Getting most out of your system

Though in the strategic moments, organizations took decisions to implement systems of various purposes, some of them ends up with employees just filling documents or with change of heads collapsing whole thing to the ground. Followings are the elementary requirements of systemic approach for the long lasting systems which are independent from people.

1.    Top Management, at their best

To have an effective systems, make sure that “Top Management” is committed to its establishment, implementation, update, and continual improvement. This need appointing suitable qualified persons for respective accountabilities and responsibilities, empowering personals, provide resources for the effective implementations, and frequent monitoring of the progress and achievements. Always remember to allocate sufficient resources to routinely test your controls. The threats your organization faces will constantly change and you need to test whether you are able to respond to those threats.

2.    Educate and get everyone involved

Streamline processes and implementation of systems are not the tasks of compliance department, quality assurance, or regulatory guys. Top Management involvement for context analysis covering requirements via SWOT, or PESTEL analysis, Performance monitoring, analysis and evaluation, requirements identification ad defining relevant scopes, policy and objectives, achievement plans setting is crucial. Other than this, MST team a.k.a. Management System Team and assigned personnel with valuable competence for process analysis and risk assessing, process control and procedure development, capacity building is essential. In a system, if somebody something, or some being is covered by the declared scope, all of those should be involved.

3.    Communication is the ice breaker

Make sure your system includes two PDCA cycles at operational and organizational levels, and communication between them is established and maintain at all times. Good communication always break barriers and emphasize synergism. Implementation of systems must need effective communication based on emotional intelligence.

4.    Are you a technical and detail oriented personal?

Identify all process by going deep into details. This helps to identify exact root causes and lapses of a process. Remember to identify how you have selected the applicable critical and acceptable levels within your system; these are specific to each process and product (not only food safety) and also depending on applicable regulations and customer needs and demands, so this information is not interchangeable! Also when changes to products or processes occurred, either planned or unintentionally, ensure your system is reviewed and established control measures still effective for the intended purpose of the system.

5.    Validate systems and regular check

Review your monitoring and measuring devices, software, or mechanisms are calibrated at specified frequency to ensure reliable results. Make sure to follow declared monitoring cycles always. Evaluation of monitoring and measurement results is a must in systemic approach.

6.    Control your external providers

Remember your external providers. Some will help you enhance your system with their positive influences, and some will increase your risk. Risk based thinking helps to have controls in place that are effective. However reviewing external providers is a must to keep system without lapses and gaps. 

7.    Conceptual thinking and mindset altering

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Systemic approach will mostly be new for many or most of your employees while ineffective communication and gaps will make them reluctant for change and keep their guards up. People may need to change habits ingrained over many years. A single awareness briefing is unlikely to be sufficient, so focus on your personnel competence as a fundamental key for the implementation of a good system. Change agent or representative coming in handy in the situations like this.

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