ISO Certification – Frequently Asked Questions

Management system implementation and certification: Frequently Asked Questions

The process of implementing and certifying a management system is often accompanied by various questions—ranging from whether employees need specialized knowledge and the costs involved, to who is ultimately responsible for the system's functionality. Below, we provide clear, expert-based answers to the most common organizational dilemmas.

Is prior employee knowledge required to implement a management system?

Prior knowledge is not required to begin the implementation process. On the contrary, the implementation itself includes activities through which employees are trained. They gain insights into what a management system represents, why it is vital for business operations, how it is maintained and improved, and how it is integrated into daily business processes.

In other words, employee training is an integral part of the standard implementation process.

How long does it take for employees to adopt the management system?

The time required for adoption depends primarily on the organization itself—specifically on management, which sets the pace of the rollout. Larger organizations with more employees, complex business processes, and multiple locations require more time compared to small and micro-enterprises, which have simpler structures and fewer processes.

Every system is introduced in accordance with the realistic capabilities and needs of the organization.

Who controls the implementation and who plays the key role?

In most small and medium-sized enterprises (SMEs), one or two people are responsible for maintaining the established management system. However, this does not exclude the responsibility of all employees to comply with defined rules and procedures.

Those in charge of the management system monitor its effectiveness, identify weaknesses, propose improvements, manage risks, plan internal audits, and ensure continuous employee education.

In larger organizations, each department or sector often has a designated person for the management system. Nevertheless, leadership plays the most crucial role, while all employees remain responsible for processes within their own jurisdictions.

Is maintaining certification expensive, and is an audit paid for every year?

The certification price is determined for a three-year certification cycle, which includes the initial certification (or recertification) and two surveillance audits. Payment terms are defined by contract; in practice, surveillance audits are usually paid for in the year they are conducted, with prices fixed in advance for the entire cycle.

Maintaining certification cannot be viewed separately from the certification process itself—it is an inherent part of it. While the price depends on the certification body’s price list and various factors, certification should not be viewed as an expense, but rather as an investment in stable, high-quality, and sustainable business operations.

When is it better to implement an Integrated Management System (ISO 9001, ISO 14001, ISO 45001)?

If an organization plans to introduce multiple management systems, implementing a single integrated system is simpler and more efficient than introducing each standard individually.

There are no special requirements a company must meet—any organization, regardless of size, headcount, or industry, can implement and certify an integrated management system. The key prerequisite is a strategic decision by top management and a readiness to provide the necessary resources and employee education.

Which organizations certify the fastest and most easily?

Certification is not conducted for the sake of a "paper on the wall" or short-term success in tenders. It is a tool for long-term sustainability and adaptation to market changes.

The organizations that certify most easily are those that understand the essence of the management system, prepare thoroughly, clearly define responsibilities, and actively involve employees at all levels in the implementation and certification process.