The Power of a Management System: Building Upon the Policy Foundation

A management system takes the policy foundation and builds a comprehensive structure for achieving desired outcomes. It goes beyond simply having a document; it's a dynamic framework that ensures consistent implementation, continuous improvement, and effective risk management.

Here's how a management system goes beyond a policy:

• Establishing a Clear Framework: A management system defines a structured approach with clear roles and responsibilities for various departments and individuals. This clarity fosters accountability and ensures everyone understands their role in achieving the policy's objectives.
• Processes and Procedures: A management system translates the policy's "what" into actionable "how’s" by establishing processes and procedures. These detailed instructions guide employees through the necessary steps to comply with the policy and achieve desired outcomes.
• Resource Allocation: The management system allocates necessary resources, including personnel, budget, and technology, to support the successful implementation and ongoing maintenance of the policy.
• Communication and Training: Effective communication and training programmes ensure employees understand the policy, the relevant procedures, and their individual responsibilities within the management system.
• Monitoring, Evaluation, and Improvement: The system incorporates mechanisms for monitoring adherence to the policy and measuring its effectiveness. Regular reviews and audits identify areas for improvement, leading to continuous refinement of the management system.
• Risk Management: A robust management system considers potential risks associated with policy implementation and outlines mitigation strategies. This ensures the system remains adaptable and effective in the face of unforeseen challenges. 

Examples: From Policy to Powerful Management Systems

Let's consider two examples to illustrate the difference:

• Data Privacy Policy: This policy outlines an organisation's commitment to protecting user data. However, a data privacy management system goes beyond this. It would establish procedures for data collection, storage, and access control. It would allocate resources for data security training and allocate budget for necessary security software. The system would include processes for identifying and mitigating data breaches, and regular audits to ensure compliance with data privacy regulations.
• Anti-Bribery Management System: An anti-bribery policy might state the organisation's commitment to never paying bribes to win business. But an anti-bribery management system like ISO 37001 provides a structured framework. It outlines processes for risk assessments, top leadership buy-in, awareness, communications, training, setting objectives, goals, actions, due diligence, deal assessments, gifts and entertainment approvals. The system incorporates procedures for operations as well as non-conformance management and continuous improvement processes. It allocates resources for quality training and establishes mechanisms to monitor and evaluate internal control effectiveness. 

The Benefits of a Management System Approach

Investing in a robust management system offers numerous benefits compared to solely relying on policies:

• Improved Efficiency and Effectiveness: Clear processes and procedures streamline operations and ensure consistent implementation of the policy.
• Enhanced Risk Management: By proactively identifying and mitigating risks associated with policy implementation, the system ensures better management of potential issues.
• Continuous Improvement: Regular monitoring and evaluation lead to constant refinement of the system for optimal performance and adaptation to changing needs.
• Demonstrated Compliance: A well-defined management system provides auditable evidence of a company's commitment to addressing specific issues, facilitating compliance with regulations or industry standards.
• Increased Employee Engagement: Clear instructions and dedicated resources empower employees to implement policy guidelines effectively and contribute to continuous improvement.
• Certifications: Accredited certification bodies like Speeki Europe can certify your company against the management system and issue certificates of conformance.

Conclusion: Building a Sustainable Culture of Excellence

A policy is a crucial first step, but it's just the seed. To create a thriving garden of positive change, organisations need to cultivate a management system.