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Defined Roles in Small Company
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Defined Roles in Small Company
Defined Roles in Small Company
Defined Roles in Small Company
Defined Roles in Small Company
Defined Roles in Small Company
Defined Roles in Small Company
Defined Roles in Small Company
Defined Roles in Small Company
Defined Roles in Small Company
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Defined Roles in Small Company


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responsibilities, small companies (small businesses)
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  Post Number #1  
Old 19th September 2017, 09:17 AM
EMSmith

 
 
Total Posts: 4
Please Help! Defined Roles in Small Company

I am working for a very small company. Roughly 30 employees with a two person management team. A potential customer performed a supplier audit that produced a number of findings. Basically, we were told we need to move towards iso compliance if we want their business. Knowing very little about ISO, my predecessor purchased document templates and a software package in order to systematically address the majority of the findings. I am attempting to modify the templates to reflect our organization. The conceptual issue that I am having is that the templates call out Quality, Human Resources, Purchasing, Operations, etc as process owners, decision makers and approvers - we have two people filling all of these roles, i.e, the operations manager is the quality manager, is the engineering manager, the owner is the customer service manager, the HR manager, the purchasing manager, etc. When the procedure says operations will consult with quality to determine it seems a little misleading because functionally it is the same person. I have example manuals form larger companies 100+ but those companies all had traditional departments that were staffed separately. Any help, guidance, examples or nudge where to look is greatly appreciated.

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  Post Number #2  
Old 19th September 2017, 09:50 AM
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Randy

 
 
Total Posts: 8,581
Re: Defined Roles in Small Company

Just tell it as it is and in the manner you really operate. Don't make up garbage that nobody will remember, especially when it comes to fancy titles and responsibilities.
Thank You to Randy for your informative Post and/or Attachment!
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  Post Number #3  
Old 19th September 2017, 10:17 AM
EMSmith

 
 
Total Posts: 4
Re: Defined Roles in Small Company

Thank you. Because of the overlap in responsibilities will a more generic "the management team" be sufficient in most instances while defining the management team by titles? I prefer specificity when calling out responsibility for an action, my background is in operations in larger companies, but the goal is to have workable system that reflects reality.
  Post Number #4  
Old 19th September 2017, 12:10 PM
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Randy

 
 
Total Posts: 8,581
Re: Defined Roles in Small Company

I've got half a dozen or more small companies like yours so don't sweat the small stuff and definitely don't create a bunch of dribble and BS that doesn't have any meaning or value except to fill blank space on a piece of paper.
  Post Number #5  
Old 19th September 2017, 01:43 PM
Golfman25

 
 
Total Posts: 964
Re: Defined Roles in Small Company

My take is to create a functional organization chart. You'll have quality, production, engineering, etc. Then fill in the names for each function. And "Bob" may wear a bunch of hats. In your procedures, you might have quality and engineering get together as a team. Right now, it might be the same person. As you grow, you'll change the names as appropriate. Otherwise, you'll need to revise procedures as you hire people which can be a pain. Good luck.
Thank You to Golfman25 for your informative Post and/or Attachment!
  Post Number #6  
Old 19th September 2017, 02:28 PM
Sidney Vianna's Avatar
Sidney Vianna

 
 
Total Posts: 8,937
Re: Defined Roles in Small Company

Quote:
In Reply to Parent Post by EMSmith View Post

Any help, guidance, examples or nudge where to look is greatly appreciated.
The first mistake (by your predecessor) was to buy a canned template. Don't make the second mistake of straitjacking your organization into an artificial system trying to anticipate what an auditor might expect.

Use the "novel" approach promoted by ISO 9001:2015 that requires as little or as much documentation as necessary to effectively run your quality system.

The basic challenge you have in your hands, in terms of complying with ISO 9001 is: what are the business processes you have that can affect product conformity to requirement and customer satisfaction? How do you control these business processes in a way to maximize the likelihood of order fulfillment to customer expectations? That, in a nutshell is what ISO 9001:2015 requires.

Don't let archaic paradigms, including obsolete canned templates hinder you from the big picture. Small business can't afford nonsensical systems and processes.
Thank You to Sidney Vianna for your informative Post and/or Attachment!
  Post Number #7  
Old 19th September 2017, 03:37 PM
Eredhel

 
 
Total Posts: 185
Re: Defined Roles in Small Company

I'll second that an org chart might help you get a clearer picture. Just make it according to what you have, not what is in the templates. You might try and fit in at a minimum Top Managers, Department Managers, and Operators. You don't have to have that but it's a minimal approach that might help get you unstuck.

When we started building our QMS we had two owners that were Top Managers, 1 Production Manager and 1 Quality Manager below Top Management, and a few operators below the Production and Quality Managers. Everyone above operators wore many hats. Our organizational structure is more complicated now but in the beginning it grew out of something simple.
Thanks to Eredhel for your informative Post and/or Attachment!
  Post Number #8  
Old 19th September 2017, 06:10 PM
EMSmith

 
 
Total Posts: 4
Re: Defined Roles in Small Company

Thanks - I will be building the functional org chart tonight. I think I am getting a better idea on how to proceed.
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