Quality Management System consultants are professionals or consulting firms specialized in assisting organizations in implementing, maintaining, and improving their Quality Management Systems (QMS) in accordance with the ISO 9001 standard.
ISO 9001 requirements often require a deep understanding of the Standard and the ability to apply it in diverse organizational settings. Because of this, ISO 9001 implementation and certification demands a level of expertise and experience that QMS consultants are in the best position to provide.
Let's begin by considering the requirements of the different Sections of ISO 9001 and how a QMS consultant can help address those requirements.
QMS consultants can greatly help in understanding the unique context in which an organization operates, which is what ISO 9001 Section 4 is all about. They analyze the organization's internal and external environment, including its culture, structure, processes, and the unique requirements of their industry.
They also identify and understand interested parties crucial to their business operations, such as customers, suppliers, employees, regulatory bodies, shareholders, and others affected by the organization's QMS, and can impact it in return.
By analyzing the organization's context, QMS consultants can help define the scope of the QMS, establish clear and measurable objectives that align with the organization's overall goals, and align them with the requirements specified in Section 4.
QMS consultants can help organizations develop custom implementation plans that directly align with the requirements outlined in Section 6 of the ISO 9001 standard, which emphasizes planning for the QMS and its continual improvement.
For example, QMS consultants can conduct thorough risk assessments to identify potential risks and opportunities related to the QMS implementation. They can then prepare detailed action plans that outline specific steps, responsibilities, timelines, and required resources to achieve the established QMS objectives in compliance with ISO 9001 Section 6.
After this, they can help establish mechanisms for monitoring progress against objectives, using performance indicators to assess the effectiveness of the implementation plan.
This Section emphasizes the need for documentation to support the operation and control of processes, and QMS consultants can help ensure this requirement is met.
They can do this by creating the Quality Manual, which will guide the QMS's structure and operation. They can also help develop other documented procedures that will provide detailed guidance on how to perform particular organizational tasks, ensuring uniformity and quality in executing processes.
Lastly, they can help document proof of implemented processes, audits, corrective actions, and ongoing improvement efforts. They can make sure that these records meet the standards laid out in Section 7 and that they always remain available, accurate, confidential, and protected against loss or damage.
Section 8 emphasizes the necessity of effective operational processes to meet quality objectives and ensure the proper functioning of the QMS.
QMS consultants can play an important role by establishing necessary processes, developing strategies to optimize them, reducing waste, and improving efficiency.
They can also help apply risk management principles to these processes to minimize potential risks and uphold consistency and quality while ensuring compliance with the standards' requirements.
Section 9 focuses on evaluating the QMS's performance and ensuring its effectiveness.
QMS consultants can help with this by planning internal audits and defining the scope, objectives, and criteria for assessment. These audits will evaluate processes, procedures, and documentation for effectiveness and compliance against standard requirements.
Next, they can help document any nonconformities discovered, provide recommendations for corrective actions, and review and analyze performance data gathered after taking corrective actions.
Section 10 focuses on the continual improvement of the Quality Management System (QMS) within an organization.
QMS consultants can help with this by conducting thorough Root Cause Analysis to identify the underlying reasons for nonconformities, enabling more effective corrective action and preventive action strategies.
They can then use this to drive continual improvement initiatives via training and skill development programs, which they can evaluate with performance monitoring metrics aligned with Section 10.
Lastly, they can provide additional audit support to ensure recorded evidence of improvement efforts is readily accessible during internal and external audits to maintain documentation and compliance.
QMS consultants require a combination of fortitude, finance, experience, knowledge and expertise, and personal attributes to effectively assist organizations in implementing and maintaining ISO 9001 standards.
Below are some examples of what you need to acquire if you're thinking of pursuing a career as a QMS consultant or what you need to look for if you're thinking of hiring the services of a QMS consultant for your organization.
If the opportunity arises, work for an established consultancy – you will learn about what works and doesn't.
Here are eleven steps to get you started on your path to becoming a consultant for ISO 9001.
Step 1: Identify the market niche best suited to your Knowledge and Experience
Begin by identifying the economic or market or technology niche that matches your skillset.
Step 2: Acquire the Certifications, Licenses and Professional Body Memberships
While usually not a barrier working as an ISO 9001 consultant, certification and memberships will help build credibility with prospective clients. Complete an ISO 9001 Lead Implementer Course, if you haven't already done so.
Step 3: Decide Your Short and Long Term Goals
Set goals for your business, and for your private life, looking three months, one year, and 10 years ahead. Discuss and agree on these goals with your spouse or partner - the stress and financial pressure of being self-employed can be very destructive of relationships, especially where the other person is naturally risk-averse.
Step 4: Choose Your Target Market
Identify organisations and organisation types in your market sector that can benefit from the use of your services for a short period of time.
Focus on sectors experiencing, or about to experience, significant statutory or regulatory change or that have had a recent product recall, environmental disaster, or similar.
Here the disruptive event creates an opportunity for you – people are more likely than usual to listen and to be willing to accept the changes you suggest.
Step 5: Research Your Target Market and your Competition
What needs, problems and opportunities can your target organisations successfully address using your services?
You need to be able to tell your clients why they need you:
Step 6: Prepare a Business Plan
The old adage is very true: organizations that fail to plan, plan to fail! No startup business plan has ever matched the outcome, not even closely. But if you can’t make it work on paper, you won’t be able to make it work.
