Driving Adoption: How to Get Buy-In For A QMS from Your Employees, So They Use It Well

A US-headquartered CRO (Clinical Research Organization) has been using ComplianceQuest EQMS Solution to streamline several quality processes including the following:

• Document
• Training
• Change
• Audit Management
• NC
• CAPA

The company, which operates offices in three continents, has been using ComplianceQuest for over 18 months now. Six months back, they reached out to us to purchase additional licenses, and we took the opportunity to understand why they chose CQ and, more specifically, what it took to drive the adoption of ComplianceQuest EQMS among the employees.

Some of the reasons that caught our attention were:

• The onboarding process with ComplianceQuest was quick, efficient, and seamless.
• The user interface was intuitive and training time was minimal.
• People across global clinical trial teams immediately saw the value and impact of automation using CQ.
• The CRO implemented the QMS in phases; Phase-1 was an OOB implementation, and Phase-2 was carrying out additional configuration as per their specific needs, and this was an efficient approach.
• The CQ platform seamlessly integrated with Salesforce and Clario’s e-clinical technology suite, which ensured data visibility across the board.

10 Best Practices to Drive QMS Adoption and Usage Across Teams

We have heard similar reasons from several of our customers, and it has become clear that getting employee buy-in for the QMS you choose is crucial to drive adoption and usage.

In this blog, we talk about “How to get buy-in from your employees” for the following:

• One, implement a modern EQMS and embrace the power of automation.
• Two, ensure the onboarding journey is quick and easy.
• Three, make sure employees use the software to their advantage, using it to save time, streamline workflows, access data, and increase productivity/collaboration.
• Fourth, take a step-by-step approach where more automation is used to enhance efficiency on an ongoing basis.

As a quality leader, it is paramount that steps are taken to ensure the following aspects are taken care of - 

#1 - Explain the benefits to all stakeholders involved

Emphasize how a QMS helps create consistency and efficiency – and improves customer satisfaction through well-defined processes. This makes everyone's jobs easier.

#2 - Involve employees early

Get input from employees when planning the QMS and designing processes so they feel ownership over the system.

#3 - Provide necessary training

Invest in training employees on using the new QMS successfully. This improves adoption and prevents frustration.

#4 - Define roles and responsibilities

Make sure employees understand specifically how the QMS impacts their individual jobs and responsibilities. Lack of clarity often causes resistance. As a quality leader, communicate with clarity and draft SOPs on how to use the power of automation.

#5 - Communicate regularly

Keep employees informed about QMS changes through meetings, newsletters, and email updates. Clear communication with actionable “steps” can make a big difference.

#6 - Start small

Don't overhaul all processes at once. Implement the system in stages so change is gradual and staff can adapt. For instance, for the CRO customer we talked about earlier in this blog, phase 1 of the implementation was completely focused on what was available Out of the Box (OOB). Configurations were planned in phase 2.

#7 - Show measured results, track KPIs

Share metrics that demonstrate the benefits of implementing a modern QMS, so employees see the value. Track direct impact on employee productivity, quality KPIs, costs saved, etc.

#8 - Incentivize participation and usage

Consider tying QMS goals and metrics to regular employee rewards or recognition programs. One of the keys to driving adoption is also to use existing power users as internal marketers. Through proper communication, current users who see the benefits of a modern QMS must share anecdotes and insights on how they use the solution and how it helps them.

#9 - Lead by example

Managers should be actively engaged in using the QMS themselves so employees take it seriously. For instance, if you use the QMS during Management Review Meetings, then it becomes clear that it is important.

#10 - Be patient

Organizational change takes time. Provide support resources and give employees space to adjust to using a QMS. Keep at it, showcase value, and communicate well. This will make a huge difference.

To find out more about ComplianceQuest EQMS Solution, request a demo here:

www.compliancequest.com/online-demo