The ISO Management System Standards industry has seen significant changes over the years and continues to undergo change. Initially, individual ISO standards were developed independently, each with a unique structure and set of requirements.
However, as organisations increasingly adopted multiple ISO standards to address various areas such as quality, environmental management, information security, and occupational health and safety, the need for a more integrated and streamlined approach became evident.
This led to the introduction of a Harmonised Structure in ISO standards, aimed at providing a unified structure that simplifies the implementation and maintenance of multiple management systems.
This blog looks at the transition from the High-Level-Structure to a Harmonised Structure, its benefits for organisations, and the key updates that you need to be aware of when it comes to ensuring that your management system complies.
The High-Level Structure (HLS)
The introduction of the High-Level Structure (HLS) marked a significant step towards harmonisation of ISO Standards. The HLS provides a common framework for all new and revised ISO management system standards, consisting of a core text, common terms, and definitions.
The HLS consists of 10 core clauses:
1. Scope
Defines the purpose of the standard and applies to generic management systems standards.
2. Normative References
Lists any external documents needed to implement the standard.
3. Terms and Definitions
Provides common management system terms and specific terms for each discipline (quality, environment, etc.).
4. Context of the Organisation
Requires identifying internal and external factors affecting the organisation, interested parties, and the scope of the management system.
5. Leadership
Emphasizes the need for top management commitment by establishing policies and communicating responsibilities.
6. Planning
Requires a risk-based approach to address threats and opportunities, setting objectives and plans to achieve them.
7. Support
Focuses on providing resources like personnel, infrastructure, and knowledge to maintain the system.
8. Operation
Defines the processes needed for operations, including acceptance criteria, contingency plans, and change management.
9. Performance Evaluation
Includes monitoring performance, conducting internal audits, and management reviews.
10. Improvement
Requires taking corrective actions for non-conformities and continually improving the management system.
This standardised structure introduced a simplified approach to implementing and maintaining ISO standards, allowing businesses to integrate Management Systems more efficiently.
Transition to a Harmonised Structure
Recognising the benefits of a unified approach, ISO has transitioned from the High-Level Structure (HLS) to a more Harmonised Structure for its management system standards.
This shift takes into account lessons learned from the HLS and aims to create greater consistency across various standards – all while simplifying implementation and maintenance for organisations utilising multiple ISO Management System Standards.
The Key Drivers for Harmonisation
1. Industry specificity
Businesses across different sectors require greater flexibility in applying management system standards. The Harmonised Structure allows for tailoring the management system framework to address specific industry needs.
2. User feedback
Feedback from organisations highlighted the need for more user-friendly and adaptable management system standards. The Harmonised Structure addresses this by simplifying implementation and fostering a more customised experience.
3. Net Zero and the Harmonised Structure
The growing urgency of addressing climate change is reflected in the Harmonised Structure’s emphasis on Net Zero. This can be achieved through integrating principles like resource efficiency, sustainable procurement and through analyzing the environmental impact of your products and services, throughout their lifecycle, for targeted improvements.
This means organisations will be better equipped to address the challenges posed by climate change and contribute to a greener, more sustainable world.
The Harmonised Structure introduces key elements to empower your organisation:
1. Risk-based thinking
A stronger focus on risk identification and mitigation ensures proactive management of potential challenges and opportunities. Read our blog where risk-based thinking is explained.
2. Organisational context and stakeholder needs
The framework emphasises understanding your organisation’s unique context and incorporating the needs of stakeholders into your management system.
3. Continuous improvement and innovation
The Harmonised Structure fosters a culture of continuous improvement, encouraging innovation to drive ongoing success.
Changes from HLS to a Harmonised Structure
The Harmonised Structure maintains the core elements of the High-Level Structure (HLS) with a few key clarifications and nuances. Here’s a quick overview of the changes per clause:
1. Scope
The organisation’s scopes now need to specify the intended results or outcomes of the management system.
2. Normative References
No changes have been made in this clause.
3. Terms and Definitions
These should now be integrated into all ISO management system standards.
4. Context of the Organisation
An update to Clause 4.2 ‘Understanding the needs and expectations of interested parties’ means that organisations can now determine which requirements and expectations they will include in their management system. Conformity with statutory and regulatory requirements is still mandatory.
5. Leadership
This clause remains unchanged.
6. Planning
The planning of changes (Clause 6.3) is now a common requirement across all ISO management system standards, further bringing in the risk-based approach.
7. Support
The approach to documented information (Clause 7.5) has been neutralised, removing the distinction between ‘retaining’ and ‘maintaining’ information.
8. Operation
No changes have been made in this clause.
9. Performance Evaluation
This clause remains unchanged.
