What’s in it for me
When implementing the eQMS, all parts of the organization, from sales, IT, procurement, marketing, HR, operations, quality assurance to financial departments, should ideally be involved at a very early stage when defining the requirements. “What do you need to make your daily work easier and more manageable?” Questions like this build a collaborative team and put user needs at the forefront. Listening to the employees who are involved, learning about their situation, and involving them from the start makes it easier for colleagues to care about implementing and using the eQMS. And understand that there IS something in it for them! For example, if the operations manager can find the latest report and production status, they will use the eQMS and find it valuable! Because it saves them time and resources.
Knowing who does what
An eQMS knows exactly WHO does WHAT because it is based on people’s different roles in the company. User roles define access to documents, plans, policies, and instructions. As a result, people will receive notifications and reminders valid for their specific job instead of everyone in the company receiving information. This minimizes the risk of information overload (especially with email inboxes already overfull!).
Colleagues can also feel secure and don’t have to worry about accidentally deleting or editing documents that are not relevant to them. This helps to avoid mistakes and errors. To comply with secure data management, defining who has access to confidential documents, which documents require authorization, and using e-signatures, give better control and document management.
More accountability and transparency
Following “who does what” is knowing WHAT work is in progress or has been done. Seeing when and who is making comments, providing input, and changing and updating documents provides full traceability, accountability and more visibility in the work process and organization. And you know who to ask and to discuss with to take action. Colleagues can see their own contribution, where they are in the process, and where they fit in. “What is expected of me here?” and “what support is required from me?” are answered within a clearly structured eQMS. The system sends out automatic notifications about updates or friendly reminders about due dates, etc. The eQMS becomes a useful tool to motivate colleagues to be more engaged and accountable for the work being done.
Easy to administer and integrate with other systems
Life science companies frequently ask a common question: “Can the eQMS be integrated with our other business and IT systems?” The answer is YES! But it is important to integrate where it makes sense, is valid and valuable. You want to avoid double reporting – and double work! This leads to frustrated colleagues who might start to question the point of all these systems if they have to do everything twice. If you need to import or export a report into or from the eQMS into your CRM system or business support system, this can be done with rules outlining the frequency and format. Integrating and accessing data from other systems into the eQMS can also help track of key performance indicators for your business.
With these simple arguements, eQMS works for you and your colleagues, not the other way around!