The scoreboard, honestly: the hard targets, how often each one is actually looked at,
and the quiet human signals that never make it onto a dashboard.
Complaint Acknowledgement Time
How quickly we tell a customer we've received their complaint.
Target · 99% of complaints acknowledged within 24 hours.If a customer emails us on Monday morning, you've sent an automated or personal 'we got it' email by Tuesday morning, latest. We track this religiously.
Complaint Closure Cycle Time (Low-Risk Cases)
The average time it takes to fully investigate and close a low-risk customer complaint.
Target · 90% of low-risk cases closed within 15 working days.A customer reports a minor cosmetic defect. You'd aim to have that investigated, a potential root cause identified (even if it's user error), and the customer informed of the outcome within three weeks.
QMS Data Entry Accuracy
The correctness and completeness of the information you log into our Quality Management System (QMS) for each complaint.
Target · <1% error rate in QMS data entry.Making sure the correct product serial number, batch code, and customer contact details are all spot-on, and that the complaint description is clear and objective. A typo in a batch number can send an investigation completely off track.
CAPA Proposal Quality
The clarity, feasibility, and evidence-basis of the Corrective and Preventive Actions (CAPAs) you propose based on your investigations.
Target · 85% of proposed CAPAs accepted by functional owners without significant revision.After investigating a recurring issue, you propose a change to a manufacturing process. Your proposal should clearly state the root cause, the proposed action, who owns it, and how we'll verify it works. If it's vague, it'll get pushed back, and that's a fail here.
Customer Communication Clarity & Empathy
How well you explain complex technical issues to customers in plain English, and how effectively you manage their expectations and frustrations.
- Positive feedback from customers (via surveys or direct comments to Sales/Service). Reduced escalations from customers. Your manager reviewing your written communications and finding them clear and professional. The customer feeling heard and understood, even if the news isn't what they wanted.
Root Cause Identification Depth
Your ability to dig beyond the obvious symptoms to find the true underlying cause of a problem, rather than just patching over it.
- Your investigation reports consistently show evidence of using structured RCA tools (like 5 Whys or Fishbone diagrams). Your proposed CAPAs address systemic issues, not just individual incidents. Your manager sees you asking 'why' multiple times, not just accepting the first answer.
Internal Collaboration Effectiveness
How well you work with other teams (e.g., Production, Engineering) to gather information, present findings, and get agreement on corrective actions.
- Teams willingly provide you with information and support your investigations. You're seen as a helpful partner, not just the 'quality police'. You can show examples of successful information gathering or getting buy-in for a proposed change from a reluctant team. They'll actually answer your emails.
Adherence to Quality Procedures
Your consistent application of our internal quality processes and regulatory requirements during investigations and CAPA management.
- Your case files are consistently complete and audit-ready. You follow our SOPs for complaint handling and CAPA management without needing constant reminders. During internal audits, your work is found to be compliant with ISO 9001 (or relevant industry standards).