The ISO 9001 certification process
Certification is not an exam you take in one day. It is a process of preparation, implementation and external assessment.
The six phases
Gap analysis 1-2 weeks
Building a system 2-4 months
Implementation 1-2 months
Internal audit 2-4 weeks
Management review 1 day
Certification audit 1-3 days
Total 4 to 7,5 months
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Gap analysis , duration 1-2 weeks
You take stock of where you are and what still needs to be done
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Building a system , duration 2-4 months
You record processes, create procedures, assign responsibilities
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Implementation , duration 1-2 months
You will work according to the new system and train employees
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Internal audit , duration 2-4 weeks
You check yourself whether everything works before the certification body arrives
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Management review , duration 1 day
Management assesses whether the system is effective
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Certification audit , duration 1-3 days
An external auditor tests your system and issues the certificate
Who does what?
Management
Promotes quality policy, makes resources available
Quality Manager
Builds the system, coordinates, monitors progress
Employees
Working according to the agreements, providing input for improvement
optional
Advisor
Helps with set-up, trains employees, prepares audit
Certification body
Conducts the independent audit
Preparation for ISO 9001
Good preparation saves time, money and frustration during the audit.
Documentation Requirements
ISO 9001:2015 prescribes fewer mandatory documents than previous versions. But you must record these things:
Quality Policy
Brief statement of your quality goals and approach
Quality Objectives
Measurable goals (e.g. customer satisfaction > 8)
Scope
Which activities and locations are certified
Process overview
How your core processes run and are connected
Procedures
Working agreements for critical processes
Registrations
Proof that you do what you say (forms, logs)
Practical checklist
Common mistakes
Too much documentation
- Consequence
- Unworkable system, no one reads it
- Solution
- Keep it simple, only document what is necessary
Only for the piece of paper
- Consequence
- System not used, audit failed
- Solution
- Build something that really helps you
Too little time
- Consequence
- Rushed work, stress, poor implementation
- Solution
- Plan realistically, take three to six months
Management not involved
- Consequence
- Employees don't take it seriously
- Solution
- Management must propagate it
Internal audit too late
- Consequence
- No time to solve problems
- Solution
- Schedule internal audit at least four weeks before external
Read also: How to prepare for a certification audit?