fill in the blanks. Employees can be sick, on holiday or at a different location for work. Despite the reasons, it is your responsibility to make sure every employee has had all the information that was shared. Filling in the missing pieces can be a big pain because you need to invite these people again for a retake of the toolbox meeting. Which means that you end up doing the toolbox meeting at least 2 times, and maybe even more. The digital toolbox meetings of Qooling allow you to simply distribute the toolbox meeting digitally and add some additional questions. This way the employee can check the toolbox meeting whenever they have the time within a fixed time period. Plus they always have all the historical toolbox meetings right at his/her fingertips. Want to try out the digital toolbox meetings? Click here Published by:

CAPA Management and how to structure this

Corrective and preventive actions (CAPA) have been subject to changes the last years due to some modifications to several standards. These recent changes made a lot of companies choose to get rid of the preventive actions. Regardless of the changes, the struggles of managing these tasks is still present. There are still multiple actions pending per employee, regardless of the wording.

Origin of the Task

The different tasks can originate from a number of different sources. Activities like a management walk, incident, customer complaint or an audit. These tasks are then stored in Excel documents or similar, which leads to long lists of actions with different due dates and statuses. Tracking the origin of the task is not only crucial for analyzing the data, but also to track the progress. One incident can hold multiple tasks, these origins show exactly which tasks need to be done to finish the incident report.

Manage the Sheet

The Excel doc that holds all the tasks (CAPA) quickly holds hundreds of records. To organize the data, multiple tabs get introduced and more columns are added to allow better shifting of data. The concept behind this Excel document is that every employee checks his/her tasks in the document and changes the data when something has been done. This sounds great in theory, but it is not so good in practice.

Some things that happen to the file are:
● Employees don’t close the file and therefore “keep it occupied”.
● People start to add a bunch of fields to keep in the data or don’t know where to store it.
● Employees cannot find the document.

The list is pretty long, which is why this method breaks pretty quickly when you some employees. In order to solve this, companies make the Quality Manager responsible for managing the list. This method is undoable and requires a lot of time and effort.

Automate CAPA

Picking a proper solution for managing the tasks will give instant structure. The employees will not be able to change the sheet whenever they see fit. Everyone will get notified when tasks are due and they can access it from anywhere in the world. The integration with other parts of the management system makes it very easy to track why a certain task was started. This makes task management on certain incidents fairly easy because it is simple to filter which tasks are pending on the incident.

Tasks management is a crucial part of the improvement plan. Make sure you structure this properly in order to keep track of the improvement plan in the best way possible.

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Why Quality Management Automation Should Be on Your Agenda.

Delivering consistent quality for products and services is quite a challenge. There are thousands of variables that influence the quality. On the other hand, your customers expect the same level of quality every time they buy the product or use your service. All kind of mechanisms can be used to maintain a consistent level of quality. A few examples include the training of employees and providing standard ways of working including processes and procedures. Even with these tools in place, maintaining consistent levels of quality can still be demanding. A good automation solution helps to get a better insight into the challenges and how to approach them.

Data

Data is a key element in getting a feel for the consistency of the quality of your products and services. With this data, you can track customer satisfaction levels, customer complaints, supplier issues, quality and employee satisfaction, among others. Tracking data over time allows you to spot trends. It also gives the ability to easily see if the values are within range of the acceptable levels.

Though every company knows leveraging data is a differentiator, a lot of companies struggle to gather this kind of data in the first place. There are numerous different systems that don’t integrate with one another. On top of these systems, there are numerous Word and Excel documents that hold quality-related data. With all these silos it is hard to combine the data and turn it into actionable information. This is a big loss because all the information that has been gathered over the years cannot be used to actually see how the company is performing. In essence, the company isn’t really able to get a feeling on how it operates from a quality standpoint. While quality is one of the main values that most companies state either in their mission or in their corporate values, without the data this statement is not really measurable.

Automate

Wherever Excel and Word documents are part of the quality process, it is important to replace them by proper web and mobile solutions. These solutions allows for fast data gathering and store the information in a structured manner. In case other solutions are used like for example a separate app and some webforms. It is important to break these silos and make sure these systems talk with one another. On top of this, an integrated platform can hold all the information and allows the company to slowly break down their silos. This platform doesn’t have to hold all the information, as long as it is able to communicate with the other solutions used within the organization. With this way of working the information within the company can be used to improve the company.

Why Now?

Getting a real grip on the quality will help bring the organization to the next level. Data is a key driver in this process. This is why a well integrated solution for managing quality should be on the agenda of the directors. Every day this decision is postponed, the company loses valuable information that cannot be leveraged in the future. Aligning the quality activities and systems is crucial in maintaining consistent quality. Start now!

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Operational Excellence, how to bring it in practice

No doubt you have heard of Operational Excellence. It is a managerial buzzword just like ‘agile’, but Operational Excellence is also something every company should strive to achieve. Running operations as effective as possible will help the company not only to make more money, but also to keep employees happy. When less things go wrong, less people will complain.

But what is operational excellence? Well according to Wikipedia, Operational Excellence means:

The execution of the business strategy more consistently and reliably than the competition.”

