Old wine in new skins? - Why simply digitizing the old system is useless

The trap of 1:1 transfer

It is an understandable reflex: You want to keep the tried and tested while benefiting from new technological opportunities. This approach risks simply translating old inefficiencies and deficiencies into a new format. If existing documentation or current process management does not deliver the desired results, why should digitization alone bring about an improvement?

The old system was often developed at a time when the focus was primarily on verification documentation and certification. But is that really still up to date?

The opportunity for a new start and optimization

A new system provides an opportunity not only to take the step towards digitization, but also to rethink, optimize and ultimately make it more effective. The focus should always be on the following questions:

• Why are we actually looking for a new system?
• What is the target situation after implementation? ‍
• Why aren't colleagues using the current system as we would like?

By answering these questions, the actual needs and challenges within an organization can be identified. Maybe it's the ease of use, maybe there's too much of a gap between reality and documentation, or the image “QM is already doing that for me” has become too stuck in people's minds.

The goal: A system that is actually being used

I often hear in conversations: “We want a system that lives and is used by our employees.” The benefits and savings potential that arise from this goal are usually clear, but the path to getting there is not. In order to establish a lively management system throughout the company, it is therefore all the more important not to simply put the old content into a digital envelope. Our goal should be to implement a system that is not just a digital copy of the past, but a solution that is actively and gladly used by everyone involved. To do this, we need to focus on users and understand what they need to do their work effectively and efficiently.

Steps towards an environment that promotes the use of the management system:

• Raising awareness of the responsibility of each individual employee in quality management.
• Active involvement of employees in designing the new system, e.g. through feedback rounds or idea competitions.
• Training and supporting employees in using the system and the underlying processes and meanings.
• Continuous collection of employee feedback and appropriate response to suggestions for improvement.
• Creating a culture in which the use of the management system is seen as positive and supportive.

Collaboration and communication are key

Close cooperation with all parties involved is a key factor for success. It is important to always be aware that it is the daily processes of colleagues that you work with. Employees are experts in their own processes. Careful documentation ultimately benefits everyone and creates added value. The task is to communicate this added value and to support colleagues on this journey. By organizing workshops, conducting surveys, and promoting direct communication, a deep understanding of the teams' daily challenges can be developed. This knowledge makes it possible to design a system that offers practical benefits in everyday working life. At the same time, increased identification leads to more intensive interaction with content.

New quality management system? Take advantage of opportunities, not only digitally but also structurally

The introduction of a new quality management system offers a great opportunity to broaden the box and make not only digital but also structural improvements. Therefore, you should have the courage to cut off old braids and not make the mistake of serving “old wine in new skins.” Instead, it is important to seize the opportunity to design processes and documentation in such a way that they meet current requirements and needs and are perceived by all parties involved as a real addition to everyday working life.