Six steps to implement a revised standard successfully

Published standards have to adapt to change, and there are established processes to make sure they remain current.
But what’s the best way to stay on top of the upcoming changes that affect you, and then implement them efficiently when they arrive? Standards expert, Eamonn Hoxey, explains more.

Staying alert to changes

Forewarned is forearmed is certainly true where standards are concerned. The more warning you have, the better your plan can be. The first thing to do is keep an eye on is any developments in standards in your areas of interest by:

• Participating in the development of a standard in the relevant Technical Committee, Subcommittee, Working Group or Task Group at International, European or national level
• Monitoring the revision of a standard from reports provided to BSI committees doing the work or shadowing the work at International or European level
• Checking the work programmes of relevant Technical Committees made available through industry and professional associations, publicly available websites or information services.

Influencing the change

Once you know that the process to change a standard has started, it is useful to follow the change through the various stages of consensus building.
This allows the implications of the change to be identified at an early stage and planning for its implementation to begin. Such intelligence gathering also allows input to be provided on the proposed change as it goes through the development process.
When should I start to implement the change?
For organizations that use standards in their activities, deciding when to start the process to implement a change can depend on a variety of factors.

These factors can be considered during a Gap analysis - the first step in a six-step process to implement a change, described below.

Step 1: Carry out a gap analysis

The gap analysis considers the magnitude of the change, the importance of the standard being changed to the organization, the effect of the change on existing products or services, and the impact on products or services at different stages of development. This analysis will inform the decisions, as well as the detail and formality, needed in all subsequent steps of the implementation process.

Step 2: Develop an action plan with timelines, responsibilities and costs

Based on the gap analysis and the significance of the change, an action plan can be developed. This should address what needs to be done, by whom and by when. This will inform your priorities as well as allow the required resources to be estimated.

Step 3: Inform your senior management

Senior management engagement will facilitate the implementation of the action plan. The information developed in steps 1 and 2 of the implementation process provides the key points to brief the senior leaders of your organization and gain their support.

Step 4: Update operating procedures

The gap analysis will identify what changes need to be made. These could be changes to your organization’s management system(s), product or service specifications, test methods, or organizational procedures. These could necessitate changes in procedures or documents that are controlled, such as in a Quality Management System (QMS) or other management system. Changes need to be introduced in accordance with any formal change control procedures.

Step 5: Review your training needs

The individuals who need to perform any new or revised procedures can require training in order to execute the procedures effectively.

Step 6: Update any technical documentation

In some industry sectors, the change to the operating procedures can also need to be captured in the technical documentation that describes the characteristics of the product or service, how it is produced and verified, as well as how its performance is monitored over time. In some instances, third party review of changes to this technical documentation will need to be addressed.

Approaching a standards change in a planned and systematic way is a chance to minimise disruption and ensure you get the very best from the revised standard.
It also means you can have the time to think ‘outside the standard’, so to speak, and consider how the changes might be an important catalyst to drive innovation and competitiveness.