This sounds nice in theory, but how do we accomplish this in practice? Hardly any companies have the same strategy so comparing companies is pretty hard, except of course when we look at financial figures. That is why it is very important to have your own benchmark to work with.

The Fundament

An integrated management system is the backbone of Operational Excellence. The IMS will consist of the internal process and the forms that are used for the required checks and balances. With modern online SaaS solutions the IMS can be managed with the highest efficiency.

These platforms will be your backbone that holds all your information together and allows you to distribute this information among your employees. There is no need to track and trace everything by hand. The backbone is critical for getting the right information and for creating that benchmark.

The Importance of Data

Data is a key ingredient in operational excellence. To benchmark your performance, data is required to do this. The data needs to be easily accessible and searchable to find the right information in your IMS.

Online platforms are the best modern technologies to not only have access to the data, but also to gather the information. However, in the end someone within the company needs to key in the data, as it won’t be created in the Cloud.

These modern platforms allow for secure access the data to anywhere in the world. At the same time their mobile apps allows for data creation at every location, production site or manufacturing plant. This way quality and safety related data can be harvested right at the time when something happens. The ability to create the report right away increases the number of reports significantly, which leads to more data overall to analyze.

Operational Excellence

When all the data has been gathered, it can be analyzed to see how efficient the company really runs. To reach Operational Excellence the company has to set internal goals to see how the efficiency can be improved. Trend analysis are crucial to track improvements over time.

Internal dashboards should be created to communicate the results with the company. The modern online platforms come with a built-in Dashboard manager to display the data the way you’d like. Displaying this data to every employee is crucial to create awareness and support by the employees, which will lead to better results.

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How to design a good nonconformity report

A good nonconformity report has all the information that is needed, and is easy to understand by others in the organization. This sounds trivial and easy to do, however in practice it can be a lot harder to put together. The report is actually a way to communicate what went wrong somewhere in the company with everybody in the organization. Clear sentences and proper detailed descriptions are crucial. A lot of confusion can be prevented by having an easy to use NC form, so it is vital that it is done correctly.

Keep It Simple

More often than not we see quite complex nonconformity reports. The form has a ton of questions which people in the field don’t feel like filling in. Their jobs are to build and produce, not to fill in forms. So it is important to keep the form simple. Make sure that the people in the field only have to fill in just a couple of questions which holds the bare minimum of information for the manager to create the report.

Reduce Freedom

In order to analyze properly, make sure you use pre-defined fields in your nonconformity form. This way you will have consistent information to analyze. Also ensure that the person filling in the nonconformity doesn’t have the option to come up with a whole story that is hard to understand. These predefined selections make life a lot easier both for the quality department and the person that fills in the form.

Photos

Always add pictures to the nonconformity report. Pictures say more than thousands words and are much easier to interpret by someone else. He or she simply looks at the image and sees what went wrong. All mobile phones these days allow you to take a photo or two of the situation and add it to the report. With the latest quality platforms you now have mobile apps that integrate directly with your quality management system for even faster reports. Check out how Qooling allows you to do this.

Root Cause

Support some kind of root cause analysis for the nonconformities. There are more than enough options to use. Just make sure you pick one and follow through. Some options are:

The root-cause analysis really allows the company to find out why things went wrong. Finding the root cause is important for setting up the right actions to prevent this from happening in the future. Coming up with a solution to just one cause will not lead to the desired results and still leaves room for the same kind of mistakes.

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Introduction to NEN1090

Why NEN-EN1090?

The NEN-EN 1090 is part of the European series of product standards for the production of steel and aluminium constructions. Companies that work with steel and aluminium construction are required to meet this standard through the revised legislation on July 1, 2014. This means that all parts of steel and aluminium constructions must be provided with the CE-marking.

The FPC is a mandatory part of the EN 1090. This guarantees the quality of the manufacturer’s products. The main components of the FPC make it a kind of quality system according to ISO 9001, but more extensive with regard to technical requirements and less extensive in other areas, such as customer satisfaction. In addition, it´s a welding quality system based on EN-ISO 3834 (depending on the execution class). Finally, a welding coordinator should be appointed according to EN-ISO 14731. In order to continue to comply with this standard, it’s important that the administration is properly maintained.

The manufacturer declares with the CE marking that all structural requirements have been met. The basic principle is that a product must be accepted in all European countries if it complies with the standards. Member States can no longer impose their own requirements on products and companies. This should benefit every company that deals with construction.

How to continue to comply?

Proving compliance to the NEN-EN 1090 can be quite an intense job. The administration involved in showing traceability of welders and materials can already take up quite some time. On top of that, every weld needs to become traceable which in most cases leads to extensive Excel sheets and paper lying all over the workshop or production side. This will take up a lot of valuable production time because someone needs to fill in all the details, and needs to make sure it is archived properly and easily retrievable.

Qooling can help you to easily continue to meet the NEN 1090. We offer an online solution to keep the administration up to date and efficient so that unnecessary delay or failure costs are not incurred.

Through our software you can see at a glance what is happening within your company, and you have the complete traceability of all your welding.

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