Regardless of whether your organization has just recently implemented a Quality Management System, if you’ve had one implemented  for years, or perhaps you haven’t quite implemented one yet— something all organizations have in common is the possibility of risks and nonconformities. Even the highest quality businesses can experience a deviation throughout one of their many processes.

A nonconformance can be detected at any point in your organization’s operations, and it can have several impacts if not identified or mitigated properly.

There is a positive to identifying nonconformities, however. Businesses can use nonconformities to further improve operations, streamline processes, and reduce costs. Let’s discuss the best practices for converting a nonconformance into opportunities for success.

Managing Nonconformities

Managing Nonconformities

One of the key elements of quality management is being able to identify and manage nonconformities. There are many tools that organizations can use within their quality management system, and they can help with building continuous improvement in your company.

Here are some of the best practices for managing nonconformities and the benefits of doing so:

Reports & Documentation: Once a nonconformance has been identified, it’s critical that organizations properly document it and other relevant findings. This documentation should be detailed and thorough, including KPIs, feedback, potential impact, and other information such as the date, time, and location. Having the nonconformance documented helps to ensure it does not occur again, and it can be used as a reference for future situations.

Utilizing CAPA: Corrective and Preventive Actions (CAPA) is an essential tool in quality management, helping organizations address root causes, resolve current issues, and prevent future risks. This approach strengthens operations, ensures compliance, and promotes continuous improvement. To learn more about CAPA, read our article that dives into the power of this tool in improving quality.

Monitoring & Reviewing: Monitoring key performance indicators consistently can help your organization determine whether corrective actions were effective, or whether a different course of action needs to be taken. It’s important to keep track of results over time, as this ensures that all operations and products/services meet quality standards. Reviewing documentation and other nonconformance related materials can assist with management reviews and improve overall compliance.

Change Management: Implementing corrective actions often require adjustments to processes or policies, which may introduce new risks. A cost-benefit analysis helps weigh these risks against potential improvements. Once changes are approved, an action plan should outline roles, timelines, resources, success metrics, and monitoring methods. Following the PDCA (Plan-Do-Check-Act) cycle helps validate and guide these changes to ensure successful implementation, as well as overall improvement and growth.

Conclusion: Turn Nonconformities into Growth

In conclusion, managing nonconformities is not just about addressing issues; it’s a powerful strategy for fostering continuous improvement and strengthening quality across an organization. By implementing best practices—such as thorough documentation, utilizing Corrective and Preventive Actions (CAPA), consistent monitoring, and structured change management—organizations can turn potential setbacks into valuable opportunities.

Whether your Quality Management System is newly established or well-established, effectively managing nonconformities ensures resilience, supports compliance, and promotes growth. Embracing a proactive approach to quality management empowers your organization to stay competitive, adaptable, and committed to excellence.

The ISO 9001 Group offers management system consulting services for ISO 9001 and other standards. Contact us today to learn more about the value we can bring to your management system.