AI Experiment #1 - Context
In Experiment #1 we explore ISO9001 Section 4. - Context with ChatGPT. I have to say right off the bat I’m pretty impressed! I’ve see much worse documentation and records from clients with so-called “real” consultants. As promised in our lead off blog, I will be analysing this experiment using the following criteria:
The quality of the information from a technical perspective,
The completeness of the information in terms of errors or omissions or nuances,
The degree of relevance and usefulness of the information to guide an organization through implementation.
Quality - 9/10
ChatGPT covered all the basics of section 4.1, 4.2, 4.3 and 4.4. I then asked for more detail on only 4.1 for this experiment. The response was well organized and met all of the requirements of the standard. If a client presented this chat to me as evidence of compliance to ISO9001, as an auditor I would have accepted it easily.
Completeness - 8/10
This is where ChatGPT runs into a little difficulty, in my opinion. As an experienced management consultant, I know what the standard says and what auditors are looing for… and sometimes those aren’t the same thing. Here is an example: ChatGPT did tell us to document the internal and external context. However, it left out documenting the needs and expectations of interested parties and SWOT analysis. While technically ISO9001 only requires ‘monitoring and reviewing’ this information, I always recommend documenting it as a record for management review and ultimately auditor review. That said, the fact that is it documented in the chat would have been enough.
Relevance - 7/10
We had to ask for more detail to get the exact answer we were looking for. A less experienced client may not know to direct the AI in this way. It should also be noted that the same question when asked multiple times will produce completely different answers. More on the randomness of AI responses in future blogs. Additionally, we could have provided more detail in the questions. ChatGPT can build on answers, such as “explain step 1 of the previous answer” but you have to reference the previous answer because it does not do it intuitively. For instance, I told it ChatGPT was a management consultant in one question, but had to remind it in the next question. Other questions linking to previous answers such as, “Using the template you provided, create me an example.” would have yielded a result building on the last answer that was following the chat progression instead of an unrelated response. I think that we can work on this in future experiments.
Overall my first impression is that there is definitely something here worth exploring further although, Context as an ISO9001 topic is pretty straight forward. Cant wait for Experiment #2!
Here is our chat…
Hello ChatGPT!
Hello! How can I assist you today?
I need to write a procedure.
Sure, I can help you with that. What type of procedure do you need to write? Can you provide me with more details on the specific procedure you are looking to write?
I would like to write a procedure for creating a context document that is compliant to ISO9001:2015.
Great, I can definitely help you with that. Here is a step-by-step procedure for creating a context document that is compliant with ISO9001:2015:
Identify the organization's internal and external context
Identify the internal and external factors that can affect the organization's ability to achieve its objectives, including the needs and expectations of interested parties.
Determine the scope of the quality management system
Define the boundaries and applicability of the quality management system, including the products and services covered, the locations where the organization operates, and the processes involved.
Identify the quality management system's processes
Identify the processes required for the quality management system and their sequence, including inputs, outputs, resources, and controls.
Determine the interactions and dependencies between processes
Determine how the processes interact with each other, including how the outputs from one process provide inputs to another.
Determine the organization's quality policy and objectives
Define the organization's quality policy, including the commitment to meet customer and regulatory requirements and to continuously improve the quality management system. Set measurable quality objectives that are consistent with the policy.
Document the information required for the quality management system
Determine the information required for the effective operation of the quality management system, including documented information necessary to support the operation of processes and to demonstrate the conformity of products and services to customer and regulatory requirements.
Review and update the context document
Regularly review and update the context document to ensure it remains relevant and effective in supporting the quality management system.
Remember to involve all relevant stakeholders, including senior management and employees, in the development of the context document to ensure that it accurately reflects the organization's internal and external context and is aligned with its quality policy and objectives.
Can you provide more detail on step 1?
Sure, I can provide more detail on step 1 of creating a context document that is compliant with ISO9001:2015.
Step 1 is all about identifying the internal and external context of the organization. This involves understanding the factors and conditions that can affect the organization's ability to achieve its objectives, and the needs and expectations of interested parties (such as customers, suppliers, employees, regulators, and other stakeholders).
To do this, you can follow these sub-steps:
1.1 Define the internal context
Identify the organization's internal factors, such as its values, culture, leadership, resources, capabilities, processes, and products or services. These factors can influence the organization's performance, objectives, and strategy.
1.2 Define the external context
Identify the organization's external factors, such as its economic, social, cultural, technological, legal, and environmental context. These factors can affect the organization's ability to meet customer and regulatory requirements, as well as its reputation and sustainability.
1.3 Identify the interested parties
Identify the interested parties who are relevant to the organization's quality management system, such as customers, suppliers, employees, shareholders, regulators, and other stakeholders. Determine their needs, expectations, and requirements related to the organization's products and services.
1.4 Determine the impact of internal and external factors
Analyze the impact of the identified internal and external factors on the organization's ability to achieve its quality objectives and to meet the needs and expectations of interested parties. This can involve assessing risks and opportunities, as well as strengths, weaknesses, opportunities, and threats (SWOT) analysis.
