BSBMGT516 – Facilitate continuous improvement

Assessment Task Part A: Written Knowledge Questions

Q1, Quality Systems and its role

1. In an organisation there are specific teams on responsible to develop quality processes

and measure the outcomes of customer satisfaction, whether they meets the
customer requirements and improving their satisfaction. However, this system does not
limit only on one person in an organisation, it is widely spared up to top management
to raw material suppliers of an organisation hierarchy.
There are several; quality management system used in an organisation
For example

a) ISO 9001:2008 Quality management system - it is an international method is used for

systems and documents needed in the organisation on management process to meet
the some standards to review and improve
b) Hazards Analysis Critical Control Points - Systematic protection technique use in
biological, chemical, and physical hazards in production processes that could be
effect the finished product to be unsafe and redevelop manufacturing process with
minimized risk level.

 Australian Business Excellence Framework- it is a practices has been designed to

enable organizations to archive long term sustainability while improving the nature of
the organisation.
 Total quality management (TQM)- this is design to continuous quality improvement in
internal process in an organisation. it improve the quality of products and services,
which benefit develop customer satisfaction.

To maintain continuous improvement procedures in organization, quality managers, team

leaders have to follow company quality standards to review and monitor products and
services. Whether to check any defects, errors and analyse customer feedback, measure
sales, bench marking, process mapping, quality planning, problem solving, auditing and
evaluations.
There are variety of improvement models and techniques used in an organisation, some
of these for internal improvement which aims with long term strategic benefits while other
focus on short term benefits.
Continues improvement process has four steps PDCA cycle as known as Deming, Cycle
which is
PLAN: identify the opportunity and plan for change
DO: implement the change on a small scale
CHECK: Use data and analyse the results of the change and determine whether it made
a difference
ACT: if the change was successful, implement it on a wider scale and continuously assess
the results. If the change didn't work re begins the cycle.

BSB51915 Diploma of Leadership and Management

BSBMGT516 – Facilitate continuous improvement ID: GT05385

Q 2 Knowledge management system

Knowledge management system is a systematically arranged method of documented
information which enables to relevant employees to collect, analyse, organize and store
accurate information punctually and arranging to revise and distribute.
This system allows to all levels of people in the organisation to be easily reached and keep
up styles and formats are similar to current method, which supports to maintain company
continuous improvement processes.
These knowledge management systems include
- IT systems -database
- Workplace forums and websites,
- Procedure manuals,
- Corporate policies,
- Workshops and professional networks.
In organisation knowledge management system can be set up within networking groups
that can distribute their gathered knowledge by developing meetings with collaborative
online groups or with accessing to newsletters, forms or seminars for continuous
improvement.

BSB51915 Diploma of Leadership and Management

BSBMGT516 – Facilitate continuous improvement ID: GT05385

Q3, Benefits of regularly analysing performance

Analyse performance of an organisation is an important part to continuous
improvement systems. This process is a management responsibility but it is response
method for all level of the organisation.
Main aim for analyse performance is to maintain quality, improve week arias and
display successes of an organisation.
Moreover regularly analysing performance
 Measure operational progress which supports to collect feedback and report
that encourage managers and staff to involve on activities that regularly
monitor and review performance.
 Plays as a source of information collection for example statistical reports,
Benchmarking, surveys, Discussions, Audits.
 Analyse customers’ needs and expectations, their image and reputation of the
organisation and product and services which is helpful to continually improve
the good and services of the organisation
 Observe work health and safety which benefits to minimise incidents ,accidents
and forecast future background of safety in the organisation
 Benefit to analyse company productivity which enables to managers to identify
the resources and required targets to archive and focus on trends and future
problems, before it develop bad influence on business.
 Gather cost information which enables to managers to analyse how, where,
what influence to company production.
 Information on archiving goals and targets which is to identify and display all
stakeholders’ quality of their work produces and review objectives.
 Identify planning and operational improvements and develop ideas for future
improvements

BSB51915 Diploma of Leadership and Management

BSBMGT516 – Facilitate continuous improvement ID: GT05385

Q4, Six Sigma

Six Sigma is mainly a Problem solving strategy for process improvement. This method looks
for improve the quality of the process of production by identifying and removing the
reasons of weaknesses and unevenness in the manufacturing process and reduce waste,
and improve efficiency. This method is called DMAIC, which are stands for Define,
Measure, Analyse, and Improve Control.

