In today’s dynamic world of food production and quality management, risk assessment has become not only a standards requirement but also one of the most important tools for preventing problems before they arise. Whether we refer to BRC, ISO 9001, or the HACCP system – a risk-based approach is their common foundation. But what does this actually mean in practice? Risk – Not an Enemy, but a Guide In quality management, risk does not necessarily mean disaster. On the contrary, it is a tool that allows organizations to better understand processes, anticipate potential threats, and manage them effectively. Risk assessment not only protects a company from losses but also uncovers opportunities for improvement and innovation. Risk Assessment According to BRC (British Retail Consortium) The BRC standard (currently BRCGS – Brand Reputation Compliance Global Standard) places particular emphasis on hazard and risk analysis, especially in the context of food safety. Key points: Risk assessment applies to all processes affecting product quality and safety. A documented risk assessment methodology is required – e.g., a risk matrix or scoring scale. BRC requires continuous updates of risk analysis – for example, after changes in recipe, supplier, or technology. In practice, a production facility operating in accordance with BRC analyzes every link in the production chain – from raw materials to finished products – for microbiological, physical, chemical hazards, and food fraud risks. ISO 9001 – Quality Management Through a Risk Lens The ISO 9001:2015 standard introduced the concept of risk-based thinking . Unlike earlier editions, it does not impose a specific method of analysis – it provides flexibility. What ISO 9001 emphasizes: Risk should be identified at every stage of the business process – from strategic planning to customer service. The organization must determine risks and opportunities that may affect its ability to achieve intended results. The focus is not only on “threats,” but also on development opportunities identified through risk analysis. In the context of ISO 9001, a well-conducted risk assessment is not only a protective measure but also a way to build competitive advantage. HACCP – The Classic Risk-Based Food Safety System HACCP (Hazard Analysis and Critical Control Points) is a pioneer of the risk-based approach. Its foundation lies in identifying hazards, assessing their significance, and determining Critical Control Points (CCPs). The 7 Principles of HACCP: Conduct a hazard analysis. Determine Critical Control Points (CCPs). Establish critical limits. Monitor CCPs. Establish corrective actions. Establish verification procedures. Establish documentation and record-keeping. HACCP focuses primarily on food safety, but its principles are so universal that they often integrate with ISO- and BRC-based quality systems. Risk Assessment in Practice – How to Do It Effectively Regardless of the standard, risk assessment should be based on several foundations: Hazard identification  – What could go wrong? Probability assessment  – How often could it happen? Impact analysis  – How serious would the consequences be? Preventive actions  – How can we reduce the risk? Monitoring and review  – How do we ensure everything works effectively? Practical tools worth using: Risk matrices FMEA (Failure Mode and Effects Analysis) Ishikawa (cause-and-effect) diagrams Checklists and internal audits Summary In a world where consumer trust and brand reputation can collapse due to a single defective batch, risk assessment is not a choice – it is a necessity. Standards such as BRC, ISO 9001, and HACCP demonstrate that only a conscious and systematic approach to risk ensures real safety and sustainable growth. It is worth remembering: risk assessment is not bureaucracy – it is an investment in quality, safety, and business stability.

