Lessons Learned from the Quality Front: What Our Customers Taught Us About eQMS in Life Sciences

Recently, we had the opportunity to sit down with a few of our experienced users and ask them about their biggest pain points and lessons learned when implementing quality management systems. Their insights were invaluable, and we’re excited to share them with you in the hopes of helping you avoid common pitfalls and choose the right eQMS for your needs.

Lessons learned

Flexibility is King: Adapting to YOUR Quality Workflows

Our customers were unanimous in their emphasis on flexibility within their eQMS. They’ve seen the dangers of rigid, one-size-fits all platforms that force them to work around the system instead of streamlining their processes. In the end, most companies’ processes and workflows are there for a reason – often developed in response to a company’s real-world experience and sometimes learned the hard way – and they shouldn’t be changed because of a system. What’s more, rigid, one-size-fits-all solutions can lead to data silos and workarounds and a lot of frustration. The key takeaway? Look for an eQMS that can be easily configured to your specific quality workflows and protocols.

Beware of Hidden Costs: Transparency in Support and Pricing

Unexpected costs can strain any budget. Our customers shared stories of being surprised by additional fees for basic support, such as training or bug fixes. This lack of transparency can erode trust. When evaluating eQMS vendors, be sure to get a clear understanding of all potential costs, including support fees and subscription tiers.

Stay Ahead of the Curve: Embracing Innovation

No one wants to feel like their software is outdated. Our customers expressed frustration with EQMS systems that were slow to adopt new technologies and features, hindering their ability to keep pace with industry advancements. Choose a vendor with a commitment to ongoing updates and improvements.

Comprehensive Solutions: Addressing Diverse Quality Needs

Our customers highlighted the importance of choosing an eQMS that offers a comprehensive solution, covering the various quality management needs so that they have one focal point and greater efficiency in all things compliance. This includes everything from document control to CAPA management, risk management, audit management, training management, and more. 

Getting the Facts: No Gap Between Sales Pitch and Reality

A common challenge raised was the disconnect between what was promised during a sales process and the reality after implementation. This can lead to disappointment and project delays. To avoid this, conduct thorough research, ask tough questions, and get everything in writing. A good vendor will be upfront about their eQMS’s capabilities and limitations, working with you to develop realistic expectations. And while the customers we spoke to come from different-sized companies and geos, there was consensus that in the end, an eQMS solution should be a real partner in your quality journey, from adapting to your organization’s compliance needs (rather than forcing you to change your processes), to being upfront about costs, to continuously updating to stay on top of the changing regulatory environment.