What do we mean by “implementing” a Business Management System?

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Published on: January 16, 2025

As ISO Management System Standards contain overlapping requirements, implementing a Business Management System (BMS) requires a proactive and planned approach to ensure conformance with all relevant ISO Standards, while also meeting the operational needs of the organisation.

The best strategy for successful implementation and completion of the Certification process is in the formation of an Implementation plan that’s tailored to that organisation’s process improvement goals and Certification requirements. Your implementation plan is designed to ensure Certification readiness across a tailored Management System and often also multiple ISO Standards.

In this article, we’ll outline what organisations can expect from the implementation process for their Business Management Systems, highlighting the following areas:

What is Implementation as it relates to Business Management Systems?

Implementation in the context of Business Management Systems refers to the process of putting supporting documentation, processes and procedures for Management Systems into practice. Implementation is achieved when organisations are able to integrate the utilisation of all document templates, workflows, forms, and policies outlined within the Business Management Systems that have been developed for your business. Simply put, successful implementation requires organisations to actively use the Management Systems as designed. 

As implementation requires actively adapting organisational operations to align with processes that meet Certification standards, your organisation’s leadership team and staff must manage implementation internally. Whilst this particular task can’t be outsourced, it can be coached.

Internal and external auditing processes will then be used to verify successful implementation – namely by requesting definitive evidence of implementation. Confirming successful implementation during internal audits ensures your organisation is well-positioned to fulfil all Certification requirements in external Certification audits. For example, external auditors (during the Certification audits) can request documents and other records that demonstrate process infrastructure for your BMS has been developed, implemented, and maintained between Certification audits. Running internal audits to ensure that all these documents are accurate and readily available will support your organisation in ensuring Certification readiness.

implementing a business management system

Implementation Plan: A tailored solution to BMS implementation

When implementing a Business Management System, we advise our clients to develop an implementation plan to guide their staff through the process of implementation. An implementation plan can be a checklist outlining all the necessary components of implementation, from finalising operational process flowcharts to induction processes, plant and equipment maintenance, emergency drills, and all the other practical elements of effective business management operational processes. BMS implementation is effectively attained upon successful integration of these processes in departmental and company-wide workflows.

Implementation plans are developed by assessing what’s required in establishing your organisation’s Business Management System (i.e. policies, procedures, templates, workflows, forms, and all other supporting documentation). Once these foundational assets have been identified and defined, our consultants can coach you through your implementation process by guiding you and your team on what is required as well as by conducting your internal audits in preparation for your Certification audit.

By following a customised implementation plan, you can facilitate a cohesive and well-organised implementation process which helps ensure that:

  1. both existing and future staff members are aware of organisational processes relating to all your Business Management Systems, and 
  2. all relevant staff and stakeholders are aware of their roles and responsibilities in upholding those systems and supporting ongoing conformance to all relevant ISO Standards. 

With a goal-oriented implementation approach developed using focused stakeholder feedback, the success of your BMS implementation can also support your organisation in maintaining Certification over the long term.

Key Documentation & Processes to account for in your BMS implementation

To assist our clients in the development and implementation of their Business Management Systems, our ISO consultants offer their assistance with coaching you for successful implementation.

To begin, organisations must first establish all BMS documentation. This should also contain a summary document (i.e. Documentation Register) that outlines all supporting documentation and templates.

Here are some of the key documents and components that should be part of your BMS, and that you’ll need to demonstrate evidence of use for successful implementation:

  1. Organisation Charts & Employee Position Descriptions – To support your organisational hierarchy, organisations should establish position descriptions for all roles, covering key responsibilities and outlining supervisory roles.
  2. Core Operational Processes – These are often documented in flowcharts and can be used to ensure accountability and consistency across all operational processes, including processes that include collaboration across different departments and authorisation or clearance levels. For successful implementation, you will need to show evidence that the processes are followed as per the documentation. 
  3. Employee Training & Competency Records – These records can be in a variety of formats to suit the needs of the organisation, and need to match the key competencies outlined in your Position Descriptions.
  4. Employee Induction Records – These should be completed as part of your formal employee induction processes to demonstrate that all required topics are covered during the onboarding of new employees.
  5. Staff Performance Reviews – Like Employee Induction and Training Records, routine Performance Reviews should be recorded.
  6. Meeting Minutes – Establishing and using formal templates or software dashboards for recording meeting minutes and keeping track of the status of action items can aid organisations in meeting management review and continual improvement requirements.
  7. Customer Feedback Templates & Processes – Your Customer Feedback Register should include obtained and recorded feedback from critical clients/customers.
  8. External Provider (Contractor) Processes – These documents should outline the Assessment, Selection, Evaluation and Induction processes for collaborating with your external providers such as contractors and consultants. 
  9. Asset/Equipment Register & Maintenance Processes – Your Asset/Equipment Register should outline electrical testing and tagging, servicing, and calibration dates in accordance with procedures for the management of plant and equipment (including hardware and software). 
  10. Emergency Drill & Evacuation Procedures – Emergency Evacuation Plans must be developed and prominently displayed, including the establishment of designated evacuation areas, as well as contact information and training evidence for appointed Fire Wardens and First Aid Officers within your organisation. Evacuation Procedures must also be clearly displayed on worksites and included in employee induction materials.
  11. Policies – All policies relevant to the ISO standards you’re looking to implement (such as Quality, OH&S, Information Security, and Environmental Policies), should be in place and be clearly displayed and communicated to all relevant stakeholders.
  12. Workplace Safety Monitoring Records – These should include checklists for Site Inspections, Vehicle and Equipment Inspections, First Aid Kit and Spill Kit Inspections to support OH&S Policies.
  13. Risk & Opportunity Assessment Processes – To fulfil risk assessment and management requirements, organisations must identify and assess all potential risks to the organisation, and have a documented mitigation plan in place that is effectively managed.

