> ISO 9001:2026 planning of changes: the new points in 6.3 – information, communication, effectiveness and review of results – with a procedure and an example.

Source: [https://docxpert.io/en/guides/iso-9001-2026/planning-of-changes](https://docxpert.io/en/guides/iso-9001-2026/planning-of-changes)

# ISO 9001:2026 planning of changes (6.3) | docxpert

## What 6.3 now requires

Since 2015, organizations have had to carry out changes to the QMS in a planned manner, considering purpose and potential consequences, the integrity of the system, the availability of resources and the allocation of responsibilities. The 2026 edition adds four points:

Our own summary; the licensed text of the standard prevails.
| Planning point | Since | Key question |
| --- | --- | --- |
| Purpose and potential consequences | 2015 | Why are we changing something and what could happen? |
| Integrity of the QMS | 2015 | Do processes, documents and responsibilities still fit together afterwards? |
| Resources | 2015 | Do we have time, people and means for the change? |
| Responsibilities and authorities | 2015 | Who decides, who implements? |
| Availability of information | 2026 | Do everyone involved have the information they need for the change? |
| Communication of the change | 2026 | Who needs to know what, and when? |
| Monitoring and evaluating effectiveness | 2026 | How do we know the change works? |
| Review of results | 2026 | Did we actually look at the outcome after implementation? |

This is about changes to the QMS itself, such as a new organisational structure, a new site, merged processes or new software. Changes to products and services are still covered by 8.3.6 and 8.5.6.

## A practical example

A machinery manufacturer merges goods receipt and dispatch into one logistics department. Under 2015 it would have defined the new responsibilities, updated process descriptions and planned staff. Under 2026 it also needs:

-   **Information:** the new inspection instructions and customer specifications are available to staff before the cut-over date, not after it.
-   **Communication:** staff, purchasing, sales and key customers learn in time what changes and whom to contact.
-   **Effectiveness:** it is defined in advance how success is measured, for example by lead time, booking errors and complaints.
-   **Review of results:** three months later the indicators are reviewed and the insights recorded.

## A lean change procedure

1.  1
    
    Describe the change
    
    Record purpose, scope, affected processes and documents in a short change request.
    
2.  2
    
    Assess consequences and risks
    
    Assess possible effects on customers, products and other processes. Transfer larger risks to the register under 6.1.
    
3.  3
    
    Make a plan
    
    Define resources, owners, required information, communication channel and dates.
    
4.  4
    
    Set effectiveness criteria
    
    Decide in advance how you will recognise success and when you will check.
    
5.  5
    
    Implement and communicate
    
    Change documents through the approval process, inform the people affected and make sure they acknowledge it.
    
6.  6
    
    Review the result
    
    At the agreed time, evaluate the criteria, record the insights and adjust where necessary.
    

Not every trifle

Define when a change has to go through this procedure. A typo in a work instruction needs no effectiveness plan; a new department does.

## When a change falls under 6.3

Not every adjustment is a change to the QMS. Typical triggers for 6.3 are new sites or business units, merged or outsourced processes, new software for core workflows, changed responsibilities in management and new standards or customer requirements that affect several processes. A single revised work instruction, by contrast, falls under the control of documented information in 7.5.

A short list of triggers in your manual or process description helps. It defines who decides whether a change goes through the procedure. That way, big changes do not happen on the side and small ones do not drown in forms.

## Evidence for the audit

-   a rule stating which changes must be planned,
-   change requests or project plans covering the eight planning points,
-   approvals of the changed documents and evidence of communication,
-   a documented review of results against the criteria defined in advance.

## Common mistakes

-   Limiting communication to a circular email without checking whether it arrived.
-   Defining effectiveness only after implementation, when the result is already known.
-   Forgetting the review of results because the project is formally closed.
-   Mixing product changes and system changes in one procedure without respecting the differences.

## Implementation in docxpert

For changed documents you use [change control](https://docxpert.io/en/features/change-control) with change suggestions followed by review through [approval workflows](https://docxpert.io/en/features/approval-workflows). You evidence communication with [read acknowledgements](https://docxpert.io/en/features/read-acknowledgement): you see who has confirmed the new version and who has not yet.

docxpert keeps the transition plan itself with the “changes” step. There you attach owners, due dates and linked documents. For actions with an effectiveness check, the CAPA module is a good fit. The [transition check](https://docxpert.io/en/tools/iso-9001-2026-transition-check) shows where you stand on all changes.

## Frequently asked questions

Does 6.3 also apply to product changes?

No. 6.3 covers changes to the QMS. Changes to products and services are covered by 8.3.6 and 8.5.6.

Do I need a documented procedure for 6.3?

The standard does not require one. Traceable change plans and reviews of results are, however, the simplest way to evidence the requirement in an audit.

How do I evidence the communication of a change?

For example with distribution lists, meeting minutes or read confirmations of the changed documents. What matters is that the people affected were reached.

Is the transition to ISO 9001:2026 itself a change under 6.3?

Yes, it is a change to the QMS. Plan it with the same points, including communication and review of results.

## Read next

[ISO 9001:2026 transition checkRate the 17 changes, see your priorities and get the result as PDF – no sign-up.Learn more](https://docxpert.io/en/tools/iso-9001-2026-transition-check) [ISO 9001:2026 transitionClause-by-clause changes, transition dates to 2029 and a transition plan.Learn more](https://docxpert.io/en/guides/iso-9001-2026-transition) [Change controlComments, suggestions and change requests with review before a new version is created.Learn more](https://docxpert.io/en/features/change-control) [Read & understoodDistribute new document versions and prove each person's acknowledgement.Learn more](https://docxpert.io/en/features/read-acknowledgement) [Risks and opportunities apart6.1.1 to 6.1.3 and 9.1.3: evaluate opportunities on their own and evidence effectiveness.Learn more](https://docxpert.io/en/guides/iso-9001-2026/risks-and-opportunities)

Free tool

## ISO 9001:2026 transition check

Rate the 17 changes, see your priorities and get the result as PDF – no sign-up.

[ISO 9001:2026 transition check](https://docxpert.io/en/tools/iso-9001-2026-transition-check)[Or try docxpert for 14 days](https://docxpert.io/en/trial)