A Sankey diagram (also called a flow diagram) is a special type of flow chart in which the width of the arrows is proportional to the size of the represented flow (e.g., number of complaints, cost of complaints). It provides a graphical representation of how different quantities are distributed across subsequent stages of a process. What distinguishes a Sankey diagram is that it draws attention to the largest flows – the thicker the arrow, the greater the value of that flow. This makes it easy to identify the main sources of problems, bottlenecks, or losses in the system. Originally used in energy management and mass balance analysis, Sankey diagrams are now applied in various fields, including production processes and root cause analysis of complaints. Advantages and Disadvantages of Sankey Diagrams Advantages Clear presentation of flows: The width of the arrows directly illustrates the magnitude of flows, making it easy to see which areas generate the most complaints or where the largest losses occur. Visually appealing format: These diagrams are aesthetically attractive and engaging, which makes it easier to present complex processes to non-technical audiences. Efficient use of space: A Sankey diagram can present a large amount of information in a relatively small area (unlike multiple bar charts). Highlighting key elements: Colors or varying arrow thickness draw attention to the most important areas – you can immediately see where the largest flows or significant losses occur. Disadvantages and Limitations Complexity with many nodes: If the diagram contains too many nodes (categories) or flows, it can become cluttered and hard to read. It is recommended to group data or simplify the structure. Unfamiliarity for beginners: People not familiar with this type of diagram may find it difficult to interpret and may require additional explanation or context. Difficulty with similar values: If two flows have very similar widths, the difference may not be immediately noticeable. Careful selection of colors and appropriate scaling can help avoid misleading impressions. Need for descriptions: A diagram without labels can be unclear. It is usually necessary to add a legend, title, and explanations so that the viewer understands what each node and arrow represents. Sankey Diagram in Complaint Analysis In the manufacturing industry, a Sankey diagram can support root cause analysis of customer complaints in various ways. For example, it can show how many complaints of specific types pass through different stages of the production process and what their root causes are. This allows for quick identification of the main sources of problems – for instance, seeing that the majority of complaints related to paint defects (a bottleneck) result from improper material selection or operator error. The diagram enables you to identify the beginning, middle, and end of each complaint flow “at a glance.” It helps determine whether a particular production stage generates an excessive number of complaints or which combination of complaint type → process stage → root cause occurs most frequently. Similar diagrams are widely used to visualize material or cost flows in production systems. Example Structure of Complaint Flows When building a Sankey diagram for complaints, data is usually arranged in successive “layers” of categories. For example: Complaint Type → Production Process → Root Cause In this structure, each flow shows the number of complaints of a given type passing through a specific stage and resulting from a particular cause. Example flows: Paint defect ➔ Painting stage ➔ Incorrect pigment mixture Mechanical damage ➔ Assembly ➔ Operator error (loose component) Documentation inconsistency ➔ Quality control ➔ Outdated instruction Missing part ➔ Warehousing ➔ Incorrect material order Each such path (arrow) in the Sankey diagram will have a width corresponding to the number of complaints for that combination. Arrows originating from the “Complaint Type” stage connect to nodes representing specific processes and then lead further to root causes. Preparing Data for a Sankey Diagram To create a Sankey diagram, data must be prepared in the form of numerical flows. In practice, the following steps are usually taken: Data collection: Export data from a complaint management system such as Ingenes Studio – Customer Complaints Module or from an ERP system. The dataset should contain at least the following columns: ComplaintType, ProductionProcess, and RootCause. Each record represents one complaint assigned to specific categories. Aggregation: Sum the number of complaints for each unique path. For example, create a pivot table counting how many complaints correspond to each Complaint Type and Process. Then create another table for Process → Root Cause. The result should be a list of pairs (source → target) with their corresponding values. Data format: A Sankey diagram typically requires three columns: Source, Target, Value. For the first layer (Type → Process), the source will be the complaint type name, the target – the process stage, and the value – the number of complaints. The same applies to the second layer (Process → Root Cause). Category consistency: Ensure category names are consistent (e.g., do not use both “Assembly” and “Assy”). Consider grouping very rare causes into an “Other” category to simplify the diagram. Verification of totals: After loading the data into the tool, check whether the sum of outgoing flows from the initial node (e.g., total number of complaints) matches expectations. Properly prepared data ensures that the visualization accurately reflects the real process – otherwise, it may be misleading. Tools for Creating Sankey Diagrams Sankey diagrams can be created in many popular analytical and BI tools: Ingenes Studio: Includes a dedicated dashboard module where data can be visualized in various chart types, automatically sourced from the system’s records. Power BI: Microsoft’s platform offers a certified “Sankey Chart” visual. After loading the data, you can quickly build a Sankey diagram and benefit from interactive filtering and drill-down capabilities. Tableau: Although Tableau does not have a native Sankey chart type, it can be created using data densification techniques or available extensions (e.g., scripts and add-ons from Tableau Exchange). Tableau also