Welcome to this week’s blog post from The ISO Consultant where we will discuss how to achieve ISO 9001 within an architecture practice. Are you an architecture practice being asked to get ISO 9001 certification? Do you want to systemise your everyday activities?

Then you have come to the right place!

What is ISO 9001?

However, before we start, we can hear you all screaming ‘What is ISO 9001?’

ISO 9001 is the internationally recognised standard for Quality Management Systems (QMS). Designed to be a business tool for continual improvement ISO 9001 can help you to achieve the following:

• Streamline and reduce operating costs
• Win more business and compete better in tenders
• Monitor customer perceptions
• Formalise procedures such as – Design reviews, maintenance of competency / cpd records, data backup and drawing control

We agree that this is a very simple explanation of ISO 9001. However, we do not want to deviate too much from the topic of this blog.

So now that we are all on the same page let us get into it…

If you prefer to watch and listen, we have created a short video which can be viewed below…

Step One – Implement a Quality Management System (QMS)

So, the first step in any architecture practices journey is to implement a bespoke QMS which has been written in accordance with the requirements of the standard. Although they vary quite a bit, typically a quality management system comprises of the following documentation…

• Quality policy manual
• Quality policy statement
• Documented procedures – Design and development, tendering, office maintenance, training and complaints management
• Key quality documents – Design review template, CPD record and training matrix

If you know how to implement one of these then that is great! However, this is the reason why companies will then purchase a ready made toolkit which contains everything required to implement your own Quality Management System. The ISO Consultant offers a toolkit like this on our website so if your interested take a look here.

Step Two – Audit your QMS

Once you have implemented your QMS the next stage is to ensure that it meets the requirements of ISO 9001. The most effective way to achieve this is through a comprehensive quality audit which tests documentation such as…

• Quality Management System
• Management Review
• Training Documents – CPD logs, training matrix, certificates, appraisals and toolbox talks
• Complaints Records – Supplier, internal and customer issues
• Customer Satisfaction Documentation

To carry out the audit you can either employ an external consultancy or do it yourself. However, if you are going to carry it out in-house you may want to train that member of staff in ISO 9001 internal auditing.

For information on ISO 9001 internal auditing and training courses get in touch and we can support with this.

Step Three – Conduct a Management Review Meeting within your Architecture Practice

One of the final steps before you book an ISO 9001 assessment is to conduct a management review meeting within your practice. This should involve top management and includes the following agenda topics…

• Quality Objectives
• Customer Satisfaction Rates
• Complaints
• Effectiveness of the QMS

To carry out the management review meeting you can either employ an external consultancy or do it yourself. However, if you are going to carry it out in-house you need to ensure you follow the agenda set within the ISO 9001:2015 standard. Our toolkit contains a ready made management review meeting template so your ready straight away!

Step Four – Pass your Assessment

The final stage is to pass your ISO assessment.

You will need to make sure that your QMS is up to date, well resourced and that your activities are smooth and traceable throughout. Once this is done you can select a certification body to conduct the assessment. We would recommend going out to a few UKAS accredited certification bodies so that you get the best value for money. The reason for this is that prices can vary from one certification body to another.

The initial certification process is split into two parts as follows…

• Stage One – This is usually more of a desktop review to assess whether your company has all the key documentation in place as required by ISO 9001. It will be more focussed upon documentation rather than your everyday activities.
• Stage Two – This is more focussed upon your everday activities rather than documentation and may involve the auditor reviewing your sales, purchasing, design and after sales processes.

If you pass the above assessments without any major problems, then you will then be awarded an ISO 9001 certificate.

We really hope this post helped you achieve ISO 9001 within your architecture practice!

The ISO Consultant is an online ISO Management Systems Consultancy. We have a range of electronic products that can help you achieve ISO 9001 as well as other standards in your company. Our services are sold across the UK and we work with all types of businesses including those based in small towns and major cities including London, Liverpool, Bristol, Birmingham and Manchester.  You can visit the shop by clicking here.