The number one public transport company serving Brussels, recognized the need to enhance its quality management system. They aimed to boost customer satisfaction and operational efficiency in its IT incident management team, who operates 7 days a week, 24 hours a day.
To achieve this, they decided to implement ISO 9001, an internationally recognized standard for quality management systems. This decision was driven by the desire to prove to their internal customers that they were future-ready, as well as to establish a robust framework that would ensure consistent quality, streamline processes, and foster a culture of continuous improvement.
Challenge
Our customer faced several significant challenges impacting their efficiency and overall team satisfaction. These challenges were multifaceted, stemming from the nature of their work and the structure of their operations:
Difficult Management Due to Shift Work:
Managing a team that operates 24/7 is inherently challenging. The constant rotation of shifts made it difficult to maintain consistent communication and oversight.
Lack of Clear Onboarding Structure:
New team members often struggled to integrate smoothly due to the absence of a structured onboarding process. This lack of clarity and guidance during the initial stages resulted in prolonged adjustment periods and inconsistent performance levels.
No Procedure for Complaints About Poor Incident Resolution:
There was no established procedure for handling complaints regarding poor incident resolution.
Inadequate Documentation for Supporting Operations:
While the team excelled in documenting operational work, there was a significant lack of documentation for supporting operations. This included areas such as training, team competencies, and identifying skill gaps. The absence of this critical information hindered the team’s ability to continuously develop and improve.
Non-Existent or Inaccurate Process Charts:
Process charts, which are essential for understanding and improving workflows, were either non-existent or inaccurate.
Dissatisfaction Due to Unequal Training Opportunities:
Team members expressed dissatisfaction because not everyone had access to the same training opportunities. This inequality created a sense of unfairness and hindered the overall development of the team.
Challenges in Gaining Support from Other Teams:
The team encountered difficulties in securing the necessary collaboration from other departments, which was essential for the shift-left strategy of transferring knowledge to the incident management team. This lack of support hindered the team’s ability to reduce the number of calls to the watch and resolve incidents efficiently.
Our approach
To address these challenges, we embarked on a comprehensive project to implement ISO 9001 at our client. The first step was to develop a tailored Quality Management System (QMS) that aligned with the specific needs of the prublic transport company and met the requirements of ISO 9001. This involved a thorough assessment of the existing processes and identifying areas that needed improvement.
We then created Standard Operating Procedures (SOPs) for all critical processes. These SOPs were designed to ensure consistency and efficiency in operations, reducing variability and enhancing the overall quality of the systems provided by our client. The development of SOPs also involved input from various departments to ensure that the procedures were practical and could be seamlessly integrated into daily operations.
Robust documentation practices were established to track processes, monitor performance, and facilitate ongoing improvement. This included the implementation of a centralized documentation system where all records were maintained and easily accessible. The documentation system was designed to be user-friendly, ensuring that employees could efficiently record and retrieve information as needed.
To address the gap in employee knowledge and skills, we conducted extensive training sessions. These sessions were aimed at educating employees on ISO 9001 standards and the importance of quality management. The training covered various aspects of the QMS, including documentation practices, the new quality policy and the principles of continuous improvement. By equipping employees with the necessary knowledge and skills, we ensured that they were fully prepared to implement and adhere to the quality standards.
Results
Standardized processes and better documentation practices streamlined operations, reducing waste and lowering operational costs. The centralized documentation system made it easier to track processes, monitor performance, and identify areas for improvement. This facilitated a more efficient and effective approach to quality management, enabling the IT department of our client to maintain compliance with industry standards and regulations. This improvement in quality not only enhanced customer and employee satisfaction but also strengthened the team’s reputation in the company.
Higher system quality and reliability enhanced customer trust and satisfaction. Customers were more confident in the systems provided by our client, knowing that they adhered to stringent quality standards. This trust translated into increased customer loyalty and repeat business, contributing to the company’s long-term success.
The QMS framework also facilitated ongoing evaluation and improvement of processes, fostering a culture of continuous improvement within the organization. Employees were encouraged to identify areas for improvement and suggest changes that could enhance the quality and efficiency of operations.