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.