supports dynamic flow exploration. Excel: Excel does not include a built-in Sankey chart, but add-ins and plugins (e.g., SankeyMATIC, ChartExpo) or layered chart techniques with Power Query can be used to build a similar diagram without coding. Python: Several libraries support Sankey diagrams. For example, Plotly (go.Sankey function) enables interactive Sankey visualizations. Matplotlib includes the matplotlib.sankey module, and additional options are available in libraries such as holoviews or networkx with extensions. Python provides flexibility and automation capabilities. Other tools: Similar functionality is available in tools such as Qlik, Power Query (in Power BI/Excel), or specialized web applications. The choice depends on the available environment and user preferences. Example Sankey Chart In this simplified diagram, each arrow band represents the magnitude of the flow between successive nodes: the thicker the arrow, the greater the value (e.g., more complaints). The same structure would be applied in complaint analysis: for example, the complaint type would appear on the left, followed by the production process stage, and then the root cause. By using real data, it becomes possible to see which flow paths are the thickest—and therefore the most significant from a quality perspective. In this way, a Sankey diagram facilitates the identification of key areas requiring improvement within production processes. Summary A Sankey diagram is a valuable analytical tool in the manufacturing industry when there is a need to clearly visualize complex data flows, such as complaint pathways. It makes it easy to highlight the most significant sources of problems (the thickest flows), which can be more difficult with traditional charts. Using a Sankey diagram in root cause analysis of complaints enables both a quick presentation of the situation to decision-makers and a more in-depth data analysis (e.g., with tools such as Power BI, Tableau, or Python libraries). Thanks to its advantages—when used carefully to avoid overloading the chart—a Sankey diagram can significantly enhance the process of continuous quality improvement in production.

Is it worth implementing a QMS in a small business? Many small business owners ask themselves the question: does implementing a Quality Management System (QMS), especially based on the ISO 9001 standard, even make sense in our case? After all, QMS is often associated with large corporations, extensive documentation, and additional costs. However, the reality may be surprising – a properly selected and implemented quality system can bring tangible benefits also (or perhaps especially) to smaller enterprises. What is a QMS? A Quality Management System (QMS) is a set of rules, procedures, and tools used within a company to ensure the quality of products or services, meet customer requirements, and continuously improve processes. The most recognized QMS standard is ISO 9001. QMS does not mean bureaucracy, but rather the organization of activities, elimination of errors, and increased customer satisfaction.    Why can a small business benefit from implementing a QMS? Increased customer trust In times of intense competition, customers look for trustworthy partners. An ISO 9001 certificate (if we decide to pursue certification) is proof that the company operates according to verified standards. Even without certification, implementing QMS principles can improve service quality and communication. Better work organization Small businesses often operate “by intuition,” without written procedures. That works — until it doesn’t. When someone leaves, falls ill, or a new employee joins, the lack of structure can paralyze the company. QMS allows for the creation of clear, repeatable processes that reduce the risk of chaos. If you’re looking for a simple way to start — check out how our QMS system designed specifically for small and medium-sized businesses works. Discover our system. Cost reduction through error prevention Repeated complaints, incorrect deliveries, or poorly executed services are not only stressful but also costly. A quality system helps identify the root causes of problems and implement preventive actions. In the long run, this results in clear savings. Support in growth and scaling Any business that wants to grow needs a solid foundation. QMS helps build structures that enable scaling operations, entering new markets, or securing larger contracts (where ISO is often required). Easier access to funding and grants More and more funding institutions (e.g., EU funds, public tenders) require companies to meet certain quality standards. A QMS — even without certification — can be proof of a company’s operational maturity.    Challenges and Myths About QMS in Small Businesses "It’s too expensive for us" The cost of implementing a QMS can be flexible — it depends on whether the company decides to hire a consultant, pursue certification, and the overall scale of changes. Many small businesses implement QMS on their own, step by step, adjusting it to their specific reality. "There will be too much paperwork" A modern approach to QMS (especially in line with ISO 9001:2015) doesn’t require creating dozens of binders. In practice, it’s about real actions, not excessive documentation. The system can be lightweight, digital, and adapted to the working style of small teams. "We don’t have time for that" QMS doesn’t have to be implemented all at once. You can start with simple steps — like documenting key processes, introducing a way to log errors, or creating a customer satisfaction sheet. Each of these steps moves the company closer to better organization.    Summary: Is it worth it? Yes — but done wisely. Implementing a QMS in a small business doesn’t have to mean high costs, bureaucracy, or complications. On the contrary, it can be a step toward greater professionalism, better work organization, and higher customer satisfaction. It also lays the foundation for future growth and scaling of operations. In an era of increasing demands and competition — even the smallest business can benefit by focusing on quality.   What’s next? Read more about practical QMS – Quality Management System And if you’d like to talk about implementation — we’re here to help. 📞 Write or call us – get in touch , and together we’ll find a solution tailored to your business.

The development of artificial intelligence (AI) in recent years has undergone a true revolution. Since OpenAI released ChatGPT in November 2022, the world of technology has changed beyond recognition. AI has ceased to be a curiosity for programmers and has become a real tool used by companies worldwide. Today, artificial intelligence supports business, automates processes, and changes the way organizations are managed. In this article, you will learn: how AI has developed in recent years, what language models (LLM) and RAG technology are, how AI copilots work, what AI agents are and how they support QMS (quality management systems).    Rapid AI development – from ChatGPT to multimodal models On November 30, 2022, OpenAI released ChatGPT, a tool based on the GPT-3.5 language model. Within just five days, it gained one million users. This marked the beginning of a new era in which artificial intelligence started to be widely used – not only by IT specialists but also by HR departments, customer service, marketing, and quality management. In March 2023, the GPT-4 model was introduced, and by May 2024 – GPT-4o. The new version offers multimodal capabilities , meaning the model can analyze text, images, sound, and video simultaneously. Thanks to this, AI can understand context even better and respond to user needs more effectively. Language Models (LLM) – powerful, but limited LLMs, or Large Language Models, can generate answers, translations, summaries, and even create reports and analyses. However, in the early years of their development, they had a significant limitation — lack of access to an organization’s internal data. They were trained on general internet data, which meant they couldn’t provide responses tailored to a specific business. Fortunately, a technology has emerged that solved this problem — RAG. What is RAG? A new era of AI in business RAG (Retrieval-Augmented Generation) is a breakthrough technology that enables language models to combine their content generation abilities with access to specific information stored in company databases, documents, and systems. How does RAG work? Retrieval  – First, the AI searches available sources (e.g., documents, knowledge bases, reports). Generation  – Based on the retrieved information, it generates an accurate and context-aware response. Benefits of RAG for organizations: Access to up-to-date data  – The model uses current information, not just what it "learned" during training. Control over knowledge sources  – The organization chooses which data the AI can access. No need to train the model  – Just provide access to the right documents. Responses aligned with company policy and tone  – The model adheres to internal guidelines. Example applications of RAG: Automatic responses to customer inquiries Summarizing internal documents Analyzing quality documentation    Copilot AI – Artificial intelligence with access to tools   RAG allows AI to use data, but what if dynamic information is needed, such as the current hourly labor rate in a specific department? In such situations, the language model must be able to actively retrieve data from organizational systems. This is where the concept of AI Copilots comes in. What is a Copilot? An AI Copilot is a model that, in addition to generating responses, has access to specific tools and functions, such as APIs, databases, or calculators. Depending on the need, it can: retrieve data from an ERP or CRM system, calculate costs, perform SQL queries, generate documents and charts. Examples of using a Copilot in a company: QMS (quality management) – analyzing data from production and complaint reports. HR – generating responses for employees about vacations, benefits, or training. Finance – automatic budget calculations and reporting support. Customer service – analyzing inquiries and recommending actions. AI Agents – a new level of automation When we combine language models, RAG technology, and Copilot functions, we get something even more powerful – AI agents Who are AI agents? AI agents are autonomous, intelligent software units that can: understand goals and tasks, plan actions, make decisions, perform tasks using tools. They are like virtual employees who can support different areas of the organization – without the need for constant supervision. AI agents in QMS (quality management): They monitor compliance with ISO standards. They support internal audits. They analyze complaints and suggest corrective actions. They create automatic reports for management. They assist communication between quality, production, and management departments.    The future of AI in business – flexible, intelligent support for every department Thanks to technologies like RAG, Copilot, and AI agents, organizations gain powerful tools that support daily operations. Moreover, implementing AI no longer requires huge budgets or teams of developers. More and more solutions are available “off the shelf” and can be tailored to the specific needs of a company. Key benefits of implementing AI in an organization: Faster access to knowledge and analyses. Time savings for employees. Better decision-making. Greater consistency in communication and reporting. Ability to scale without increasing headcount.    Summary Artificial intelligence has come a long way – from simple chatbots to AI agents that can support business processes at every level. Today, companies can use modern language models integrated with organizational knowledge and tools, allowing them to operate faster, more efficiently, and more securely. If your organization is not yet using AI – now is the best time to start. With RAG, Copilots, and AI agents, you can transform your processes, gain a competitive advantage, and successfully implement digital transformation.

The 8D Report (Eight Disciplines) is a popular tool used for problem solving in enterprises, especially in the context of production processes and nonconformities reported by external customers. Although the 8D method is systematic and the 8D report follows a structured format, its preparation can pose many challenges—not only in identifying the root cause of the problem but also in preparing and managing the 8D report itself. This includes documenting, monitoring actions, and verifying their effectiveness. In a survey conducted among the Quality Academy community, it was found that problem solving remains one of the most challenging areas in quality management within organizations. So, what are the most common pain points related to the 8D report? Complexity of the process The 8D method requires a meticulous approach to each of the eight steps. This poses a challenge, especially for less experienced teams, when there is a lack of appropriate tools for communication and documenting information related to the issue being addressed. See how the process of documenting and managing the creation of the 8D report can be simplified: Time-consuming nature Conducting the full 8D process is time-consuming, especially in organizations that must manage multiple issues simultaneously using inefficient tools like spreadsheets. Team and responsible persons’ engagement The 8D process requires collaboration among an interdisciplinary team and precise communication channels. Coordinating the work of many people from different departments is challenging, particularly when there are differences in priorities or a lack of effective tools for assigning tasks, resolving them, and verifying their effectiveness. Data Access Effective problem analysis and implementation of appropriate actions require access to complete data about the issue for all stakeholders. In practice, when using Excel/Word forms, there are often difficulties accessing the full, necessary data about the problem, which affects the quality of analysis and the actions taken by individual people involved in problem resolution. Cause Identification Identifying the root causes of the problem’s occurrence and non-detection (root cause analysis) presents many challenges, especially if the problem is complex. Finding the cause of the occurrence and non-detection of nonconformities requires the use of problem-solving tools that can be easily integrated into the 8D report. Is it really necessary to use several separate sheets for tools such as 5W2H, Ishikawa, 5 Whys, Brainstorming? Of course not. These activities can be carried out in a single place using appropriate software where all stakeholders have access to the collected and analyzed data. Supervision and Verification of Action Effectivenes Monitoring the results of implemented actions and verifying their effectiveness requires constant attention. Without the proper tool, this becomes nearly impossible. Notifications about the arising problem, task assignment, monitoring the status of action implementation, and evaluation of their effectiveness are the foundation for effective and efficient NONCONFORMITY MANAGEMENT. Evaluation of Implemented Actions Even after identifying the root cause, planning, and implementing appropriate corrective and preventive actions, these actions may prove ineffective. In such cases, it will be necessary to inform the team member and return the actions for revision/improvement. This is one of the most frequently overlooked stages, which, without an effective information exchange tool, can cause misunderstandings and delay the closure of complaints. Understanding and Training Employees should be properly trained in the 8D method and tools to apply them effectively. A lack of understanding of the methodology, or relying on ineffective auxiliary tools, usually leads to resistance from employees, errors, and ultimately the ineffectiveness of the entire problem-solving process. Formalization and Documentation The 8D method requires detailed documentation at every stage, which can be an administrative burden. Maintaining an appropriate level of documentation is crucial, but without suitable software, it is often perceived as bureaucratic and time-consuming. Lack of Appropriate Tools for Nonconformity Management Although the 8D report is a powerful problem-solving tool, its effective use requires the right approach, team engagement, time, and resources. Organizations must be aware of these challenges to efficiently utilize available resources and maximize the benefits of applying the 8D method. Difficulty in Collecting Data for Analysis and Reports Creating summaries, reports, and calculating KPIs such as cost of poor quality, PPM rates, number of nonconformities, or categories of root causes consumes a lot of time and resources that you probably spend monthly. Meanwhile, with the right software, it is possible to oversee and present ready reports in real time on aspects related to nonconformities.   All the above pain points can be effectively addressed by using an efficient tool in the form of software that meets the requirements of standards, quality management systems, and customer demands. Comprehensive software for problem solving using the 8D method was developed in collaboration between the Quality Academy and Ingenes — the creator of a dedicated quality management system for enterprises, offering extensive customization options tailored to individual needs.

