QMS in Microsoft 365: Six Ways to Realize the Benefits of a Quality Management System

Most of us can recall buying a product or service that fell short of expectations—a faulty appliance, poor service, or even a meal that made us ill. These experiences create dissatisfaction, complaints, and negative word-of-mouth.

A QMS helps prevent these scenarios by ensuring that products and services consistently meet quality standards—before they reach customers. When done right, it also enhances employee engagement, supports growth, and improves profitability.

In this post, we explore six practical ways to implement and benefit from a QMS in Microsoft 365—from process visualization and document control to employee learning, project alignment, continuous improvement, and inclusive access.

Learn more: Sign up for our webinar on building a Quality Management System in Microsoft 365 or watch the video on QMS within your intranet for real-world examples.

A QMS starts and ends with customer needs. To deliver value consistently, organizations need to define and visualize business processes—showing employees how we work. This includes core processes (developing, marketing, selling, producing, and delivering products and services) and supporting processes (HR, finance, IT, facilities, etc.).

With Omnia, and a QMS in Microsoft 365, you can create interactive process maps that:

✔ Show how the organization is structured and how activities connect.

✔ Provide step-by-step guidance for tasks.

✔ Link directly to documents, forms, templates, and training resources.

This approach makes best practices easy to follow, ensuring consistency, compliance, and clarity across the organization.

Image: Visualizing a Business Process with phases, descriptions, tasks, documents, tools and more.

For a QMS to work, employees must trust the information they access. That means ensuring content is accurate, up-to-date, and governed throughout its lifecycle. Omnia supports creating a governance model in Microsoft 365 that includes: 

✔ Templates and metadata for standardization.

✔ Approval workflows and version control.

✔ Scheduled reviews, archiving, and retention policies.

✔ Traceability for all content—from creation to termination.

With controlled document libraries, users can easily search, filter, and retrieve the latest approved materials—reducing risk and ensuring compliance.

Learn more: Download the guide How to Manage Controlled Documents in Microsoft 365.

Image 2: Controlled documents surfaced for end-users with search and filter options.

Quality management is more than processes and policies—it’s about creating a quality-first culture. That starts with accessible learning resources that help employees adopt best practices.

Building a QMS in Microsoft 365 and Omnia will enable you to:

✔ Build a learning center with courses, videos, and micro-learning modules.

✔ Combine text, images, video, and links in step-by-step micro-courses.

✔ Include knowledge checks, Q&A features, and course ratings.

These tools encourage ongoing development, ensuring quality standards are understood and applied consistently. 

Image 3: A micro-course to help end-users learn about the recommended way of working.

In project-oriented organizations, quality and profitability are often linked to project success. A QMS in Microsoft 365 can ensure that every project aligns with business strategy. 

With a QMS focused intranet based on Microsoft 365 and Omnia, you can:

✔ Define project models tied to strategic goals.

✔ Create Microsoft Teams templates for collaboration.

✔ Manage project documents, tasks, and deliverables with full control.

✔ Track progress and share updates with stakeholders.

This ensures quality principles are embedded in planning, execution, and delivery.

Image 4: The Project Directory with all official projects and their properties.

A QMS thrives when the entire organization embraces continuous improvement—seeking better ways to work at every level. 

A quality management system in Microsoft 365 and Omnia allows you to:

✔ Submit and track improvement suggestions.

✔ Collaborate on resolving issues directly in Teams.

✔ Monitor KPIs and performance indicators.

✔ Coordinate improvements through structured workflows.

This ensures improvements are implemented, monitored, and measured for impact—driving efficiency and innovation.  

Image 5: End-user providing improvement suggestions on a business process.

A modern QMS must be accessible to all employees—including deskless, frontline, and temporary workers.

Omnia extends Microsoft 365 with QMS capabilities and simplified access by:

✔ Supporting users without M365 licenses via alternative authentication (Google and Facebook accounts and SMS PIN).

✔ Providing QR codes for quick mobile app downloads. 

✔ Managing user accounts/profiles and on/offboarding for non-AD groups.

This inclusive approach ensures everyone can access processes, documents, learning resources, and improvement tools—on any device, in any location. 

Image 6: Making work instructions and tasks lists for sign off available in the intranet mobile app.

A quality management system in Microsoft 365 can transform how your organization delivers value—ensuring consistency, compliance, and a culture of improvement.

With Omnia, you get the tools to visualize processes, control documents, foster learning, align projects, and engage every employee.

Learn more about quality management in Microsoft 365:

✔ Sign up for our webinar: Ensure Operational Excellence with a QMS in Microsoft 365.

✔ Watch the video: Building a Quality Management System within Your Intranet. 

You can define and display business processes using tools that support structured workflows, task lists, templates, and linked resources. Solutions like Omnia in Microsoft 365 allow organizations to present processes visually—helping employees understand how work should be done and how value is created for customers.

Document control in Microsoft 365 should be governed by clear policies for approval, versioning, retention, and access rights. Omnia enhances Microsoft 365 by enabling lifecycle management of controlled documents, ensuring content is accurate, trustworthy, and always up to date.

A modern QMS built on Microsoft 365 can include learning hubs, internal training, micro-courses, and step-by-step guidance. These tools help employees adopt best practices and contribute to building a culture centered on quality and continuous improvement.

Yes. A QMS can define project models aligned with business goals and provide templates, workflows, and collaboration spaces in Microsoft Teams. This structure ensures quality is embedded in project planning, execution, and evaluation.

Microsoft 365 QMS tools like Omnia allow employees to submit improvement suggestions, track issues, and view quality performance indicators. These capabilities help foster a proactive culture of learning and efficiency across the organization.

Frontline and deskless workers can access a Microsoft 365 QMS through mobile apps, QR codes, or alternative login methods—even without an M365 license. Omnia enables inclusive access so all employees can engage with quality processes, training, and documentation.