Key Elements in Quality Management System (QMS)

A quality management system (QMS) is a framework of an organization's policies, processes, and procedures to ensure that its products or services meet the required quality standards. The goal of a QMS is to continuously improve the quality of products and services, leading to increased customer satisfaction and business success. Several key elements comprise a QMS, including a quality policy, quality objectives, quality procedures, and continuous improvement.

In addition to these elements, several tools and techniques can support a QMS, such as Six Sigma and lean manufacturing. Implementing a QMS requires a company-wide commitment to quality and the active participation of all employees in the continuous improvement process.

It also requires strong leadership to set the vision and direction for quality efforts and provide support and resources to meet quality goals. By effectively managing the quality of its products and services, an organization can increase customer satisfaction, improve business performance, and stay ahead of the competition.

What are the Key Elements of a Quality Management System (QMS)?

A quality management system (QMS) is a framework of an organization's policies, processes, and procedures to ensure that its products or services meet the required quality standards. Several key elements make up a QMS, which include −

  • Quality Policy − The quality policy is a statement of the organization's commitment to quality and its goals for quality improvement. It should be clear and concise and should be communicated to all employees.

  • Quality objectives are specific, measurable goals that an organization sets for improving the quality of its products or services. These objectives should be aligned with the organization's overall business goals and regularly reviewed and updated.

  • Quality Manual − The quality manual is a document that outlines the organization's quality policies and procedures. It should provide an overview of the QMS and detailed information on the processes and procedures used to ensure quality.

  • Quality Procedures − Quality procedures are the specific steps an organization follows to ensure that its products or services meet the required quality standards. These procedures should be documented and followed consistently to ensure quality is maintained.

  • Quality records provide evidence of the organization's compliance with its quality policies and procedures. They may include records of quality inspections, test results, and customer feedback.

  • Quality Audits − Quality audits are periodic reviews of the organization's QMS to ensure that it is effective and compliant with relevant standards and regulations. Audits may be conducted by internal or external auditors and may include both documented and verbal reviews.

  • Continuous Improvement − Continuous improvement is a key element of a QMS, as it involves identifying and implementing opportunities for improvement in the organization's products, services, and processes. Continuous improvement may involve analyzing data, implementing changes based on findings, and involving all employees in the improvement process.

  • Customer Focus − A QMS should be centered around meeting the needs and expectations of customers. This involves understanding their requirements and continuously improving products and services to meet those needs.

In addition to the key elements of a quality management system (QMS), there are several other important considerations for organizations to keep in mind when implementing and maintaining a QMS. These include −

  • Standardization − An organization needs consistent policies, processes, and procedures to ensure that quality is consistently maintained. This may involve adopting industry standards or developing internal standards specific to the organization's products and services.

  • Communication − Effective communication is crucial for the success of a QMS. This includes communication within the organization, as well as communication with customers and other stakeholders.

  • Training − Ensuring all employees are trained on the organization's QMS is essential for its success. Training should cover the policies, procedures, and tools used to ensure quality, as well as the roles and responsibilities of each employee in the quality process.

  • Resource Allocation − Adequate resources must be allocated to support the QMS, including personnel, equipment, and financial resources. This may involve investing in new technologies or training programs to support quality efforts.

  • Risk Management − A QMS should include a risk management plan to identify and mitigate potential risks to the quality of products and services. This may involve conducting risk assessments, implementing controls to reduce risk, and monitoring and reviewing risks on an ongoing basis.

  • Performance Measurement − It is important to measure the performance of the QMS to ensure that it is effective and achieves its desired outcomes. This may involve gathering data on the performance of processes, identifying areas for improvement, and implementing changes based on findings.

  • Customer Feedback − Gathering and analyzing customer feedback is an important aspect of a QMS, as it helps identify areas for improvement and ensure that products and services meet customer needs. This may involve collecting customer feedback through surveys, focus groups, or other methods.


We may draw the conclusion that these eight components are essential to guaranteeing TQM's success in a company and that the supervisor plays a significant role in fostering these components at work. Business entities cannot successfully adopt TQM without these components.

The explanation above makes it quite evident that TQM would be seriously flawed—in fact, it would be lacking—without the inclusion of integrity, ethics, and trust. The key to helping the organization build a TQM climate is training. Teamwork and leadership go hand in hand. The entire TQM process is hampered by a lack of communication between departments, managers, and employees.

Updated on: 19-Jan-2023

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