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Creating an effective Quality Management System (QMS) can have a huge impact on the overall performance of your business. With SharePoint Online, it’s now easier than ever to build a robust, flexible, and adaptable QMS. This platform offers powerful tools for managing documents, processes, and data throughout the organization. By leveraging SharePoint Online, you can easily create a centralized quality control system that will help you improve customer satisfaction and process efficiency.
However, it can be quite difficult to know where to start when creating such a system within SharePoint. In this article, we’ll provide guidance on how to get started creating the Quality Management System in SharePoint Online. We will examine the components necessary for a successful QMS, discuss best practices for implementation, and provide our step-by-step instructions on setting it up in SharePoint Online.
Benefits of QMS
A Quality Management System (QMS) is a type of management system that focuses on quality assurance, quality control, and continual improvement. It is an effective way to ensure that your company meets customer expectations and standards for quality service delivery. A QMS can also help reduce costs by identifying potential issues quickly and eliminating them before they occur. Moreover, it may also increase customer satisfaction by ensuring that product quality meets customers’ expectations.
SharePoint has become increasingly popular in quality management systems owing to its document and data control, indexing capabilities, collaboration support, and scalability. It is a powerful tool and has enabled enterprises to capture non-conformances and regulations more efficiently. Furthermore, the storage capacity that SharePoint offers makes it ideal for storing multiple versions of documents securely.
Its workflow management feature enables tracking changes being made within files and facilitates timely reviews of documents. The use of SharePoint also increases collaboration between departments by enabling simultaneous editing capabilities to approved users. Overall, SharePoint is an effective tool for Quality Management Systems as it provides easy access, maintains document management control with versioning capabilities, provides secure storage for sharing confidential documents, and helps eliminate manual processes ensuring better accuracy of records.
Before beginning the process of creating a SharePoint Quality Management System, it is important to understand what components are necessary for an effective system. The components of a successful QMS include:
- Quality Objectives
- Documentation and Workflows
- Customer Satisfaction Surveys
- Internal Auditing System
- Continuous Improvement Plan
Once you have identified the essential components of your QMS, it is time to start setting up the system in SharePoint Online. Here are our best practices for getting started:
- Assign roles and responsibilities: Establish clear roles and responsibilities for each team member involved in managing the QMS. This will help ensure accountability and consistency throughout the process.
- Create a hub site: A hub site is a convenient way to manage multiple SharePoint sites. Create a centralized hub to serve as the dedicated home for your QMS.
- Establish document libraries and lists: Document libraries are essential for storing relevant documents, while lists can be used to track key metrics or customer satisfaction surveys.
- Configure workflow automation: Automating certain processes (e.g., approvals) will help streamline your QMS and improve efficiency.
- Setting Up Your Environment
The first step in creating a successful SharePoint Quality Management System is to set up your environment. You will be creating site collections, libraries, and lists that will be used to store your documents and data. It also involves selecting the appropriate security settings and user permissions for different types of stakeholders. Also you should decide which features you want to use and configure the system accordingly. - Configuring Your System
As soon as you’ve set up your SharePoint QMS environment, you’re ready to start configuring it. This may comprise defining document types, setting up workflow processes, customizing forms and reports, configuring alerts and notifications, as well as integrating with other systems such as Microsoft Teams or Power BI. - Designing Documents & Forms
The design phase is an essential part of creating an effective SharePoint Quality Management System. You must design documents and forms that meet the organizational needs and are compliant with applicable regulations. As you design documents and forms, remember to consider user experience, and add visual elements such as charts and images. - Responsibilities & Roles
The final step in setting up a successful SharePoint QMS is assigning roles and responsibilities. Depending on the size & complexity of your system, you may need to assign specific roles such as Quality Manager, Document Controller, or Data Analyst. Each role should be clearly defined with clear expectations for what they need to do to maintain a successful SharePoint quality management system.
It’s essential to have a backup plan and take precautions when working with QMS in SharePoint. SharePoint users need to protect their core content in SharePoint with an automated professional solution. As a result, investing in the right software that can provide advantageous features with an easy-to-use interface must be considered.
Using the Kernel Migrator for SharePoint tool is a great way to ensure your core content objects, including site collections, lists and libraries, etc., are migrated securely and accessed through an easy-to-use interface. With advanced features like bulk migration through CSV files plus extended services for OneDrive, Google Drive, MS Teams & public folders as well, you have all the essential tools necessary for safe backups of your data with its associated metadata across multiple systems.
The Bottomline
To sum it up, creating a SharePoint Quality Management System is achievable with the right knowledge and guidance. By understanding the different foundations of SharePoint, setting the right goals, and considering how to customize the system for your own needs you can move ahead successfully toward improving your quality management system. Teams working in collaboration should benefit from all that is possible with SharePoint and its many features, functions, and integrations.
Additionally, we have recommended you to use the Kernel SharePoint Migrator tool as it provides a seamless experience while migrating or backing up your SharePoint data. With these tips in mind, you’ll be sure to maximize the value of using SharePoint for sharing information quickly and efficiently among the team.