What is an integrated management system and why does a company need one? Those are a couple of questions I plan to address in a soon-to-be-published book I co-wrote with Terri Andrews. Here’s a little overview of what we discuss in the book.

What Is an Integrated Management System?

Simply stated, an integrated management system is the framework of policies, systems, processes and procedures that organizations use to fulfill all of the tasks required to achieve their pre-defined business objectives.

Why do organizations need such a formalized or structured management system to achieve their goals? Systems might be unnecessary when business competition is weak, risk is minimal and business activities are uncomplicated or mature. But if changes take place, the need for a more formalized system will emerge.

For example, the company’s processes and business knowledge may reside not in a formal system but solely in the heads of the individuals who manage and work for the company. That works fine as long as those people remain around. However, if those individuals move on, the company’s strengths can become its weaknesses.

Thus, larger organizations or those with complicated activities are more likely to have clearly defined processes, documented procedures, well-developed personnel hierarchies and sophisticated record keeping. The need for structure to manage risk and ensure consistency, efficiency and continuing capability is easy to understand.

Integrated Management Systems Options

More and more organizations are implementing formal and strategic management systems to ensure effective control and meet the requirements of customers, stakeholders, regulators and the community at large. Some of the more recognized management system models include:

• ISO 9001 (Quality Management Systems);
• ISO 14001 (Environmental Management Systems);
• OHSAS 18001 (Occupational Health & Safety Management Systems);
• CSA Z1000 (OHS Management System/Canada);
• ANSI/AIHA Z10-2005   (OHS Management System/US); and
• ILO-OSH 2001 (OHS Management System/International).

Implementation of Integrated Management Systems

Sometimes, it makes sense for organizations to implement more than one system, depending upon the type and complexity of organizational activities. For example, it’s fairly common for organizations to create separate management systems to control quality, occupational health and safety or environmental areas, and sometimes discreet functions within those areas.

At its most evolved state, an integrated management system would involve managers taking care of a range of functions within their area of responsibility. A common example is the QHSE Department, wherein QA/QC, Health and Safety, Environmental Management and even Security have processes in common and are managed together within the umbrella of the QHSE management system to serve organizational goals and objectives.

But the success of even the best systems can be undermined if those systems don’t consider and complement each other. It’s been suggested that without a holistic approach to their management and interaction, even good systems can result in bureaucracy, duplication and sub-optimization.

Conclusion

The experience of companies—large and small--to implement quality, health and safety, and environmental (QHSE) management systems has given rise to an understanding of the importance of system integration. The overriding lesson is summed up in a single word: “compatibility.” Companies that achieve compatibility in their management systems are the ones that reap the rewards of “working smarter and not harder.” Next week, I’ll explain what compatibility is and how to achieve it at your own companies.

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