How to Use Training to Implement Quality Management Systems
If you are in the process of implementing quality management systems within your organisation, consider the following tips to ensure that all employees are given the tools they need to enable effective results.
- Create clear processes and procedures for each step of the system, and ensure that these can easily be accessed by all relevant employees. Document control tools provide the most effective way to enable easily accessible procedures, with the most recent versions readily available to key employees.
- Use easy to understand language rather than jargon and technical terms that may not be fully understood. Keep steps simple and avoid long sentences that could be misunderstood. Bullet points are often the best way to communicate specific steps or tasks that are required.
- Clearly communicate the goals of the procedures as well as the overall objectives for your strategies. This will ensure that all employees understand exactly why the system is being implemented, allowing them to be included in the process as well as invested on a personal level.
- Determine actions for noncompliance of the procedures, and make sure that these are also included in the documentation. Once employees have been given training on what is required from them to achieve the results you wish, noncompliance can be prevented or at least reduced with clearly states consequences.
- Conduct training of any tools or resources that may be used during the implementation phase. For example, if employees are required to use specific software programmes or perform new tasks, they should be given demonstrations and learning opportunities to ensure that they understand how these tools are used.
- Providing training resources that are either created in-house, or presented through external guides and resources that are sourced elsewhere. On the job training can be done, or group training sessions may be required depending on the nature of the tasks involved or the scope of the system that is being taught.
- Provide clear channels for feedback throughout the training process, as well as after the training. Give employees the chance to ask questions, bring up any potential problem areas and indicate whether they have benefited from the training that has been provided. This will reduce the potential for misunderstandings once the implementation phase begins.
Through clear communication, well-documented processes and thorough training, your employees will have the resources they need to effective implement your quality management systems, thereby enabling a far higher chance of desired results.