How Six Sigma DMAIC structure method can be used to measure continuous improvement
process in an organisation
Define- Explain problems and the objectives in the organisation
Measure - Determine what areas need to be improve, how changes would add up in to
the organisation
Analyse- Evaluate the process and factors that would influence organisation continuous
process
Improve – Expand and distribute identified and implement improvements to required areas
in the organisation
Control- ensures all new improvements are well maintained in the identified areas.

BSB51915 Diploma of Leadership and Management

BSBMGT516 – Facilitate continuous improvement ID: GT05385

Q5, captures information on continuous improvement processes and incorporates them into
its knowledge management system

In order to develop continuous improvement in the business it is an important to incorporate

information with the knowledge management system in the organisation. Because it’s
provide pathway to easily access information or find out employees who hold information
required, which increase efficiency, productivity and motivate to work better without a
tension.
Also it improves decision making process, when taking decision, organisation joint with
knowledge management tools and techniques which facilitate access to different people
with opinions and experience
Moreover, knowledge management systems enable and encourage boosting latest ideas
and motivating new innovations in the organisation. Therefore, it helps to improve efficiency
in internal departments and production process which benefits to increase customer
satisfaction on their outcomes.

BSB51915 Diploma of Leadership and Management

BSBMGT516 – Facilitate continuous improvement ID: GT05385

Q6. Continuous improvement systems relate to other systems in an organisation

In a company to ensure continuous improvement systems its need establish goals and
identify actions to implement the plan. Check the suggested alternatives to identify the
preferred improvement. Share resources to ensure the improvement is a success. Keep
your stakeholders informed and involve those with a direct benefit from the outcome.
Therefore it is need to incorporate all the identified information with the other systems in
the company.

How knowledge management system related: When progresses has recognised it must be
clearly explain and distribute to all stakeholders in the organisation whether it is a system,
product or service even its a simple change in operating process it should inform to all
stakeholders so it is important to maintain knowledge management system in the
company, which knowledge management system enables employees, team members
to easily access, collect, analyse, organize information according to styles and formats
are similar to current method, which supports and save time in the company
improvement processes.
How Monitoring and coaching system related
To establish quality management system in the company, the quality managers, team
leaders have to follow company quality standards system and checked for any defects
and errors and ensure all the identified improvements are default free under company
quality standards which can be used to fill the gap between individual knowledge and
identified skills in required areas among employees.
How sustainability requirement policy related:
When further impartments identified it should meet sustainability requirement policy in the
company in order to improve energy efficiency, waste management system in the
company.
How Communication System related:
It is important to share identify improvements with staff and stakeholders, where they
should be able to clearly understand what they are doing, how, when and what to
expect in the continues improvement process

BSB51915 Diploma of Leadership and Management

BSBMGT516 – Facilitate continuous improvement ID: GT05385

Q7. Organisation’s systems and procedures can be used

It is important when organisation dealing with different business viewpoint there should
have plan outlined to define required activities to engage with legal, political,
technological and social factors to achieve company goals. Therefore, its need have
some procedures to input what is need to be do, how needed to improve and way to
measure and involve them in to in to decision making effectively and efficiently.

For example
 Company policy and procedures Policies are created to encourage and
define all main decisions, actions and activities to take place within the
limitations. And Procedures are the detailed structure which directs the
policies in daily operations of the organization.

 Organisation Business Plan is collection of business goals, objectives, target

market information and financial forecasts that you are directing to
accomplish over a specific time period. It is important to have a business plan
when implementing continues improvement in a business

 Company vision mission and values- the vision, mission, and values offer path
way to everything that occurs in an organization. Which keep everyone
motivates on where the organization is set up for and what it is trying to
achieve. And they define the primary standards of the organization and how
to behave in the market.

BSB51915 Diploma of Leadership and Management

BSBMGT516 – Facilitate continuous improvement ID: GT05385

Q8. Use of computers to support continuous improvement

Contribution of Computers is commonly uses communication for plan, do, and check, act
process through email, websites, blogs, social networking, and video chat.

This can also support to monitor or analyse employee activity and productivity. This
ensures data is secure by using the software to block certain websites, notify possible
threats such as computer viruses, scanning as well as monitor Internet usage by
employees.

Moreover, computers also used to store large amounts of data on a computer which is
easily accessible, cheap, and saves, space and time. Also Computer Technology not
limited, it focused on operations such as product design, manufacturing or service
delivery process design in the continuous improvement.

BSB51915 Diploma of Leadership and Management