Alongside preparing the above documentation, organisations are also advised to schedule implementation training to formally begin their implementation process. This induction meeting to the BMS can aid in introducing your Business Management Systems and for communicating key responsibilities to existing staff and stakeholders in the lead up to internal audits and Certification Audits.

Development vs. Implementation for Business Management Systems

Effective implementation of Business Management Systems requires a robust understanding of your organisation’s business goals and how they relate to your desired Certification goals. In other words, to enjoy the dynamic business benefits of an effective BMS implementation, organisations and stakeholders must first ensure that their BMS has been developed with these benefits in mind. 

Successful implementation is reliant on two things: focused BMS development, and stringent implementation efforts made by your staff and leadership team. Whilst your organisation can be coached through your implementation process, the process of integrating all the new requirements naturally requires full participation at all levels of your organisation.

Here are some of the key differences that you’ll need to account for when transitioning from your development to the implementation stage.

BMS Development

The BMS development is the stage where the documentation is created. Our approach is to create the BMS customised to your organisation, meeting both your operational and strategic needs as well as meeting the chosen ISO Management System Standards requirements.

To kickstart BMS development, organisations must:

  1. Outline BMS goals with input from staff, management, and other relevant stakeholders
  2. Prepare foundational documentation (i.e. organisational charts, process workflow charts, staff position descriptions, etc.)
  3. Design or amend organisational policies and procedures (including OH&S, Risk Assessment Policies, Safe Operating Procedures, and all other policies/procedures outlined in the Key Documentation section).

BMS Implementation

Once you’ve confirmed the approval of all policies, procedures, and other supporting BMS documentation, your BMS can then be referred to by staff and other relevant stakeholders for successful implementation of your tailored Business Management System. Basically, your BMS is ready to be put into motion by your organisation!

During the implementation phase, all business planning documented information, organisational policies, core, management and supporting procedures, document templates, and registers must be finalised. Doing so ensures your organisation is positioned to invest in subsequent implementation efforts, like staff training, system monitoring, and feedback on process development to ensure staff insights and suggestions regarding system improvements can be collected and addressed over the long term.

In short, your objective during the BMS implementation process is to ensure the seamless integration of all policies, procedures, and workflows. You’ll know that your BMS implementation has been successful when you can comfortably check off all the items on your implementation plan, demonstrating evidence of process integration and utilisation. The record keeping processes established in your BMS documentation will play a foundational role in providing evidence of implementation for your internal and external audits.

How to implement your BMS using an Implementation Plan

Your implementation plan can be used to not only track the performance of your BMS implementation but also to provide your staff with a timeline for implementation, ideally culminating in a scheduled internal audit and subsequent Certification Audit. 

For business managers, it’s important to keep in mind that implementation of company-wide workflows, policies, and procedures naturally requires oversight for effective integration into existing operational processes. This transition by no means happens overnight, with organisations typically requiring process repetition to both consolidate your BMS and to provide robust evidence of implementation for internal and external audits. 

The key to successful implementation also lies in ensuring the goals and objectives of your employees are aligned with the goals and objectives behind your developed BMS. This is why staff involvement in BMS development, implementation plan development, ongoing BMS implementation meetings, and investing in staff training are all vital to the successful implementation and maintenance of effective Business Management Systems.

By involving your leadership team and staff in your implementation plan, you can equip your organisation with the strongest possible chance of experiencing not only a successful BMS implementation but also strengthened capabilities for maintaining the policies, procedures, and workflows that comprise that BMS.

Alongside assisting with the implementation of Business Management Systems for Certification Readiness, our Consultants also offer ongoing support that aids in maintaining Certification. By assisting you and your team in ensuring consistent documentation and record-keeping for ongoing activities, you can make sure your organisation stays audit-ready when the time for Recertification ultimately arrives.

Enjoy Certification consulting services that are tailored to the unique implementation, integration and certification requirements of your organisation. Call our Consultants on 1300 614 007 or book your online FREE Strategy Session online to get the ball rolling on your BMS development and implementation today.

About the author

Sarah is a seasoned Business Development Manager at ISO Certification Experts, specialising in providing tailored certification solutions for ISO 9001, ISO 14001, ISO 45001, and ISO 27001 to our clients. In addition to her strong background in quality management systems, Sarah also has a proven track record of driving revenue growth and building strategic partnerships, while her collaborative approach fosters a culture of continuous improvement. Dedicated to delivering exceptional customer service, she helps organisations with the right solutions to their certification needs.

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