What is a Quality Management System (QMS)?

A quality management system (QMS) is a formalised system that documents processes, procedures and responsibilities for achieving quality policies and objectives. It helps coordinate and direct an organization’s activities to meet customer and regulatory requirements and improve its effectiveness and efficiency on a continuous basis.

Benefits of Quality Management Systems

Every aspect of performance within an organization is impacted when implementing a quality management system. The benefits of having a documented quality management system are:

  1. Meeting customer requirements which in turn builds confidence in the organization hence more customers, more sales and increased repeat business.
  2. Meeting the organizations requirements ensures compliance with regulations while providing products and services at the least cost in terms of resources thus creating space for growth, expansion and profit making.
  3. Defining, improving and controlling processes
  4. Reducing waste
  5. Preventing mistakes
  6. Lowering costs
  7. Facilitating identification/training opportunities
  8. Involving staff
  9. Setting organization-wide direction
  10. Showing readiness to produce consistent results

Elements of a Quality Management System

Each element of the quality management system helps to achieve overall goal i.e. meeting customers’ needs as well as those of the organisation. Although there should be uniqueness based on different organisation’s needs; some common components include:

  1. The company’s quality policy and objectives
  2. A quality manual
  3. Procedures, instructions, records
  4. Data management
  5. Internal process
  6. Customer satisfaction from product quality
  7. Improvement opportunities
  8. Quality analysis

Implementing a Quality Management System

An organisation must identify then manage various connected multi functional processes which will help ensure customer satisfaction before setting up QMSs. Designing QMSs should be influenced by these varying objectives, needs or products /services offered by the organizations therefore this structure mainly relies on PDCA cycle (plan-do-check-act) allowing for continuous improvement both in terms of product itself as well as QMS . Below are basic steps involved in implementing quality management systems:

  1. Design: Develop the structure of a QMS, its processes, and plans for implementation.
  2. Build: Establish the QMS, including procedures, instructions, records.
  3. Deploy: Implement the QMS throughout the organization.
  4. Control: Monitor and measure the QMS to ensure it meets customer and regulatory requirements.
  5. Measure: Collect data to evaluate the performance of the QMS
  6. Review: Analyze data to identify opportunities for improvement
  7. Improve: Implement changes to the QMS to improve its effectiveness and efficiency

Quality Management System Standards

ISO 9001:2015 is globally recognized as well as widely implemented quality management system standard which specifies requirements that can be used by organizations while developing their own programs.Other standards related with these include rest of ISO 9000 series ,ISO 14000 series , ISO 13485 , ISO 19011 and IATF 16949.


A quality management system is an essential tool for organizations looking to enhance their performance levels meet customer expectations comply with legal obligations achieve sustained success in business. By appreciating benefits; elements as well as implementation process of QMS; firms will be able establish solid foundation that fosters continuous improvement and excellence across all areas of operation within their establishments.

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