10. Improvement
The Harmonised Structure emphasises proactively initiating improvements rather than just identifying preventive measures.
These updates aim to streamline and clarify the subtle nuances between standards, making them easier to implement and better aligning with modern management practices.
Benefits of adopting the Harmonised Structure
Enhanced integration
This unified framework aligns management practices with the organisation’s strategic goals and objectives, fostering a more cohesive operational environment.
As a result, organisations can achieve greater efficiency, eliminate redundancies, and ensure that all efforts are directed toward achieving strategic goals.
This alignment not only simplifies conformity but also enhances overall business performance by creating the opportunity for a seamless and integrated management system.
Improved flexibility and customisation
The Harmonised Structure means that businesses can tailor their management systems to meet specific needs. This adaptability ensures that systems are responsive to changes in the business environment, enabling teams to quickly adjust processes and controls as required.
By customising the management system, organisations can address unique challenges and opportunities more effectively, ensuring that the system remains relevant and supportive of business objectives.
Future-Proofing
The inclusion of the Harmonised Structure in the updated ISO Standards promotes the enhancement of an organisation’s capacity for innovation and continuous improvement. By integrating continuous improvement practices and fostering an innovative culture, organisations can stay ahead of industry trends and regulatory changes.
This future-proofing ensures that management systems remain effective and compliant over time, supporting long-term sustainability and growth.
Transitioning to ISO standards that incorporate the Harmonised Structure will be a pivotal step for organisations that continue to enhance their management system/s. This transition will not only streamline processes and reduce duplication of efforts but also align operations with strategic goals, ensuring a more integrated and efficient approach.
Looking for help during an ISO Management System update or change?
Engaging with our ISO consultants or training programs can significantly ease the process of updating or building on your management system. Our experts provide valuable insights, practical tips, and best practices tailored to the specific needs of each organisation.
Download our guide: “Steps to follow when updating your ISO Management System”
Adjusting your Management System to consider the Harmonised Structure
Each management system standard has been through or is the process of review, pending revision and release of an update. Being prepared for the update of your key ISO Standards involves a few steps. Following them will ensure a smooth transition and an optimal integration into any existing management systems.
The first step is assessing your current systems and identifying gaps where improvements or changes are needed. This evaluation will help your organisations understand your starting point and the areas that require attention.
Next, training and engaging team with the new approach is crucial. By providing thorough training, your organisation can ensure that all employees understand and embrace the ISO Standards changes, fostering a culture of continuous improvement. Internal Auditors will have to demonstrate competence in the revised standards for their audits to be valid.
Finally, revising documentation and processes is essential to aligning with the revised ISO Standards. This includes updating policies, procedures, and other critical documents to reflect the updated requirements of the ISO Management System standards.
Common challenges we’ve seen during previous ISO Standard transitions:
1. Understanding new requirements
Organisations may struggle to comprehend the nuances and changes introduced by the revisions.
2. Employee resistance
Staff may be resistant to change due to unfamiliarity with the new requirements from the standards.
3. Updating documentation
Revising existing documentation to better align with the new requirements can be time-consuming and complex.
4. Resource allocation
Ensuring sufficient resources, including time and budget, to support the transition process is essential.
Practical tips and best practices for a smooth transition:
1. Stay abreast of industry changes
Stay informed about anticipated changes by closely following RISK ZA updates. This will help your organization prepare for upcoming changes by fostering awareness and anticipation among your team.
2. Thorough assessment
Begin by assessing current systems to identify gaps and areas needing improvement or updates. This sets a clear roadmap for the transition.
3. Training and development
Invest in training programs to educate staff on the updated standards. The benefits of the updates to the standard/s and how they will positively influence your management system are key to gaining buy-in. Engaging employees early can mitigate resistance.
4. Incremental changes
Implement changes gradually to allow time for adaptation. This approach can reduce the overwhelming nature of a complete change. Most ISO Standards offer a window for transition before your system or knowledge is considered outdated and non-conforming. Start early to work your way through these.
5. Consultation with experts
Take guidance from industry and ISO Standard experts. Best would be to use a consultant who can empower your team with the knowledge required for an effective system update.
6. Regular communication
Keep all stakeholders informed throughout the transition process to maintain transparency and support. If you are ISO Certified, you will need to engage with your Certification Body and any stakeholders who expect you to maintain conformance.
Looking for help during an ISO Management System update or change?
Engaging with our ISO consultants or training programs can significantly ease the process of updating or building on your management system. Our experts provide valuable insights, practical tips, and best practices tailored to the specific needs of each organisation.
Download our guide: “Steps to follow when updating your ISO Management System”