How to obtain ISO 9001 certification?

The ISO 9001 standard is a globally recognised quality management standard. It comprises a set of general principles that enable an organisation to operate more effectively and safely, which in turn enhances its profitability. Implementing ISO 9001 also has significant reputational benefits. A company that holds ISO 9001 certification is a more reliable partner than one that has not obtained it. In many situations, having a documented management system compliant with ISO 9001:2015 is a necessity. Such ‘credentials’ may, for example, be a condition for participating in a tender. Therefore, any modern company wishing to build a good reputation and a strong position in the international market should apply for ISO 9001 certification.

What is an ISO 9001 certificate?

An ISO 9001 certificate is a document issued by a certification body accredited by the Polish Centre for Accreditation, confirming that an organisation’s quality management system complies with the ISO 9001 standard set by the International Organisation for Standardisation (the current edition of the standard is ISO 9001:2015). ISO 9001 certification can be obtained following a successful third-party audit, i.e. one conducted by auditors appointed by the certification body. The certificate is valid for three years. After this period (specifically, before it expires), it must be renewed, which involves a recertification audit.

Any type of business can apply for ISO 9001 certification, regardless of the company’s size or legal form. This is because the international quality management standard addresses issues as universal as the organisation of an organisation’s operating methods and ways of managing potential risks. The guidelines that must be followed to obtain ISO 9001:2015 certification are sufficiently general that they can be applied to any business and put to practical use in every case. ISO 9001 certification means, among other things, more effective utilisation of the company’s potential, better control over its internal processes, improved internal communication, and consequently – better financial results.

How does the implementation of ISO 9001 work?

ISO 9001 certification is merely the culmination of a much more important process, namely the implementation of ISO 9001:2015. This process can be divided into several stages:

• an initial internal audit (i.e. a review of the quality management system already in place within the company) to determine the scope of activities to be undertaken as part of the ISO 9001 implementation,
• initial training for staff and management, aimed at familiarising them with the scope of the ISO 9001 standard’s requirements and agreeing on the tasks to be undertaken by individual teams,
• analysis of the organisation’s operations and their adjustment in line with ISO 9001 guidelines, which includes steps such as:
  
  • identification and analysis of individual (quality-related) processes within the organisation, as well as the interdependencies between them; agreeing on how to standardise existing processes and implement new ones,
  • analysis of the company’s organisational structure (i.e. issues such as employees’ job descriptions) and introducing the modifications necessary for the quality management system to function more effectively,
  • analysis of the company’s operational strategy – in relation to both its customers and contractors, as well as its employees – and the introduction of changes aimed at the effective implementation of ISO 9001,
  • defining the organisation’s context (external and internal factors that influence its operation, specifically the functioning of the quality management system),
  • assessing the organisation’s risks and opportunities related to its operating context, and developing a strategy for addressing the identified risks and opportunities,
• the development and implementation of documentation (i.e. procedures, instructions and forms) to oversee the processes within the organisation,
• training for staff and management on the regulations introduced in connection with the implementation of ISO 9001,
• internal audit to verify the implementation of ISO 9001:2015 and corrective actions (where necessary).

Implementing ISO 9001:2015 is therefore a multi-stage process that requires a thorough knowledge and understanding of the ISO 9001 guidelines, as well as applying them to the specific nature of the company’s operations and introducing a series of changes designed to improve them. Can you prepare for ISO 9001 certification on your own?

ISO 9001 certification guarantee

There is no requirement to entrust the implementation of ISO 9001 to an external firm – a person can be appointed within the team to act as the Quality Management System Representative. This person must then be granted a wide range of powers – in practice, they will become the deputy to the owner or CEO of the organisation. Such a person must possess extensive knowledge and experience in business management. They must also have the courage and creativity to introduce a range of – sometimes revolutionary – changes.

It is advisable for the Quality Management System Representative to undergo thorough training in the implementation of ISO 9001:2015, as any oversights in this area may result in an unfavourable outcome of the certification audit. Although non-conformities identified by the certification body can be rectified and another attempt at ISO 9001 certification made, a fee must be paid for each audit.

As can be seen, although ISO 9001 implementation can formally be carried out using the organisation’s internal resources, such a decision has certain drawbacks. It involves the need to find a highly qualified, trusted employee, the risk of entrusting them with extensive responsibilities, and an investment in their training. Moreover, these measures do not guarantee ISO 9001 certification. It is therefore better to commission the implementation to an external company which:

• has a team of professional consultants, all of whom are qualified lead auditors,
• has extensive experience in implementing quality standards (not limited to ISO 9001)
• provides a guarantee for its services.

Another benefit of working with an external firm is that the operation of the ISO 9001 quality management system within the organisation is continuously monitored and subject to objective audits, which makes it easier to identify any non-conformities.