ISO 9001 in transport: what it is for and how to get it

If your company works in transport operations and does not yet work with ISO 9001, it is worth understanding the importance of this standard for maintaining and demonstrating a quality standard in the operation.

In short, ISO 9001 is a quality management system standard. When the company meets the requirements, this conformity can be assessed by a certification body and result in a certificate of conformity, as in the process of ABNT Certificadora, the certification arm of the Brazilian Association of Technical Standards.

Read on:

• What ISO 9001 is;
• What ISO 9001 is for;
• How certification works in transport operations;
• Is ISO 9001 mandatory?;
• What the benefits of certification are;
• How to get your certificate.

What is ISO 9001?

“ISO” stands for “International Organization for Standardization”. It is an organization that helps establish standards used by products, services and management systems in different countries.

ISO 9001 is a standard of requirements for quality management systems. Rather than being a certificate in itself, it defines requirements that can be assessed in a management system certification process.

Among the points assessed are the methods of the management process, customer focus, the technologies implemented for logistics optimization, and the quantity and quality of data collected for analysis and decision-making, among other aspects related to quality management.

A manager who seeks the best alternatives and practices for their operation can prepare for an ISO 9001 conformity assessment, as long as they organize processes, evidence and responsibilities before requesting certification.

What is ISO 9001 for?

ISO 9001-based certification serves to give the company a “seal” of credibility for its quality management system.

The requirements used by the responsible organizations are assessed during the process. In Brazil, ABNT, the Brazilian Association of Technical Standards, lists ABNT NBR ISO 9001 as a quality management standard and states that an organization can obtain validation from ABNT Certificadora when it meets the applicable requirements.

For example, companies that use management technologies, making employees' daily processes faster and more efficient, may be better prepared to demonstrate routine, records and control under the requirements of excellence.

However, to be approved, there are several aspects assessed, and you need to know all of them so as not to miss any.

How does ISO 9001 work in transport fleets?

The standard sets requirements for the company to organize and maintain a quality management system. In transport operations, this means reviewing processes, responsibilities, records and ways of keeping track of how the work is carried out before requesting certification through a certification body.

Some of the areas covered by the requirements are:

• People;
• Infrastructure;
• Environment for the operation of processes;
• Monitoring and measuring resources;
• Organizational knowledge.

In 2015, the ISO 9001 version reinforced the logic of risk management in operations, which also ties in with the context of risks in transport operations.

In other words, the company should analyze the main risks and create containment and action plans for each one, using accurate information and real situations to support decisions. This does not mean that the standard, by itself, requires route equipment or specific operational monitoring; the point is to demonstrate that management processes are defined, overseen and improved.

Is ISO 9001 mandatory?

Among the documents required in freight transport, ISO 9001 is not mandatory, but certification can work as a competitive differentiator and generate several benefits for the company.

Benefits of ISO 9001:

It is an indicator of your company's quality

And this shows up not only in providing services and winning high-level customers, but also in attracting talent to the workforce. Certification helps show that the company treats quality as a management routine, not as an isolated action.

It contributes to standardized and efficient work routines

Since the ISO 9001 requirements call for more organized processes, standardizing activities is one of the means that makes this possible. By using technologies for this purpose, besides making it easier to prepare for certification, the company can gain clarity about responsibilities, records and points for improvement in operations.

Help improve the communication flow among employees, suppliers and customers

Along the same lines as the previous point, certification encourages resources and routines that make the company's communication easier. This way, information is less scattered and reaches the people concerned more quickly, such as internal teams, suppliers and customers.

It increases the productivity of transport operations

Given the previous points, productivity can be a consequence. If routines are more efficient, if records are organized and if communication happens with fewer errors and less rework, the day-to-day of transport operations tends to become more predictable.

It reduces cargo losses and delivery delays

One of the expected effects of well-applied quality management is to reduce process failures that cause delays, losses or misplaced shipments. In transport, this involves clear routines, maintenance controls, risk analysis and keeping track of the operation's critical points. ISO 9001 helps structure this management, but it does not require the fleet to use specific route monitoring equipment, nor does it, on its own, guarantee the best vehicle performance.

This is part of what ISO 9001 proposes: focusing on the customer and their satisfaction. So the next benefit could not be any different.

It earns customers' trust in your company

Showing customers that you are interested in improving your services is always positive, and ISO 9001 certification represents this commitment when the company sustains processes, evidence and continuous improvement.

It increases domestic and international market opportunities

Since ISO 9001 is used in the public and private sectors and is based on internationally recognized requirements, you may have a good opportunity in hand if you have plans to expand your business.

It is worth adapting your company to meet the goals of growth, supplier qualification and participation in markets that value certified quality management systems.

How to get ISO 9001 certification?

To do so, you first need to comply with the standard's requirements and choose a certification body. Follow the step-by-step guide to getting your ISO 9001 certification:

1. Learn the quality standards established by the certification.

You can do this through online portals, materials on the standard or by hiring a specialized consultancy to interpret the requirements in the context of your operation.

2. Diagnose the company.

The consultancy may also be needed in the stage of diagnosing your company, identifying which points need improvements and adjustments before an audit.

3. Plan and carry out the changes needed to meet the ISO 9001 standards.

Research the best practices and which types of technology help with the problems identified when diagnosing your transport operation. This stage corresponds to implementing the management system and should make processes, people in charge and records clear.

4. Carry out an internal audit before requesting the official certification audit.

This way, make sure everything is in order to receive the certification body's assessment. The system certification process covers audits and, when the organization meets the requirements, it can receive a certificate of conformity.

How about learning even more about how to do fleet management in freight transport? Read our free material on the subject whenever you like by downloading it here (in Portuguese).