What is a Quality Management System (QMS)?
3 min

Why Quality Management Systems are Important: Everything You Need to Know

Posted by: TÜV SÜD Expert Date: 18 Jul 2023

A Quality Management System (QMS) is a system that documents the rules, practices, and controls required for an organisation to produce and provide high-quality goods or services to clients, thereby raising customer satisfaction.

A QMS aims to create high-consistency, high-quality products that satisfy customer and legal requirements. Customers should be able to depend on your business and anticipate the same level of quality with every purchase they make. If you can assure that, you can keep your current clients while building a reputation for excellence that will attract other customers.

Organisations must ensure that quality is its topmost priority throughout the supply chain to comply with its quality obligations and requirements. The creation and execution of a Quality Management System emphasise the continuous state of your organisation's improvement and compliance with regulatory standards. Your system's data output can assist you in examining your business and identifying any potential problem areas for compliance issues. Data management can significantly benefit organisations through internal audits and other testing of the entire data landscape.

COmponents of a Quality Management System

Every business phase of the organisation focuses on the same objective, and quality control management ensures that your company offerings integrate with its delivery techniques. Quality control planning, quality control, quality assurance, and quality improvement are the four main divisions of an efficient quality control management system.

Quality Control Planning

Planning is the initial stage of quality management. At this stage, you recognise your baseline and decide your goals. For the quality system, you should determine the standards, what satisfies them, and how you will verify if they are being met. During this stage of planning, you should consider the following:

  • The goals and demands of your stakeholders
  • What success looks like for your business in terms of KPIs such as customer satisfaction and gross margins of profit
  • What laws or regulations must you follow
  • Who will take over each responsibility in the quality management process (supervision, testing, etc.)
  • How frequently can you assess the procedures for improvement

Quality Control

Use Quality control when you have a strategy. To ensure that everything you outlined during the planning step is attainable, you must clearly evaluate and test it. Follow and verify all your requirements, note any inaccuracies, and fix them. The earlier you identify these mistakes, the better. As a result, you should pay attention to every aspect of the product, especially the components used and the assembly process.

Present the inspection data in a way that makes it simple to interpret once it has been compiled. To ensure everyone can access them, you may quickly construct histograms, run charts, or cause-and-effect presentations and then send them using your document management software.

Quality Assurance

Quality assurance entails assessing the service delivery process or manufacturing of commodities, whereas quality control involves examining the actual goods or services in the field. You can find errors before they reach consumers by checking your products or services at the manufacturing or distribution stage. Additionally, you may improve your procedures to avoid mistakes from recurring.

During this phase of quality management, one must assess your product or service using the following steps:

  • Ensure that everything functions as planned throughout the quality planning phase
  • Analyse the efficiency of your predetermined procedures, verify and fulfil all the requirements for compliance
  • Note any knowledge gained
  • Determine the areas where a smoother approach might be feasible

Frequent independent audits are essential for quality assurance to be effective. It is crucial to conduct the audit by a third party with no financial or emotional stake in the outcome for optimum results.

Quality Improvement

To enhance and keep your processes adapting to the changing business and market needs, you must carefully evaluate your findings after the quality control process. Quality control management will only be effective if you are willing to adjust whenever required. Every successful business strives for constant improvement.

Therefore, compile all your data, reassess the procedures and the final product while always keeping compliance in mind, and then start the quality control management process all over again. At the end of each cycle, you will have an improved product, happier clients, and more revenue.

Benefits of Implementing a Quality Management System

An important advantage of a Quality Management System is the potential for continuous development. Monitoring client happiness is necessary to identify the business areas that require improvement at the moment and in the future. By streamlining and documenting this process, you will be better able to determine what modifications are required to ensure client satisfaction. Ultimately, reducing client complaints and returns will save you time and money. Other benefits of implementing a QMS are as follows:

  • Centralised and well-organised policies for quality control; standardised, coherent procedures
  • Easier training for future personnel
  • Consistent, high-quality employee training with a customer-focused approach
  • Increased teamwork among employees to satisfy client expectations
  • Waste reduction, cost reduction, and risk and error avoidance

What are the Different Types of QMS?

There are several quality management systems available. Your industry will determine the best QMS for your business, as different industries have various requirements. The ISO 9001 standard, which describes the necessity for a quality management system organisations can use to develop their programs, is one of the most well-known and widely used international QMS standards.

In addition to the rest of the ISO 9000 series of quality management standards, ISO 13485, which outlines the specifications for medical device manufacturers, the ISO 14001 Environmental Management Systems, and ISO 19011, which offers guidelines for auditing management systems, have all been based on this set of standards.

The core principles of ISO 9001 strongly emphasise enhancing collaboration at every level and stage of the supply chain to guarantee that you meet your customers' expectations. This involves interacting with your consumers because customer input is crucial to quality control. An essential requirement of ISO 9001 is document control, which calls for you to monitor and safeguard the data in your system. Additionally, ISO 9001 encourages the "process approach," which sees the company as an integrated unit rather than a collection of distinct departments.

CErtification and Auditing

The ISO 9001 certification validates your company's capacity to continuously meet and exceed client expectations. Being ISO 9001 certified increases your sales potential. Many business buyers and retailers need their suppliers to have this certification in order to reduce the risk of buying a subpar good or service. By eliminating waste and errors and boosting productivity, a company that receives ISO 9001 certification can significantly increase organisational efficiency and product quality.

TÜV SÜD is an internationally recognised certification body for management systems and has granted tens of thousands of management systems certificates to companies worldwide. You can look into the potential for certifying beyond your ISO 9001 certification to other management systems with the assistance of our committed worldwide team of expert auditors. By providing integrated management system services, we can also operate as a one-stop shop for all your management system certification requirements.

The following steps for the process of certification itself have been put in place:

  • TÜV SÜD audits the inspection of your documents and company records
  • On-site audit: TÜV SÜD examines the correspondence between your fundamental operations and the requirements of ISO 9001 and your business records
  • Close the gap: Your business should correct any non-conformances discovered by the audit by determining their fundamental cause and implementing appropriate measures
  • Issue of certifications: TÜV SÜD issues the ISO 9001 certification and certification mark
  • Audits of surveillance: An annual audit is necessary to maintain certification credibility

Additionally, TÜV SÜD provides instructor-led courses in quality management systems, consisting of training for ISO 9001:2015 Quality Management System Awareness, Audit Process, and Implementation Process.


In conclusion, a Quality Management System (QMS) is a crucial tool for organisations looking to achieve long-term success in today's competitive business environment. By implementing a QMS, organisations can ensure that their products or services consistently meet or exceed customer requirements and expectations, improving efficiency, reducing costs, and enhancing customer satisfaction. Furthermore, certification to international standards such as ISO 9001 can help organisations demonstrate their commitment to quality and improve their reputation in the marketplace. Ultimately, the benefits of a QMS can translate into improved business performance, increased profitability, and sustained growth over time. As such, any organisation that wants to achieve these outcomes should seriously consider implementing a QMS as part of its overall business strategy.

It typically boosts productivity and efficiency and will give you an advantage over rivals. It can be certified by external auditors to international standards such as ISO 9001, which provides a framework for implementing and maintaining a QMS. TÜV SÜD provides comprehensive audits and reports, in addition to our globally recognised TÜV SÜD certification mark that is synonymous with high standards of quality and safety.

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