Sept. 26, 2024 – Bo – Microsoft 365 Business Consultant
Every organization strives to provide high-quality products and services. Yet many organizations struggle to properly organize their procedures, work instructions and forms for this work, or they are not easily accessible to employees.
This has a major impact on your organization, both in terms of performance and in audits and external controls. Therefore, it is critical that any organization that delivers quality deploy a quality management system.
SharePoint is ideally suited for setting up a quality management system. It allows you to easily create a good foundation with the most important functions a quality management system needs.
We’ve talked about it before: SharePoint’s powerful search functionality. It allows you to search at different levels, both in the title of a document and in its content. In addition, the use of metadata makes it possible to add organization-specific filters, making it even easier for employees to find information.
For example, you can prioritize documents or categorize them by topic or theme. In our quality management system, it is also possible to add metadata specifically tailored to certifications such as ISO and PCI.
Many organizations already use Microsoft 365, for example for Teams or the intranet. By also housing the quality management system in the same platform, integrating with other applications is no longer necessary: all information is centrally available in one place.
Access to your quality management system is easy to manage, with easily configurable roles for users, administrators and reviewers. Want to temporarily assign a reviewer? No problem, 7 days after sending the request, the rights are automatically revoked.
This keeps your quality management system safe and clear, and prevents unnecessary risks.
Our goal is to create overview for you and your employees and to save them time. We do this by automating common tasks. In quality management, this often involves approving and reviewing documents. By using Power Automate to send these requests, you not only speed up the process, but also automatically track progress for audits. You can set your own deadlines for document reviews, such as every 6 months.
Does your business process require employees to be aware of certain documents? Then send read requests so you can be sure they have received and read the required documents.
For external audits, it is important that changes to quality documents be tracked and easily retrieved. This is both possible in SharePoint. In addition to automatic version history, a standard functionality that records both primary and secondary versions, every document in our quality management system has an audit trail. This makes it easy to track the progress of the document.
Clearly, SharePoint is a versatile platform. That’s why we recommend getting as much out of it as possible, for example by setting up a knowledge base in addition to your quality management system. This will give your employees access to training materials, videos and manuals.
Since many organizations are already familiar with solutions such as Microsoft Teams, working with SharePoint is a logical next step. In fact, many functionalities are similar, making the transition smooth.
As a collaboration platform, Microsoft 365 greatly facilitates internal communication and collaboration. For example, collaborate on documents simultaneously and use Teams for mutual communication. Easily share documents without making copies or leaving your work environment.
So a quality management system really can’t be missing within your organization. And if you are already working with Microsoft 365, SharePoint is an accessible and relatively inexpensive way to implement it. And thanks to the strong foundation of the platform, it is ideally suited for this.
Of course, opportunities to improve our quality management system continue to expand. And with the knowledge and experience we have gained in the meantime, we can continue to optimize the solution. Would you like to see the solution in action? We’d love to show you more during a live demo!
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