How to automate the quality assurance process

Whether you’re providing a digital service or selling physical products, you have to ensure you’re delivering consistent quality to your customers. You can do this with an effective quality assurance process, which focuses on all procedures and systems that contribute to delivering the service or product you offer.

Automating the quality assurance process helps reduce the time and money spent on evaluating and improving your product or service. While some manual processes are necessary in most industries, automation helps optimize employee performance and productivity. 

Why quality assurance matters

The definition of quality depends on the product you’re delivering and your customers’ expectations. To produce consistent quality, businesses need processes that ensure they meet predetermined requirements. If the process is effective and the product or service exceeds customer expectations, then the business develops a reputation for delivering high-quality products and services.

To deliver a product that meets specific requirements, you have to put checks and balances in place to keep each product free of defects. A proactive approach to quality assurance minimizes the risk of making mistakes or missing your quality targets. Through quality assurance, you can avoid the costs of repairs in the future.

Quality assurance automation focuses on optimizing the processes related to creating deliverables — and increasing their efficiency. Implementing a quality assurance program means that you identify potential areas for improvement, enact changes, and plan for ongoing assessments.

Pro Tip

Conduct quality assurance checks for free on any device with Jotform.

Examples of quality assurance processes

Regardless of your product or industry, there are always ways to implement quality assurance to save money and improve overall results. You can identify problems with a product or service through ongoing monitoring and analysis. Then the quality assurance team can implement new practices to correct these problems.

Here are a few examples of how to use quality assurance processes to improve your workflow:

  • Product performance. With physical products, ongoing sample testing is essential to ensure consistent performance. Quality assurance tests a specific number of products from every batch produced using certain metrics to determine the quality of each item. Results from these tests can be recorded in centralized forms.
  • Medical care. In the healthcare industry, structured processes like treatment regimens and staffing requirements ensure positive patient outcomes. Medical professionals must follow systematized methods for recording results and following best practices. Most medical practices are moving to digital files and forms to do this.
  • Customer onboarding. Allowing customers to enter their information directly into digital forms minimizes the risk of human error that often occurs in data entry. Not only do you have a direct source for data collection, you can organize information in a central location.
  • Inspector forms. Product inspectors can use quality control forms to gather information about the performance of the product. Manufacturers then use this information to adjust systems for product creation and distribution.

Quality assurance programs are built on a foundation of documenting procedures and systems. You first need to identify specific details of each product or service to measure and track. Ongoing data collection will inform decisions about how products or services are created and delivered.

How workflow automation can assist with quality assurance

Integrating quality assurance automation offers many benefits for your organization:

  • Increased staff productivity
  • Decreased training time
  • Audit trails for activities
  • Compliance management
  • Team oversight 
  • Improved return on investment (ROI)

To improve workflows and maintain quality, look for ways to automate repetitive processes or anything that requires a lot of manual work. Also, identify areas where the risk of human error is high, especially when the errors can have a domino effect on other steps in the workflow. Finally, automation is highly effective at integrating data from multiple sources.

Jotform: The low-code solution for workflow automation

It’s easy to streamline workflows when you’re using Jotform templates and digital forms. 

Select and customize the quality assurance form template of your choice to improve the information-gathering steps in your business. For example, you can create a quality control form that team members use to collect information. Other example templates include a quality assurance survey form or this quality assurance check form.

Next, ensure your submissions are organized with Jotform table templates. Jotform Tables gives you a centralized database to store all relevant information. You can also ensure overall quality by integrating approval templates as a way to automate the review process.

A variety of audit forms and inspection forms are available, giving you a range of templates to match your unique business needs. Jotform’s forms, templates, and approval processes are user-friendly and easy to implement. Your team doesn’t need to be tech-savvy to benefit from these low-code tools.

This article is originally published on Jan 03, 2022, and updated on Jan 26, 2023.
Aytekin Tank is the Founder and CEO of Jotform and the author of Automate Your Busywork. A developer by trade but a storyteller by heart, he writes about his journey as an entrepreneur and shares advice for other startups. He loves to hear from Jotform users. You can reach Aytekin from his official website

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