Preparing a business plan yourself is a huge learning exercise in itself and critically important. Except perhaps for financial projections, you cannot/must not outsource this aspect of starting your consultancy. Like marketing and sales for a new business, you must do it yourself.
Step 7: Minimise Your Expenditure
When you fail to fully reach your short-term turnover targets, and you will (just ask any self-employed consultant you know), you do not want any regular monthly outgoings that can be avoided.
Work from home, don’t take on any mortgage or borrowings, rent a car month-to-month, buy second-hand equipment. You want to be able to survive while you build the business.
But you will need an appropriate car and you will need to be well dressed. If you don’t look as if you’re already successful, you won’t sign up for much business.
Prospects will judge you on appearances – do you look and sound professional – they have little else to judge you on. You must look the business to so the business.
Step 8: Build Your Network
If no one knows you and you know no one in your field, you may find yourself in the midst of a disaster soon. It is important to start building your network as soon as you have decided to be a consultant.
A strong contact base ensures that you have many sources from which to find work. A professional network, coupled with a social network, can help you market and advertise your business. References, and personal recommendations, are also important ways to find work in the niche. Rely on your initial contact base to build your network.
Step 9: Fix your Fees and the Way to Bill Clients
As a beginner, you may not receive high fees as a consultant. Your charges increase as you become known as a consultant.
Keep in mind your credentials and experience as well as market conditions, your target group and your competitors when you fix your fees. Also, decide how you will bill clients.
Most management system consultants charge by the day or half-day and invoice at the end of the month (or on completion, if before month-end). Payment within 7 days is usually requested.
Step 10: Arrange your Marketing and Promotion
Forget about advertising whether traditional or online. It is expensive and unlikely to produce results quickly. Instead take the time to build a social media presence including:
A prospective customer can use these media to judge your capabilities. Without them, a prospect will ask themselves why do you not have an online presence.
Step 11: Don’t Hire Permanent Staff
You may find it easier to handle all tasks of your business on your own when you start. But after your ISO 9001 consulting business is up and running, you may need the help of others and you may decide to employ people.
Check both legal and tax details before you do this. You may also outsource some tasks that do not require your immediate attention. Make sure that the tasks are not connected to your consulting business.
For example, you can outsource website maintenance for a consulting business, but not when it is your niche.
Step 12: Proceed with Caution
Don’t give up the ‘day job’ and start QMS consulting. Wait until all the previous 10 steps are essentially completed, seek out a ‘banker’ contract.
For example, get one or more contracts working, say, 4/5 days a year maintaining an organization’s QMS – use your network of contacts to seek out such opportunities.
Many QMS consultants also have ongoing relationships with Certification Bodies where they act as lead auditors and team auditors – an intermittent arrangement that suits both parties.
Only when you are confident that you can make a living fromquality management consultancy should you give up the day job. And then ‘go for it’ working harder and longer than you have ever done before.
Best of luck!
Quality Management System (QMS) consulting can be a rewarding career for those with the right skills and a passion for ensuring quality in organizations.
There's a steady demand for QMS experts who can help set up, maintain, and improve quality systems so QMS consultants can work in many areas, giving them many career choices. They can focus on specific industries or work with different organizations, giving them plenty of chances to learn and grow.
Quality management is constantly changing with the evolution of new technologies and methods, so QMS consultants must keep learning and staying updated on the best ways of doing things. They also make a big difference in companies by improving their work, making things more efficient, meeting rules, and getting increasingly better results.
Some experienced consultants even start their own consulting firms, giving them freedom and control over their work. Plus, since quality standards are, by definition, standardized across geographical regions, QMS consultants can work internationally and move into higher roles within consulting firms or companies as they gain experience.
The costs associated with hiring Quality Management System (QMS) consultants can vary based on several factors, including but not limited to the consultant's expertise, experience, reputation, geographic location, and the scope of services required.
For example, QMS consultants might charge hourly, daily, or project-based fees. Hourly rates can range from $100 to $300 or more, while daily rates might range from $800 to $3000 or higher for more experienced consultants or specialized services.
They may also offer different pricing models based on the services provided. Some may charge a fixed fee for specific services such as conducting audits, assisting with documentation, or delivering training sessions. Others may offer a retainer-based model, where organizations pay a set amount monthly or annually for ongoing advisory services.
The complexity and depth of services required also significantly impact costs. For example, services can range from initial assessments, gap analysis, documentation development, implementation support, training, and auditing to ongoing support and maintenance of the QMS. The broader the scope of services, the higher the potential cost.
In addition to that, the size and complexity of an organization's operations can also affect consultancy costs. Larger organizations or those with more intricate processes may require more extensive support, which can lead to higher consultancy fees.
Consultants with specialized expertise, certifications, and extensive experience implementing QMS or ISO standards may also command higher fees due to their in-depth knowledge and ability to provide more valuable insights and solutions.
Similarly, geographic location can influence rates between regions or countries due to varying living costs, market demand, and competition.
Lastly, additional expenses such as travel costs, accommodation (if consultants work on-site), materials, software tools, and any other resources required for the consultancy project may also add to the final amount you need to pay for the total package.
Note: Updated September 2020; originally posted August 2016.
We have chosen ISO 21001 certification because, unlike IRCA and Exemplar badges (which in our opinion are commercially compromised), it is based on independent third-party assessment. It is a ‘university grade’ standard in use globally by schools, colleges, and universities to demonstrate their competence.