1.5 Document the internal and external context
Document the results of the analysis of the internal and external context in a way that is relevant, clear, and concise. This information should be used to inform the development of the quality management system and to ensure that it is aligned with the organization's objectives, policies, and strategies.
By following these sub-steps, you can ensure that you have a clear understanding of the internal and external factors that can affect your organization's ability to achieve its objectives, and that you have documented this information in a way that can be used to inform the development of the quality management system.
Can you provide a template for determining internal and external context?
Sure, here is a template that you can use to determine the internal and external context of your organization:
Internal Context:
Organizational culture and values
What are the values and beliefs that underpin the organization's culture?
What is the organizational structure and how does it affect the organization's performance?
Leadership and staff capabilities
What is the leadership style and how does it affect the organization's performance?
What are the skills, knowledge, and experience of the staff and how does it affect the organization's performance?
Resources and capabilities
What are the organization's physical, financial, and technological resources?
What are the organization's unique capabilities and competitive advantages?
Processes and products/services
What are the processes involved in delivering products and services?
How does the organization manage quality, safety, and environmental aspects?
External Context:
Economic context
What are the economic factors that affect the organization's performance, such as market trends, inflation, and exchange rates?
Social and cultural context
What are the social and cultural factors that affect the organization's performance, such as demographics, customer preferences, and lifestyle trends?
Technological context
What are the technological factors that affect the organization's performance, such as innovations, new products or services, and advances in production processes?
Legal and regulatory context
What are the legal and regulatory factors that affect the organization's performance, such as laws and regulations related to quality, safety, and environmental aspects?
Environmental context
What are the environmental factors that affect the organization's performance, such as climate change, resource scarcity, and sustainability requirements?
By using this template, you can ensure that you have covered all the relevant aspects of the internal and external context that can affect your organization's performance and ability to meet customer and regulatory requirements.
I am a management consultant. Can you provide a high level context for my business?
Certainly, here is a high-level context document for your management consulting business:
Purpose and Scope:
The purpose of this context document is to identify and analyze the internal and external factors that impact the performance and success of your management consulting business.
The scope of this document covers the entire organization, including its services, operations, and stakeholders.
Internal Context:
Your management consulting business values the expertise and experience of its consultants to provide tailored and effective solutions to clients.
The organization is composed of a small but highly-skilled team of senior consultants with diverse backgrounds in various industries and management practices.
The organization utilizes modern technology and data analytics to provide better insights and solutions to clients.
Your management consulting business aims to provide a high level of customer service and personalized attention to clients, which has helped establish a strong reputation and an established client base.
External Context:
The consulting industry is highly competitive, and there is a high degree of price sensitivity among clients.
Economic downturns and market volatility can affect client demand and budgets, and changes in regulatory and legal requirements can affect clients' operations and profitability.
The growing interest in digital transformation, technology adoption, sustainability, and social responsibility creates opportunities for your management consulting business to provide value-added services to clients.
Your management consulting business faces competition from larger consulting firms and freelance consultants who may have greater resources and brand recognition.
Interested Parties:
Your management consulting business's interested parties include clients, suppliers, partners, regulators, and other stakeholders.
Clients have high expectations for quality, expertise, and results.
Suppliers and partners provide necessary resources, such as data and technology, to deliver services to clients.
Regulators and other stakeholders may have an impact on your management consulting business's operations and reputation.
By analyzing your management consulting business's internal and external context, you can identify areas for growth, potential risks, and opportunities for differentiation in a highly competitive industry.
I am a management consultant. Can you provide a high level SWOT for my business?
Certainly, here is a high-level SWOT analysis for your management consulting business:
Strengths:
Experienced consultants with deep knowledge in various industries and management practices
Strong reputation and established client base
Flexibility to adapt to changing client needs and business environments
Use of modern technology and data analytics to provide better insights and solutions
High level of customer service and personalized attention to clients
Weaknesses:
Reliance on a small pool of senior consultants for key client relationships
Limited geographic coverage and market reach
Difficulty in scaling up services due to the need for specialized skills and knowledge
High competition and price sensitivity in the consulting industry
Dependence on a small number of large clients for revenue
Opportunities:
Increasing demand for digital transformation and technology adoption in various industries
Growing interest in sustainability, social responsibility, and environmental practices
Expansion into new geographic regions and industries
Developing strategic partnerships and collaborations with complementary service providers
Offering value-added services such as training, coaching, and mentoring to clients
Threats:
Economic downturns and market volatility affecting client demand and budgets
Increasing competition from larger consulting firms and freelance consultants
Changes in regulatory and legal requirements affecting clients' operations and profitability
Technological disruptions and innovations leading to obsolescence of existing services and solutions
Negative publicity or damage to reputation due to unforeseen events or ethical breaches
By analyzing your business's strengths, weaknesses, opportunities, and threats, you can identify areas where you can capitalize on your strengths and opportunities, while mitigating risks and addressing weaknesses and threats. This can help you develop a strategy for growth and sustainability in the competitive consulting industry.