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Many management systems have evolved over a number of years. Process descriptions are stored on network drives, evidence is sent by email, actions are managed in different Excel spreadsheets and important information is known only to individual employees.
The result is a high maintenance workload, inconsistent document versions, a lack of transparency and unnecessary duplication of work.
TopQM-Systems supports organisations in digitising their existing management systems with Microsoft 365 and SharePoint. Together, we create a central, transparent and practical structure for processes, documents, tasks, actions and evidence.
Technology alone is not the main focus. What matters is a digital management system that fits your organisation’s processes, is used by employees and supports the requirements of relevant management system standards.
A digital management system is more than storing a quality management manual on a server or in the cloud. Processes, documents, responsibilities, tasks and evidence must be linked in a way that enables them to be used easily and maintained reliably in day-to-day operations.
When digitising a management system, existing structures are analysed, standardised and transferred to a central digital working environment.
This may include:
Microsoft 365 and SharePoint offer various options for creating such an environment. The appropriate functions depend on the organisation’s requirements, existing IT environment, available licences and intended level of implementation.
In many organisations, the necessary information is already available. However, it is stored in different locations and managed using a range of tools.
Typical challenges include:
A digital management system provides a shared platform on which information can be made available, maintained and tracked in a structured manner.
Microsoft 365 provides applications and services that can support digital collaboration and the structured representation of management systems.
Depending on your requirements, the following applications may be incorporated:
A central platform for process landscapes, controlled documents, information, evidence and collaboration across sites.
Collaboration within teams and projects, meetings, communication and structured access to relevant information.
Structured management of tasks, actions, risks, improvement suggestions, non-conformities and other information.
Automation of recurring workflows, for example reviews, approvals, reminders and status notifications.
Visualisation of key performance indicators and data, provided that the necessary data sources and technical requirements are available.
Digital collection of information, feedback, assessments and standardised responses.
TopQM-Systems works with you to develop a suitable structure. We focus on the functions that provide genuine value for your organisation and management system.
SharePoint can be used as a central information and working platform for a digital management system.
Instead of storing information in separate folder structures, processes, documents, responsibilities and evidence can be linked and made available to the relevant users.
Potential areas of application include:
Access and permission structures allow content to be made available according to users’ roles and responsibilities. The specific implementation is aligned with the existing Microsoft 365 environment and the organisation’s security and compliance requirements.
An integrated management system combines several management systems within a shared structure. This may include the following standards and requirements:
Instead of establishing a separate system for each standard, common requirements are combined. These may include:
Microsoft 365 and SharePoint can support the digital representation of this shared structure. This avoids creating additional isolated systems and provides a central working environment for the entire integrated management system.
Find out more about the implementation and harmonisation of different management systems on our page about IMS consultancy.
A process landscape is a key component of an effective management system. It shows how management, core and support processes interact and identifies the interfaces between different areas of the organisation.
Within a digital management system, the process landscape can be used as a central point of access.
From there, employees can access information such as:
TopQM-Systems supports you in reviewing, standardising and digitally representing your existing process landscape.
Traceable document control is an essential part of many management systems. It must be clear which documents are valid, who is responsible for them and when they were reviewed, changed or approved.
A structured SharePoint solution can support requirements such as:
Technical implementation alone is not sufficient. Document types, responsibilities, approvals and control rules must first be clearly defined.
TopQM-Systems therefore combines the requirements of the management system with a practical digital structure.
Management systems regularly generate tasks and actions, for example as a result of:
When this information is managed in separate lists or emails, there is often no central overview or consistent status information.
A digital action management system can centrally record:
Automated reminders and notifications can support the tracking process. The appropriate and technically feasible level of automation is defined for each individual project.
A digital structure can also support the efficient planning, performance and follow-up of internal audits.
Potential applications include:
For integrated management systems, shared audit programmes can cover several standards. This makes it easier to identify overlaps and avoid unnecessary duplicate auditing.
TopQM-Systems supports both the professional planning of audits and the development of an appropriate digital structure.
A management review should be based on reliable information and support clear decisions.
A digital management system can help to bring relevant information together in a structured way, including:
Depending on the available data and technical environment, key performance indicators may also be presented using reports or dashboards.
Recurring administrative tasks can be supported by digital workflows, depending on the specific application.
Potential examples include:
However, automation only makes sense if the underlying process is clearly defined and effective. An unclear process will not automatically improve simply because it has been digitised.
TopQM-Systems therefore analyses the existing workflow before working with you to develop a suitable digital solution.
TopQM-Systems supports you from the analysis of existing structures through to the implementation and further development of your digital management system.
Together, we assess:
Based on this analysis, we develop an appropriate concept covering:
Existing processes and documents are reviewed before they are transferred to the digital system.
This includes clarifying:
TopQM-Systems supports the practical implementation and transfer of the agreed structures into the digital working environment.
The precise scope is aligned with the organisation’s existing IT structure and internal technical responsibilities.
A digital management system only works if employees understand and use it.
We therefore provide support through:
Following implementation, the digital management system can be expanded gradually. This may include additional sites, standards, processes, lists, workflows or reports.
Our objective is not to create a digital system that is maintained solely for audits. Together with you, we establish a working environment that supports processes, makes information available and delivers tangible value in day-to-day operations.
Microsoft 365 Copilot can support users with various activities within Microsoft 365 applications. These may include structuring information, summarising content and preparing initial drafts.
However, the use of AI within a management system requires clear rules. Relevant considerations include:
TopQM-Systems supports you in integrating Microsoft 365 Copilot appropriately into existing processes and management system structures.
Find out more on our page about Microsoft 365 Copilot.
Digitising a management system is particularly suitable for organisations that:
The right solution does not depend on the size of the organisation alone. The existing structures, process complexity and objectives are the decisive factors.
Yes. Existing processes, documents and evidence can first be analysed and streamlined before being transferred into a suitable digital structure. The existing folder structure should not simply be copied. It is more effective to review the processes, responsibilities and document control arrangements before migration.
SharePoint can be used as a central platform for an integrated management system. Process landscapes, documents, tasks, actions and evidence can be linked within a shared structure. Its suitability depends on the organisation’s requirements, existing Microsoft 365 environment and intended operating model.
Yes. Common requirements from ISO 9001, ISO 14001, ISO 45001, ISO 50001 and ISO/IEC 27001 can be represented within a shared structure. Standard-specific requirements remain separate where this is necessary.
No. Before migration, organisations should determine which documents are current, necessary and effective. Duplicate, outdated or no longer required content should not be transferred without being reviewed.
Depending on the technical environment, responsibilities, deadlines, statuses, reminders and escalations can be supported digitally. The specific implementation is aligned with the organisation’s processes and requirements.
No. A technical platform alone does not guarantee compliance. Effective processes, clear responsibilities, appropriate evidence and practical implementation remain essential. TopQM-Systems therefore combines digitalisation with professional management system consultancy.
Yes. Common structures can be provided centrally and supplemented with site-specific information. A clear role model, standardised core processes and planned rollout support are particularly important.
Would you like to digitise your existing management system, represent an integrated management system using Microsoft 365 and SharePoint, or modernise your current process and document structure?
TopQM-Systems supports you from analysis and concept development through to practical implementation and further improvement.
Together, we create a digital management system that:
