Off-the-shelf management systems. Love or loath them?
As consultants you may think we would be against purchasing off-the-shelf systems. In fact we believe they have a place & can be incredibly useful, but there are limitations. We help you decide whether they will be useful to you.
Where can you buy them?
The internet is teeming with template management systems covering the following standards:
- ISO 9001 Quality Management Systems
- ISO 14001 Environmental Management Systems
- ISO 45001 Safety Management Systems
- ISO 17025 laboratory quality management systems
Just do a Google search and see what you can find.
How do they work?
Well there are some pretty basic options to some rather clever ones out there. From basic editable word processed files that you customise to suit your requirements, to advanced databases that populate documents based on answers to a string of questions. The word processed option should give you complete control and flexibility, but generating your documents may be much slower. The database option can be quick to produce, but can leave you with little control. Often you can only control the editable fields. In the worst examples customisations are either impossible or have to be completed by the supplier.
What are they like?
We find that some off the shelf systems are well structured and well written while some are not so good. Word processed documents are fine, but you still have to work out how to share and control that content in your organisation. Online database systems can be great and can have some great features such as document review and approval processes and automatic change notifications. However, in some cases they require system administrators to have specialist skills and in the worst cases, require the supplier to update.
However no off the shelf system can meet all your requirements. We’ll come onto this later (or skip to limitations of off-the-shelf systems).
How much do they cost?
In Australia systems seem to cost anything from several hundred dollars to many thousands. However, if you are buying off-the-shelf why not look worldwide as the standards are international. I am sure that you will find them cheaper in countries where the cost of living is not so high. However, make sure that you get to see examples of their work before you pay any money. The last thing you want is to pay someone for something that is so badly written you’ll have to rewrite it yourself.
So why would anyone want to use a consultant?
From our perspective a consultant won’t necessarily cost you more, but what you get is exactly what you need and no more. We come to your site and develop a system around your needs. For instance if you don’t do design we can exclude that from your ISO 9001 Certification. If you already have a process that is working we can include that in your system.
What are the major limitations of off-the-shelf systems?
The major limitation of them is that they will never be an entire system. And they are likely to address more than you don’t need them to. These may seem like arrogant statements to make, but think about it. How can you download a management system that will address all your risks and requirements and nothing more when every company is different? How could a system for a market research company also meet the requirements of a company drilling for oil? It can’t. So when you buy these systems what you get is very generic, high-level management documents. They often deal with risks and processes which aren’t relevant to you.
On its own, what you download will never on own get you through certification. You will still need to develop some of your own company specific content too. And if you can do this and have time, you could always write the high-level content too. We believe off the shelf systems only serve to provide a starting point. This is why there is always a proportion of our customers who abandon downloaded systems. They then pay us to get the job done properly.
I’m still considering downloading a management system.
If you are still considering it, then to give you the best chance of success, we recommend you use the following as a checklist. Use it to help select a supplier and then read section 4 to see if you have what it takes to complete the task:
- Can they provide samples of their work?
- Will they provide references from happy customers? You want names and telephone numbers.
- Can they explain why they are experienced and suitably qualified to provide the guidance they offer?
4 criteria for the successful development of a management system from a template
Do you meet the criteria for being able to convert a template into a working management system? Check below to see if we think you have what it takes:
- a good understanding of the requirements of
- the relevant standards
- the law
- the requirements of certification
(although Certification Bodies will usually help)
- the time and motivation to complete the task
- able to break tasks down into logical steps
- the ability to write procedures clearly, concisely and with enough detail
- do you know how avoid over-complicating the document and creating a maintenance burden
If you need help here you might want to read this article How to write a procedure.
Alternatively book a FREE 1 hour consultation appointment and we can help guide you through the process.
