12 Steps to Implementing a Total Quality Management System

  • September 28, 2023
  • 9 mins
  • 8.6k
Steps to Implement A Total Quality Management System

Ever had a burger that’s so good it left you wanting more? Or Have you ever been so impressed by a service or product that you simply can’t wait to experience it again? Well, this is where the implementation of Total Quality Management (TQM) plays a crucial role in creating magic for a business.

For sure you must be wondering about TQM & it’s implementation now. Well, you’re in luck! We’re going to explore 12 steps together that can help any organization become really good at pleasing its customers through Total Quality Management.

But what exactly TQM is? Ahead, let’s learn more about it with the steps to implement Total Quality Management.

What is Total Quality Management (TQM)?

Let’s first begin by defining the word quality.

Quality Defined: “Quality is a subjective concept, and each person has their own definition. In technical terms, quality can mean two things:

  • The qualities of a product/service that influence its ability to meet expressed or implied needs; and
  • A quality-free product/service.

Total Quality Management

TQM is the constant process of finding and eliminating mistakes in production. It makes supply chain management easier, makes the customer experience better, and makes sure employees are properly trained. TQM holds everyone involved in production responsible for the quality of the end product or service.

Developing a customer-centric culture and analysing data that supports the customer’s efforts are essential elements of the system.

12 Steps to Implementing a Total Quality Management System

Implementing a Total Quality Management (TQM) system is a good idea for any company, big or small. TQM is about making everyone dedicated to improving and being excellent in their work. In these 12 steps, we’ll help you make a straightforward and user-friendly TQM solution.

Let’s explore how implementing TQM can make your organization better.

Step 1: Get Everyone on Board: Gather your team and explain the benefits of TQM. Make sure everyone understands why it’s essential for your organization to improve quality.

Step 2: Define Your Goals: Set clear and simple quality goals that match your company’s big picture vision. This helps everyone on the team understand and work towards the company’s main mission.

Step 3: Train Your Team: Teach your employees about TQM principles. Make sure they have the skills and knowledge to work towards your quality goals.

Step 4: Involve Everyone: Encourage all employees to get involved in the TQM process. They should feel like their ideas and opinions matter.

Step 5: Gather Data: Collect information about your processes and products. This data will help you to identify areas for improvement.

Step 6: Analyse the Data: Look at the data you’ve collected. Identify trends and areas where you can make changes to improve quality.

Step 7: Develop Action Plans: Create plans to address the issues you found. These plans should be simple and easy for your team to follow.

Step 8: Implement Changes: Put your action plans into action. Make the necessary changes to improve quality.

Step 9: Monitor Progress: Keep an eye on how your changes are working. Is quality improving? If not, adjust your plans.

Step 10: Communicate Continuously: Keep your team informed about TQM progress. Regular updates can help everyone stay on the same page.

Step 11: Recognize and Reward: Celebrate the small to big achievements and hard work of your team. Recognition and rewards go to great lengths to motivate everyone to keep up their good work.

Step 12: Review and Improve: Finally, go back to the beginning and review the entire TQM process. Find ways to make it even better and keep improving your organization’s quality.

Why is a Total Quality Management System Important?

Having a good overall quality management system is essential for any business, the reason being it can bring a lot of positive advantages, that includes:

  • Enhanced Customer Satisfaction: Organizations can increase customer satisfaction and loyalty by meeting or surpassing customer needs and expectations.
  • Reduced Costs: Quality management can lead to cost savings by increasing productivity and decreasing wastage and defects.
  • Increased Competitiveness: Having top-notch products or services can give your business an edge over others.
  • Improved Organizational Performance: Quality management has the potential to improve the performance of an organization by enhancing productivity and efficiency.
  • Improved Employee Morale: If you involve your staff in quality management, it can really boost their enthusiasm and dedication to the job.

Total Quality Management Principles

The principles of Total Quality Management (TQM) vary in their definitions and interpretations. However, we have gathered the most essential TQM principles for your understanding:

  1. Customer Focus: Quality, as defined by TQM, is rooted in meeting customer expectations. All organizational efforts should ultimately lead to customer satisfaction.
  2. Total Employee Involvement: TQM is not confined to a single department within an organization. To achieve its goal of customer satisfaction, every aspect of the business and every employee must share a common objective.
  3. Process Orientation: Process thinking is a fundamental aspect of TQM. It emphasizes that the internal processes within a company directly influence the quality of the external output delivered to customers.
  4. Integrated System: Regardless of the organization’s size or complexity, all its distinct parts must collaborate harmoniously for TQM to succeed.
  5. Strategic and Systemic Approach: Implementing TQM requires using strategic planning to incorporate quality as a core element of the company’s mission. It’s about structuring TQM into the organization’s long-term strategy.
  6. Continual Improvement: TQM’s ultimate goal is customer satisfaction, but this isn’t a one-time achievement. The pursuit of quality improvement for the customer is an ongoing, never-ending process.
  7. Fact-Based Decision Making: To determine if an organization is hitting its goals, you need accurate and impartial performance data. By relying on this data-driven method, you’re equipped to make well-informed decisions.
  8. Effective Communication: Maintaining a successful TQM approach hinges on effective communication. Communication plans ensure that each department is aware of its responsibilities and those of others, facilitating coordinated operations toward the common goal.

These principles serve as the foundation for organizations striving to excel in quality management, aiming to deliver exceptional value to their customers while continuously improving their internal processes and operations.

Total Quality Management Methodologies

To effectively implement Total Quality Management (TQM), one must employ specific methodologies. There is no “one size fits all” approach to quality management in projects. Instead, there are several approaches to quality management. Here are some of the most important ones:

Lean Manufacturing

Originating from Japan, particularly from the renowned car manufacturer Toyota, lean manufacturing focuses on identifying and eliminating “muda” or waste in processes. This methodology aims to add value and maintain quality by streamlining operations.

Six Sigma

Six Sigma is a quality management methodology aimed at enhancing existing processes, products, or services. It accomplishes this by identifying and rectifying defects to optimize quality control and achieve greater efficiency.

ISO 9000

ISO 9000 comprises a series of international standards centered on quality management and assurance. These standards were developed to assist companies in documenting the essential elements of a quality system, ensuring the maintenance of an efficient quality management system.

Key Points

The adoption of Total Quality Management (TQM) serves as a strategic approach for businesses to maintain competitiveness, boost profitability, and deliver superior customer service. When TQM is introduced within a factory or organizational setting, numerous advantages are reaped, including improved efficiency, enhanced quality control, and elevated safety standards.

To sum it up, the integration of a Total Quality Management (TQM) system stands as a substantial asset to any organization. If you follow the 12 steps we talked about in this blog, you’ll make things better, work smarter, and make your customers super satisfied.