A business is like a machine—a single malfunction can disrupt the entire operation.
Supplier issues can cause shortages, equipment failure can delay production, and a silly human error can escalate into financial losses before you even know it.
This is where a quality management system steps in. Think of it as a central hub that allows you to monitor and manage all your business operations in real-time.
There are four main types of QMS systems: standalone systems or combined with two or more technologies for maximum benefits.
But before we dive into the various types of quality management systems, let’s first understand what a QMS is.
What Is a Quality Management System?
A quality management system is a structured framework containing all the policies, processes, and procedures that help a business achieve customer satisfaction and meet regulatory requirements.
It not only helps keep things on track, but it encourages you to fine-tune your processes and consistently deliver the best.
The concept of “continuous improvement” is central to every QMS, which refers to continuously monitoring performance to identify areas of improvement.
There are mainly two ways to deploy a QMS—building a traditional, paper-based system and implementing a QMS software for automated quality management (always a better option).
Types of Quality Management Systems
Now, let’s take a look at the different types of QMS systems in detail:
1. Total Quality Management (TQM)
TQM is a type of QMS framework that focuses on organization-wide efforts to improve every aspect, no matter how small or big it is.
It involves everyone—right from the higher authorities to front-line workers—thus laying importance on the fact that everyone in an organization is responsible for quality.
The goal is to continually improve the quality of products, services, and processes by instilling a culture of quality-consciousness.
A significant example of TQM implementation is Toyota, a company that is often hailed as a pioneer of TQM principles. By focusing on Kaizen, they have drastically reduced waste and defects while maintaining high customer satisfaction.
Key Elements of a Total Quality Management System
- Focus on the customers
- Involvement of all employees
- Process-centric approach
- Integration & collaboration for cohesion
- Kaizen or continuous improvement
- Data-driven decision-making
- Communication
Advantages of Adopting a Total Quality Management System
- Minimizes errors and defects
- Reduces reworks, scrap rates, and warranty claims
- Helps retain customers and attract new ones
- Higher job satisfaction and productivity among employees
- Enables quicker response times to quality issues, hence preventing them from snowballing into larger problems
- Streamlines processes and enhances workflow
- Promotes steady and sustainable growth of a business
2. Six Sigma
Six Sigma is a quality management methodology that heavily relies on statistical data to improve processes. The goal is to identify and eliminate variability in processes so that only 3.4 defects occur per million opportunities.
It’s not as broad as TQM, hence focusing on measurable improvements through step-by-step methods like DMAIC and DMADV.
Motorola and General Electric (GE) are two of the most famous adopters of the Six Sigma methodology. While the former saw a 99.99% success rate in eliminating defects, GE used Six Sigma to achieve billions in cost savings.
Key Elements of Six Sigma
- Understanding customer feedback to see what constitutes a defect
- Using statistical methods to measure performance and track variations
- Process improvement via DMAIC (define, measure, analyze, improve, and control)
- Reducing defects to a level where they are almost non-existent
- Using DMADV (define, measure, analyze, design, and validate) to develop a new product or a service
Advantages of Adopting Six Sigma
- Measurable improvement in product quality
- Fact-based management to eliminate any guesswork or intuition
- Reduced operational costs otherwise spent on material, labor, and time
- Process standardization and faster production cycles
- Higher customer satisfaction and repeat business
- Competitive edge
- Better experiences and customer loyalty
3. Standardized Systems
Standardized quality management systems are based on international or industry-specific regulatory standards. They follow pre-defined requirements to meet quality standards and ensure consistency across your organization.
The most widely recognized standards are issued by the International Organization for Standardization (ISO).
Quality management system software aligned with ISO standards not only focuses on internal benchmarks but also introduces global best practices for your business.
Key Standards Followed by Standardized QMS Systems
- ISO 9001: lays down the 7 key principles of a QMS as well as its requirements
- IATF 16949: provides quality management regulations specifically for the automotive industry
- ISO 13485: specifies requirements for a QMS to ensure the safety and effectiveness of medical devices
- ISO 22000: focuses on preventing food safety hazards to safeguard consumer well-being
- AS 9100D: builds on ISO 9001 but with additional focus on the aerospace industry
Advantages of Adopting a Standardized QMS
- Brings global recognition and trust, especially the ISO-certified ones
- Ensures your organization is in line with regulatory and industry-specific requirements
- Prevents hefty fines, penalties, and even operational shutdowns
- Promotes a risk-based approach to identify and mitigate potential issues beforehand
- Opens up new markets and opportunities for overseas trades
- Guarantee uniform quality across all products and services
- Lowers costs and enhances overall productivity
4. Quality Function Deployment (QFD)
Developed in Japan in the 1960s, QFD is a customer-centric approach to product development and quality management.
The sole aim is to capture the voice of the customer (i.e., customer requirements) and utilize that for manufacturing new products.
Unlike traditional methods that start with engineering specifications first, quality function deployment begins with understanding customer requirements and working backward to create products tailored to such demands.
Ford Motor Company is known for leveraging QFD to capture customer desires for the performance, aesthetics, and technology of its automobiles.
Key Elements of Quality Function Deployment
- Voice of the Consumer (VoC): Customer needs are gathered through surveys, interviews, market research, etc., for translation into technical requirements.
- Prioritization and Weighting: Not all customer requirements are treated equally. Various tools are used to assign weight to different customer needs and prioritize the most crucial aspects.
- The House of Quality: A matrix that helps translate customer needs into technical specifications
- Cross-functional Collaboration: Every department/ team is involved in the process to ensure optimal results
Advantages of Adopting Quality Function Deployment
- The customer remains at the center of the product development process
- Reduced development time and costs
- Improved cross-functional collaboration
- Enhanced product quality
- Added competitive advantage
Final Thoughts
Choosing the right type of quality management software is crucial for every business.
You must understand why your organization needs a QMS—for defect reduction, overall continuous improvement, regulatory compliance, or meeting specific customer needs.
Only then you can implement the right quality management software that truly revolutionizes your business operations.