Implementing the 5S methodology is one of the key elements in building a lean culture, a quality management system, and a foundation for continuous improvement within an organization. However, implementation is just the beginning. To achieve lasting and measurable results, the principles of 5S must be maintained, monitored, and developed continuously. In this context, 5S audits  serve as a practical quality management tool, allowing companies to evaluate the level of standard implementation and effectively enhance it.ią, pozwalające ocenić poziom wdrożenia standardów i skutecznie je doskonalić. What is a 5S Audit and How Does It Support Quality Management? A 5S audit is a structured assessment of how well the 5S principles are being followed in a specific area—whether it's a production hall, warehouse, or office. The main goal is not control for its own sake, but rather strengthening employee awareness, engagement, and accountability. It is closely linked to quality management systems because it enables ongoing verification and improvement of organizational standards. In this sense, a quality audit not only diagnoses but also supports the growth of a continuous improvement culture. Each Pillar of 5S Is Evaluated During the Audit: Sort (Seiri) Are only necessary items present in the workplace? Set in Order (Seiton) Does everything have its designated place, and is it properly labeled? Shine (Seiso) Is the workspace regularly cleaned and maintained? Standardize (Seiketsu) Are the established standards being followed and updated? Do they improve work quality? Sustain (Shitsuke) Are employees committed to upholding standards without constant supervision? What Does a 5S Audit Look Like in Practice? A 5S audit should be conducted regularly and c, as only then does it provide real support for quality management and operational excellence. It is typically performed monthly or quarterly, depending on the specific processes. 5S audits are usually carried out by team leaders, shift managers, or lean teams. Their task is not only to verify compliance with the principles but also to motivate employees to work together on quality and organization. In practice, checklists are used to cover all aspects of 5S. Each area is scored (e.g., on a scale of 1 to 5), and the data collected is used to generate overall ratings and track quality trends over time. Common Mistakes in 5S Audits Poorly conducted audits can have the opposite of the intended effect. Common mistakes include: Overly formal approach  – checklists are filled out mechanically, without real analysis of issues. Lack of feedback  – teams receive no input on results, so they don’t know what to improve. No corrective actions  – identified problems are not addressed, lowering process quality. Routine and fatigue  – audits become a formality rather than a tool for improvement. In the context of quality management, each audit should be a trigger for improvement initiatives—not just another document. Benefits of Regular 5S Audits for the Company Although 5S audits may seem time-consuming, they actually support critical areas of quality management and bring numerous benefits: Maintaining high organizational standards Increased employee engagement in work quality Waste elimination and efficiency improvements Strengthening lean and kaizen culture Improved safety and ergonomics In the long run, companies see better operational results and improved competitiveness. 5S Audits and Digital Quality Management – Modern Tools Modern IT tools are highly effective in supporting both 5S audits and overall quality management. With mobile apps, QMS (Quality Management Systems), or BI (Business Intelligence) tools, it’s possible to: Create dynamic audit forms Automatically generate reports and analyze data Monitor progress and corrective actions Set reminders for upcoming audit dates At Ingenes , we help organizations implement both 5S standards and digital quality management tools—from reporting systems and BI dashboards to applications that support quality audits and data visualization. Benefits of 5S Audit Software: Customizable checklists Fast input of observations using voice notes and photos via the mobile app Rolling forward unresolved observations from one audit to the next in the same area Assurance that no observation is forgotten or overlooked Automatic score reset in case of non-compliance, with app reminders to complete the evaluation Ability to generate reports based on collected data Summary – 5S as a Component of Quality Management 5S audits are not just bureaucracy—they are practical tools that genuinely support quality management in a company. The key to success lies in consistency, transparency, and learning from every audit. If your company wants to implement 5S effectively and connect it with a digital quality management system – contact us. At Ingenes , we know how to turn theory into practice and deliver solutions that work in the realities of Polish businesses.