Four Common Terms Used in Management System Standards
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The terms Determine, Establish, Implement, and Maintain used in Management System standards (such as ISO 9001, ISO 14001) are not just common words—they represent a sequence. These terms are crucial to the development and operation of any management system. Below, an attempt has been made to explain their meaning and differences in a simple manner.
1. Determine
Meaning - To identify, analyze, and decide what is needed.
Example -
* Risks and opportunities are determined.
* The organization determines its risks and opportunities.
Determine is the first step in the development and operation of a management system—it answers the question, "What is to be done?"
2. Establish
Meaning - To set up or create something formally with a defined structure and documentation. To formalize and structure a system, procedure, or policy.
Example -
* A quality policy is established.
Establish is the second step in the development and operation of a management system—“How to create the structure?”
3. Implement
Meaning - To put the established system or process into action. To actually implement and use the established system or process.
Example -
* The procedure is implemented in daily operations.
Implement is the third step in the development and operation of a management system—“To actually start work.”
4. Maintain
Meaning - To keep the management system running effectively and up to date. To continually maintain the management system's effectiveness, monitor it, and make improvements as needed.
Example -
* The management system is maintained.
Maintain is the fourth step in developing and operating a management system—“ensuring continuity and improvement.”
Example
Suppose an organization is implementing a Quality Management System (QMS).
* Determine - First step - Decide what processes the organization needs.
* Establish - Second step - Document and design those processes.
* Implement - Third step - Implement those processes.
* Maintain - Fourth step - Continually monitor and improve the system.
Conclusion
These four terms form a complete cycle in the development and operation of a management system, which is the foundation for the success of any management system. Correct understanding and use of these terms can be a good step towards effective compliance with international standards and continual improvement.
Regards,
Keshav Ram Singhal