Definition of the term (“What is a quality management handbook?”)
A quality management manual (QM manual) is a central document that describes a company’s quality management system (QMS). It serves as a guideline for the implementation and maintenance of quality management and ensures that all relevant processes, responsibilities and procedures are clearly defined. The handbook also reflects the management’s attitude to quality and describes the resulting measures to ensure product or service quality. It also acts as an important point of reference for employees and auditors, providing a quick and comprehensive overview of the quality management system.
Why is a QM manual needed?
The main idea of a QM handbook is to provide a compact summary of the management system in a clearly defined place within the company. It should be made available to every employee in the same way as applicable documents, such as procedural and work instructions. It is also required for the introduction of participating employees and auditors in order to be able to convey information and content of the QM system in a bundled form at short notice.
Is a QM handbook mandatory?
While the QM manual was still essential in EN ISO 9001, it is no longer mandatory since the ISO 9001:2015 revision. This was previously the main tool used by companies to map the QM system and thus the structures and processes within the company. Companies now decide for themselves which workflows and processes are documented internally and how they break down and describe procedures.
Thus, the new ISO 9001:2015 allows a more modern (mostly IT-based), dynamic and free documentation of the QM system. However, the existing QM handbook can be adapted to the requirements of ISO 9001:2015 and continue to function as a motivational and information tool.
What does a QM handbook contain?
In addition to information on the quality policy and quality objectives, a QM handbook also contains an overview of:
- Structure of the company organisation
- Assigned roles within the QM system
- Document arrangement of the QM system
- Process instructions
- Instructions on work, safety and testing
- Quality records
What are the advantages of a QM handbook?
- It serves to present the company’s own QM system to the outside world in terms of certification and sales promotion
- It is a vehicle for continuous quality improvement, which is constantly being developed through the explicit analysis and description of all quality-related processes.
- It serves as proof of the effectiveness of measures by means of a target/actual comparison
- It motivates employees, as they are actively involved in the creation of a QM system and are thus motivated to think and act in a quality-conscious manner
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What is an electronic quality management handbook?
As digitalisation progresses, more and more companies are turning to electronic quality management handbooks. These offer the advantage of easy updating, better accessibility, and integration into existing IT systems such as ERP or DMS. An electronic QMH makes it possible to track changes in real time and ensure that all employees always have access to the latest information.
Best practices for an effective quality management handbook
- Clarity and comprehensibility: The handbook should be written in a clear and comprehensible language to avoid misunderstandings.
- Regular updates: A QMH must be regularly reviewed and updated in order to comply with current standards and company processes.
- Employee participation: Involving employees in the creation and maintenance of the QMH promotes quality awareness and acceptance within the company.
- Audit and monitoring mechanisms: Regular audits and monitoring ensure that the quality management handbook (QM handbook) is implemented and used effectively.
Conclusion
A quality management handbook (QMH) is an indispensable tool for any company that wants to maintain and continuously improve its quality standards. It serves as a comprehensive resource for all quality-relevant processes and measures. The introduction of an electronic QMH offers additional advantages such as simple updates and better accessibility. Through regular reviews and employee involvement, the QMH ensures that quality targets are met and standards are adhered to, which ultimately helps to strengthen competitiveness and customer confidence.Start your digital transformation with our powerful, modular software solutions
Frequently Asked Questions (FAQs)
What are the basic elements of a QM manual?
The QM manual comprises several basic elements of quality management. These include:
- QM policy and objectives
- Description of the main processes and their interactions
- Roles and responsibilities
- Procedure for document control
- Methods for monitoring and measuring quality performance
What is the aim of a quality management handbook?
- The aim of a quality management handbook is to provide a central reference for all aspects of quality management within an organization. It serves to ensure consistency and transparency by providing clear instructions for quality control and improvement.
What is the structure of a quality management manual?
The structure of a quality management manual can vary, but it typically consists of the following sections:
- Introduction and scope of application
- Mission statement and quality objectives
- Overview of core processes and procedures
- Responsibilities and competencies
- Document control and records
- Corrective and preventive actions (CAPA)
- Monitoring, measurement and analysis
What is the difference between a QM manual and a QM management manual?
- The terms QM manual and QM management manual are often used interchangeably. Both refer to the central document that describes the guidelines and procedures of the quality management system. However, the term “QM management manual” emphasizes the management aspects and the strategic significance of the QMS within the organization.
Why is a quality management handbook important?
- A quality management handbook is important because it forms the basis for a company’s quality management system. It helps to set and maintain uniform quality standards, ensure compliance with legal and regulatory requirements and promote continuous improvement.
What does the QM documentation contain?
- The QM documentation definition refers to all documented information that is necessary to support and verify the quality management system. This includes the QM manual, process descriptions, procedural instructions, work instructions, forms and records.
What are the benefits of a well-structured QM management manual for companies?
A well-structured QM management manual offers numerous advantages:
- Increased efficiency through clear and standardized processes
- Improving product quality and safety
- Facilitate the training of new employees
- Support with internal and external audits
- Compliance with legal and regulatory requirements
