Simpler than you think
What is ISO?
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The International Organization for Standardization (ISO) publishes standards whose requirements are agreed upon by the international community. Some are specific, others general.
Most widely used standards
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The most widely used international standards are those for quality management, the environment and occupational health and safety, which are ISO 9001, ISO 14001, and ISO 45001 respectively. Several others exist.
Usefulness of standards
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The primary objective of the standards is to facilitate trade between organizations by promoting the protection of workers, protecting the environment, preventing pollution, and aiming for customer satisfaction.
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Management Basics
The basis of management is the implementation of a preventive system and continuous improvement, supported by the PDCA method (plan, deploy, control, improve) also called Deming wheel.
Who are the standards for?
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The standards are intended for everyone (society, cooperative, union, non-profit organization, government, municipality, self-employed worker, etc.) regardless of their activities (products, services), their size, the place of intervention, the geographical extent of their activities, their number of employees, etc.
The manager, a key role
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The manager masters and applies the rules of international management. Thus, it protects its staff, protects the environment, prevents pollution, and satisfies its customers while exercising due diligence.
What is a management system?
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A system considers the interrelationship between processes. While managing risks, it helps to comply with legal, regulatory, and other requirements that the organization must comply with.
Usefulness of management systems
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We do not set up an ISO system but a system that complies with the requirements of one or more standards. The latter do not indicate how to do it but what should be contained in the system. The manager can therefore set up a simple, efficient, and profitable system.
What is an integrated system?
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The integrated system complies with more than one standard. Generally, those of health and safety, environmental and quality management to promote profitability.
Simple, rigorous, cost-effective
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Although international requirements are the same for all organizations, it is up to managers to determine how to comply. A simple and rigorous approach is usually more cost-effective.
Managing risk
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Risk is the effect of uncertainty. The same situation usually has both negative and positive effects. Because no resources should be wasted, risk management allows you to make informed decisions about the issues.
Measure your progress
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Measurable improvement objectives help address the challenges. In addition to implementing the associated action plans, managers monitor progress towards achieving them and adjust their strategy as needed.
Master documentation
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Have as few documents as possible to use only those documents that are essential to the organization. This control includes internal and external documents, requires that they be up-to-date, legible, available to the right people at the right time, kept for the required time, protected against deterioration, and destroyed adequately when the time comes.
Purpose of audits
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As a methodical and documented process, the audit verifies, through objective evidence, the extent to which the requirements are met. If during the audit non-conformities are detected, they must be demonstrated and documented.
First, second- and third-part audit
The first part audit is an internal audit that can be entrusted to an external resource. The second-party audit is the one performed by a customer at his supplier. The third-party audit is carried out by certifying body, accredited or not and aims to issue a certificate of conformity.
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Phase 1 and Phase 2
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The certification of a system is done in two concurrent or non-concurrent stages. Phase 1, a review of documentation and preparation, ensures that all requirements are met. Phase 2 ensures the implementation of the system.
Periodic and follow-up audit
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A periodic audit shall be carried out at least once a year by the certifying body. The follow-up audit is required if, during a periodic audit, a major non-compliance has been documented.
Compliance vs Certification
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An organization can self-proclaim its system conformed to one or more of a standard. It may also request a certifying body to do so through an external audit. If conformity demonstrated a certificate, valid for 3 years is issued. A periodic audit should take place at least once a year.
Do I have to send documents to the auditor?
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Only the policy should be available upon request. During the external audit, it is therefore advisable to allow access to your company's strategic information but not to provide anything before, during or after the audit. Retaining information is an excellent managerial practice.
Certifying vs Accreditated Body (Registrar)
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It is wrong to believe that only an accredited body (registrar) could issue a certificate of conformity. As indicated by ISO “Accreditation is not compulsory, and non-accreditation does not necessarily mean the certification body is not reputable.”
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