How we, as a small IT company, have built up a strong quality management system that serves us – not the other way round. And with the help of which we make the decisive difference for our customers.
The introduction of a quality management system (QMS) in accordance with ISO 9001 is a dreaded challenge for many companies. It is often associated with rigid processes and additional bureaucracy. Employees easily get the impression that they then only have to work according to “scheme F”, i.e. that they are extremely restricted. It was different for us. We made it clear from the outset that the QMS should serve us and promote our growth.
Transparency, co-design and teamwork: strong together right from the start
A key success factor was our transparent and collaborative approach. Since the goal of certification within 2024 was announced, we have involved the entire team in the process and viewed the introduction of the QMS as a joint task: This was achieved through close collaboration between both the project manager and the newly appointed quality management officer, which meant that different perspectives were taken into account from the outset. Co-ordination took place regularly in large groups and was therefore practice-oriented. We made important decisions quickly with our CEO. Transparency is a key to success and at the same time the result of our implementation process.
We quickly realised that we wanted to grow closer together as a team and sought professional support in strategic workshops. We not only redefined processes, but also our mission, vision and values. This basis created a strong sense of community and gave the team a sense of security, which is crucial for all change processes. Trust and close collaboration are our strength and the basis for our future growth. This seems to be an aspect that still receives too little attention in many companies. However, it is precisely these “soft” factors that contribute in the long term to successfully mastering challenges and developing companies in a stable manner.
Through transparent communication and joint dialogue, we have managed to roll away obstacles on the new paths. We were certainly able to take our colleagues along with us or even create trails ourselves, who initially wanted to run for the hills when they heard the words “quality management” or “checklist”.
Iterative approach and continuous improvement: our QMS as a living system
We developed our QMS using an iterative approach – very similar to our software projects. This gave us a clear advantage over other industries, as we are familiar with process loops and MVPs (minimum viable products). So instead of relying on a “perfect” solution right from the start, we tested our processes step by step, stabilising and optimising them continuously. As our auditor aptly put it: “Only stable processes can be improved, everything else only eliminates problems – or creates new ones.”
Essentially, this means that continuous improvement is firmly anchored in our corporate culture. We do not see our QMS as a static set of rules, but as a basis for continuous improvement. This approach also allows us to remain flexible, in different markets, in the use of various technologies and, of course, to fulfil a wide range of customer requirements. With every step we take, we create greater efficiency and transparency – so that we can ultimately offer our customers even better solutions. It was clear to us that a QMS is never finished, but a living system that we adapt to growing requirements and new challenges.
A QMS that strengthens us – and therefore our customers too!
In the end, we have achieved two things in the past six months: thanks to open communication, cross-team collaboration and a clear vision, we have grown together as an organisation and created a quality management system that not only supports us with external requirements, but also strengthens us internally. We are convinced that this vibrant system will pave our way into the future. And it will grow with us as we realise many exciting projects with our current and future customers. In doing so, we will not only help our customers to become more efficient, flexible and resilient, but also ourselves. Who would have thought that there was so much in a quality management system – at least not us!
