Quality management system and risk management: How to effectively combine these two

Introduction to quality systems and risk management

Quality management system and risk management are essential parts of an organization's comprehensive management. The quality system focuses on the quality of processes and products, thus ensuring customer-oriented operations and continuous improvement. A functional quality system helps identify, understand, and meet customers' needs.

Risk management, on the other hand, focuses on identifying, assessing, and managing various business risks. Its goal is to minimize the impact of uncertainty and safeguard the organization's resources and objectives. By combining a quality system and risk management, organizations can create an effective, unified approach to improving operations and overall manageability.

Key principles of the quality system

The aim of the quality system is to provide the organization with a clear structure to systematically develop and ensure the quality of products and services. A key principle is the continuous improvement of customer satisfaction, achieved by using well-documented processes and regular evaluations.

A unified operating model enables efficient use of resources by clarifying the division of responsibilities and reducing the likelihood of errors. The introduction of digital tools as part of the quality system can increase the availability and analyzability of information, which in turn enhances the planning of corrective and preventive actions.

Basics of risk management

The basics of risk management involve a systematic approach aimed at identifying potential risks in an organization's operations. Risks can be divided into strategic, operational, financial, and reputational risks, each requiring its own management methods. By carefully assessing the risks, an organization can prioritize its actions and allocate resources more efficiently.

Automation capabilities and unified practices support risk management by providing a current, comprehensive view of the organization's current state, and enabling quick responses to potential threats. Risk management also involves continuous interaction with various stakeholders to evaluate and manage risks in a versatile manner.

Defining common goals

The effective integration of a quality management system and risk management requires the definition of common goals. This means that the organization must clearly define what it wants to achieve and how resources will be allocated.

• Coordinating overall objectives between departments.
• Participation in discussions with stakeholders and creation of a feedback system.
• Integrating the organization's strategic and operational objectives.

Process-oriented approach

A process-based approach ensures that an organization's operations are well-coordinated and based on best practices. This means that each process is designed to support the organization's overall goals and quality system requirements.

Processes are documented in detail, which helps to identify potential problem areas and development needs. Utilizing digital tools in process management enables better communication and information sharing within the organization, which enhances decision-making and responsiveness to changes.

Risk-based thinking

A risk-based mindset is a key element in integrating a quality management system and risk management. This mindset emphasizes continuous alertness and anticipation of environmental changes, enabling quick response and adaptability when a risk materializes.

Investing in staff training and increasing knowledge about risk-based thinking helps organizations shift to a proactive approach. This in turn enhances the development and implementation of quality management processes and risk management solutions, creating a strong foundation for comprehensive operational improvement.

Benefits and challenges of integration

Integrating quality systems and risk management can achieve significant benefits in an organization's operations. This approach can, among other things, increase transparency, enhance resource utilization, and reduce administrative burden. Integration also enables comprehensive management with unified operating models, which improves decision-making quality.

However, the challenge may be resistance to change and the necessary resources, such as time and investments. Utilizing technological tools can alleviate these challenges by facilitating access to information and managing processes. Engaging and involving staff are also key factors in successful integration.

The role of technology in integration

Technology plays a key role in integrating quality systems and risk management. Integration of different systems through digital solutions enables efficient sharing and analysis of information, which is crucial for decision-making and overall management.

Digital tools automate many administrative functions, improving the accuracy and speed of processes at the same time. Automating data collection and analytics tools can provide real-time information, which in turn enhances the organization's agility and ability to adapt to rapidly changing conditions.

Staff training and commitment

Staff training is a key element when trying to integrate the quality system and risk management. Through training, staff learn to understand the benefits of both systems and the common goal, which improves commitment and motivation.

Systematic training enables the creation of a culture of development within an organization, where each employee is capable of acting proactively and supporting both quality improvement and risk reduction. This allows the organization to achieve significant competitive advantages and increase customer satisfaction.

Continuous improvement and monitoring

Continuous improvement and precise monitoring ensure that the quality system and risk management develop along with the organization and always meet its needs. This requires regular audits during which it is assessed how well the practices support the organization's goals.

Advanced analytics tools allow for real-time monitoring of both quality and risk management performance, helping to identify improvement areas in time. Data-driven decision-making and the refinement of processes create a strong foundation for change management and long-term success.

Phasing of the integration process

The integration of the quality system and risk management is most successful when the process is implemented step-by-step. The first step is to analyze the current situation: to what extent the systems already support each other and where overlaps or gaps occur. Based on this, a realistic progress plan can be formulated, taking into account the organization's resources and maturity level.

The second phase focuses on the practical implementation of changes and the rollout of new operating models. It is important that different levels of the organization participate in the process and that the change is actively monitored. Integration is not a one-time project, but a continuous learning process where feedback and development go hand in hand.

Harmonizing operational culture to support integration

Once the quality system and risk management have been technically and structurally integrated, it is important to ensure that the organization's culture supports this change. A consistent culture means that values, mindsets, and practices align with the goals of the systems. Without this compatibility, conflicting practices may arise that weaken the system's effectiveness in everyday operations.

Harmonizing the organizational culture requires clear communication, exemplary leadership, and open discussion within the organization. When the staff understands why and how change occurs, commitment and achieving common goals are easier. This creates a foundation for the long-term functionality of an integrated system.

• Communication and alignment of values and practical procedures
• The role of supervisors and management in supporting and modeling change

Process development from a quality and risk perspective

With the integration, processes are not only described or managed – they must also be continuously developed to ensure quality and risk management remain effective in a changing environment. Developing processes begins with identifying critical stages where factors related to quality or risks become more pronounced. These stages can be targeted with specific monitoring, guidance, or automation, which supports both proactive and corrective actions.

Development work is not just technical fine-tuning, but it requires an inclusive approach. When process improvement is incorporated into daily work and the staff is given the opportunity to influence operational models, genuine commitment is fostered, and continuous improvement becomes a practice. This enables quality and risk perspectives to be not separate areas but embedded as part of the organization's operations.

Embedding risk management into decision-making

Once a risk-based approach is more broadly internalized within the organization, the next phase is to embed it as an integral part of decision-making processes. This means that risks are no longer a separate subject for consideration, but actively discussed in all strategic and operational decisions. Decisions are made not only based on goals or resources but also from the perspective of potential uncertainties.

This approach requires clear practices and tools that support the identification, assessment, and documentation of risks in decision-making. As risks are learned to be managed as part of everyday life, the organization's resilience grows significantly – decisions become more informed, transparent, and better justified.

Conclusions and recommendations

The effective integration of quality system and risk management requires a consistent strategy where technology, staff training, and continuous improvement play a key role. Utilizing digital tools can provide a solid platform that supports the integration of these two systems, while also enhancing the organization's overall management and competitiveness. Establishing unified practices and leveraging automation opportunities streamline integrated operations, increase transparency, and foster the organization’s ability to adapt to change.

It is recommended that organizations invest in proper training and emphasize employee engagement to achieve the best possible results. This enables the development of a unified operational culture where both quality and risk factors are systematically considered and managed. Additionally, the organization should encourage continuous improvement and performance evaluations to ensure that the system remains up-to-date and can adapt to rapidly changing business environments.