6 tips for choosing the right quality management software for your business

1. Define your requirements and goals for the new tool.

Before you start looking for QM software, you should clearly define your specific requirements and goals. Because your company has unique processes and challenges that require an individual solution! So sit down with the relevant stakeholders to determine the most important requirements: Which aspects and characteristics are essential for your company and industry, and which are less important?

Common requirements include sustainable process documentation, which is characterized by logical navigation and low barriers to entry in order to easily find information. They should provide targeted content so that the information is understood and include an easy way to provide feedback to create accountability for the documentation. This results in high access figures from the entire organization, up-to-date documentation that provides real assistance in everyday working life. In this way, it can be ensured that improvements are made by real knowledge carriers.

More efficient administration is also important, characterized by tools such as a simple approval workflow including versioning and history, automatic resubmission, assignment of standards, role management or glossary, and AI-assisted process creation. Implementation support and goal-oriented advice, based on best practices and experience, as well as integrated support are also essential requirements.

If you clearly define your requirements, you can search specifically for solutions that best meet your needs.

2. Test the usability of the QM software.

The best QM software is of little use if you and your team can't use it effectively and intuitively. When choosing, you should therefore pay attention to a user-friendly interface and easy navigation. The software should be easy to understand for employees at all levels — from managers to operational employees.

For example, use offers such as a free trial or a Demo of the softwareto test usability. Ask your team members for their feedback too and take their opinions into account when making your decision.

3. Search for a scalable and flexible solution

Most companies are constantly changing and growing. It is therefore important to choose QM software that grows with your company. Scalability is a crucial aspect that ensures that you can use the software effectively even with future changes and expansions.

In addition, you should think about whether a “one-size-fits-all” solution is an option for your company or whether flexible software pays off for you in the long term. For example, by being able to add and remove modules as you like or adapt workflows, flexible software can be easily tailored to the specific needs of your company.

4. Consider the integration options of your existing systems.

Your new QM software should be able to to build bridges to existing systems (DMS, CRM, ERP, etc.). Because seamless integration into your existing processes and IT infrastructure reduces manual effort, minimizes data inconsistencies and ensures more efficient processes.

Therefore, before you buy, find out how the QM software and operational tools are already in use and, if necessary, ask the provider for references from companies that have already successfully completed similar challenges.

5. Take a look at the provider's customer support as well as the content support.

Before you opt for QM software, you should also take a close look at customer support. Because even when using the most user-friendly software, questions or challenges can arise that you need to solve. In addition, you may have ideas for improvement that you would like to validate in exchange with the provider.

Therefore, make sure that the provider offers solid customer support, whether through a support hotline or email support. Also check if there is an extensive help center or other online resources that you and your team can access if you have any questions.

Also ask about content support from the provider during the implementation phase. A software changeover usually also requires the Managing organizational change. This is where a provider with a high level of best practices and customer experiences can be decisive.

Finally, find out which webinars and other training materials will be available to you so that your team can use the QM software effectively in the long term and exploit its full potential.

6. Take time to find the perfect QM software for your company.

quality, efficiency and competitiveness Boost: Choosing the right QM software is a decisive step for your company. Our tips will help you choose both the right QM software and the best provider for your company — and thus get the most out of your new tool. In any case, take the time to think through your decision and question again whether the objective set at the beginning of the decision-making process really fits the selected software. This investment will pay off in the long term and help you raise your quality management to a new level.

The full checklist

To ensure that you don't miss any important aspects, we offer you our detailed checklist. It contains all important functions and features that you should consider when choosing your QM software.

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