(Competence Training and Awareness is now found in clauses 7.2 and 7.3 in the ISO 9001:2015 Standard.) Managing a company requires more than just making sure processes move smoothly and outputs reach quality standards. It also requires the careful and considerate oversight of your personnel – the individuals who are responsible for making sure those processes and outputs meet your benchmarks.
Because of their impact on your organization, it’s important to provide proper quality awareness training. By creating ISO 9001 awareness training material, you will ensure your employees efforts comply with standard regulations and that risk associated with human error is minimized.
People, competence, awareness, and communication all have clauses of the ISO 9001 standard dedicated to them, highlighting their importance in your compliance and certification efforts. Your quality management system (QMS) must be built in a way that allows your team to complete their tasks in a way conforms to both procedural requirements (process) and customer requirements (product or service). In doing so, your efforts will ensure the effectiveness of your system (and compliance to standard requirements).
Before we get into what is requires of your ISO awareness training material, let’s look at a brief review of exactly what ISO quality awareness is.
ISO quality awareness is not the understanding of the full ISO standard. You do not need to develop training materials that explore what ISO is or to create and awareness to the requirements of the standard. Rather, your ISO awareness training is intended to educate your team on how their specific duties tie into your QMS and how their solid understanding of their responsibilities and their competency in performing their assigned duties play a critical role in the quality of your company’s deliverable. It’s not about awareness of ISO – it’s the broad awareness of how each employee makes their mark on quality.
SO, WHAT IS REQUIRED OF YOUR ISO 9001 AWARENESS TRAINING MATERIAL?
The standard lays out specific requirements to help you understand the training program you should work to implement. The main goal of your ISO awareness training material is to ensure your people and processes are as effective as possible.
When you’re developing your competence training content and program, keep the follow clauses from the standard in mind.
HIRE THE RIGHT PEOPLE: Determine and provide necessary persons
You must carefully consider the positions necessary to complete your processes, and then find the right people who can effectively fulfill the duties of those positions. They must be able to implement all aspects of the QMS that touch their position in order to ensure their effectiveness and efficiency. You must consider how their role interacts with others, how the flow of information will move through your company and vendors, and the importance of careful and accurate document and record control. It has to be more than well-performed process – your team must be effective in following your ISO-certified QMS program and understand all the ways in which it impacts their job.
DETERMINE THE ESSENTIAL ABILITIES: Determine necessary competence
The definition of “competence” as related to your company is left by ISO for organizations to evaluate and define. In order to measure competence, however, companies must first lay out the requirements of each job description. Ask questions like:
- What job-specific knowledge area(s) must be well understood by someone in this position?
- What manual, mental, or interpersonal skills must an employee have to do this job well?
- What natural abilities or talents must someone possess to be effective in this area?
With the full examination of each position, you will be able to develop a list of requirements or competencies which can be used in both the hiring process and in subsequent training and development plans. The most critical competencies (up to 15) can be documented as the official job description or be used as a training matrix.
MONITOR AND MAINTAIN COMPETENCE: Ensure competence
After you have determined essential abilities, the most qualified person(s) can be hired to fill the role. Keep in mind – you can hire individuals who do not immediately meet each core competency of the position, but you must ensure that those skills can be taught and mastered by the successful candidate.
You will be required to monitor competence as job processes change over time, people move to new positions, or technical certifications expire. By evaluating or assessing your employee’s current knowledge, skills, and abilities against the current requirements of the position, you will be able to keep the pulse of how your workforce is performing in relation to the requirements set for them. Through self-evaluation, your team can also rate themselves in their areas of competence, identifying their own strengths and weaknesses before meeting with their supervisor to identify opportunities for training.
TAKE THE RIGHT ACTION: Take action to achieve competence
If you find that your team is falling below required performance levels, the standard requires that you use your ISO awareness training material to boost competency levels and enhance performance. To help close the gap when performance is subpar, you can increase training, reassign employees to positions that don’t require the skill they lack, or refine positions and remove the need for the skill. Further, examine your process to make it easier to do correctly.
Once you have taken action to initially address the competency issue, create a process to evaluate the effectiveness of the completed training, and set competency check-points to ensure the employee consistently meets the requirements of their position. You can employ any or all of the following methods to continually monitor competency.
- Special inspection of the employee’s work to evaluate for a consistent level of quality
- Written tests following training exercises
- Formal certification
- Supervisor follow-up
- Formal performance review
KEEP EVIDENCE: Retain records
ISO 9001 requires that accurate records are kept to document competency information and all related activities. Be sure that you carefully organize and can quickly access the following:
- Job descriptions/postings (evidence of determination of competency)
- Employee resumes and certifications (evidence that competency was met)
- Training attendance and agendas (evidence that competency was met)
- Test results, certifications, performance evaluations (evidence that actions were effective)
EMPLOYEE AWARENESS: Ensure people are aware
Another key factor in the development of your ISO 9001 awareness training material is the necessity of communication with your team. The standard lays out five specific requirements for things that your team will be responsible for knowing:
- The quality policy – does not need to be memorized, but must be understood
- The quality objectives for their area – communicated in a way that ensures everyone knows the target and the current level of performance
- Their contribution to the QMS – how their work affects downstream processes, deliverables, and customer satisfaction
- The benefits of improved performance – be able to speak to how quality of deliverables increase as the quality of their work improves
- The consequences of non-conformance to QMS requirements – why it is important to follow set processes and protocols
By understanding these five key points, employees are given the motivation needed to complete their tasks correctly.
You may follow any communication process that fits your business to build the awareness of your team, but it is important that that awareness is demonstrable and records are kept of communication efforts. Some standard communication techniques that could be implemented are:
- Announcements at employee meetings
- Review of the employee’s job description when hired (and annually thereafter)
- Review of procedures and work instructions pertaining to the employee’s job
- Regular bulletins, memos, or postings
- Standard departmental meeting agendas when quality objectives are reviewed
Companies can measure the effectiveness of awareness communication through open dialogue with employees, asking questions related to how they view their personal impact on the quality of your company’s deliverable. Be sure to have your quality policy and objectives posted where they will be consistently in front of your team, and keep careful records that reflect your achievement of awareness, including internal audit reports and performance review records.
COMMUNICATE: Determine a communication plan
Communication is the key to successful quality awareness training. Not only do will you be required to ensure your team knows their responsibilities and impact on your quality, but you will also be required to communicate with interested parties outside your QMS, including supplier/vendors, customers, and prospective partners.
You will be responsible for proving the what, when, who, and how of your communication tactics.
- What is communicated (quality objectives, service reports, etc.) and when (weekly, monthly, etc.)
- Who is responsible for doing the communicating (supervisors, managers, sales reps) and to whom are they communicating (employees, customers, vendors)
- How does your communication take place (phone, email, meetings)
Your plans should be specific and tailored your team and business needs. Be thorough, but focused, and aim for a simple and streamlined system of communication.
Providing tools and assigning responsibilities to your employees can help give a sense of ownership to each person in your business. In giving them that ownership, their sense of pride for their work will increase, their desire to do and learn more will grow, and the processes designed to address quality will be effectively carried through your QMS, increasing your ability to satisfy your customers.
KEEP IT SIMPLE
As you work to develop your quality awareness training, focus on simplicity and broad involvement, and be diligent in your record keeping and procedure documentation. Each organization is different, so the development of ISO 9001 awareness training material has to be carefully thought out and tailored to your system and needs. When you focus on creating processes that ensure and grow competency, build quality awareness, and effectively communicate both internally and externally, your business will thrive.