Developing
and implementing ISO 9001:2015 QMS – 02 – Assigning Responsibilities and
Authorities
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A system
in an organization can work well when responsibilities and authorities are assigned
to its people. In small setup or informal setup, a system may function without
assigning responsibilities and authorities, however it is always better to assign
responsibilities and authorities in an organization. Such a system, without assigning
responsibilities and authorities, would likely be chaotic, inefficient, and
prone to conflicts. Organizational structure provides a framework for achieving
organizational goals, coordinating efforts of organization’s people, and ensuring
accountability. Without clearly defied responsibilities and authorities in an
organization, it is difficult to find out who is responsible or accountable for
what, and this leads to a lack of direction and coordination in the
organization. Assigning responsibilities and authorities in an organization is
essential for several reasons. With the assignment of responsibilities and
authorities every individual is able to know his / her specific role and what
is expected of him / her. When responsibilities and authorities are assigned,
it becomes clear who is responsible or accountable for what. Defined responsibilities
and authorities in an organization streamlines decision-making process, avoid
duplication of work, and enhance overall performance in the organization. Having
clear responsibilities and authorities in an organization reduces chances of
conflicts that may arise due to overlapping of roles or decision-making
conflicts.
In the
absence of assigned responsibilities and authorities in an organization, there
are chances of confusion or chaos. Employees may not know for what work they
are responsible or accountable and such situation may lead to confusion and
inefficiency.
Assigning
responsibilities and authorities in an organization offers several benefits,
including (i) functioning smoothly with minimal confusion and overlaps, (ii)
enhanced productivity, (iii) better performance, (iv) efficient decision making,
and (v) promoting job satisfaction among employees.
As
regards implementation of ISO 9001:2015 QMS in the organization, the standard
mentions requirements in connection with organization roles, responsibilities
and authorities (Clause 5.3).
ISO
9001:2008 QMS standard had a requirement to appoint a management representative
to coordinate quality management system activities, but the current ISO
9001:2015 QMS standard does not require a person to be specially appointed as a
management representative. The explicit requirement for the appointment
management representative is not mentioned in the current ISO 9001:2015 QMS
standard, however the activities that a management representative was
undertaking earlier, are still required. The responsibilities of all such
activities are required to be fulfilled through the top management. The current
ISO 9001:2015 QMS standard lays down more emphasis on the involvement of top
management and the standard requires assignment of responsibilities and
authorities for relevant roles within the organization. As such, the top
management of the organization should assign the responsibilities and
authorities for (1) Ensuring conformance of ISO 9001:2015 QMS requirements, (2)
Ensuring processes deliver intended outputs (what is expected), (3) Reporting
quality management system performance and opportunities for improvement, (4)
Ensuring promotion of customer focus throughout the organization, and (5)
Ensuring maintaining quality management system integrity when changes are
planned and implemented. Such responsibilities and authorities may be assigned
to one or more persons or the top management itself can perform such role.
In
conclusion, assigning responsibilities and authorities in an organization is
crucial for organization’s functioning, improved productivity, and overall success.
And here the top management of the organization has to play its role well.
Best
wishes,
Keshav
Ram Singhal
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