Help! My Audit is Next Week
Are you Ready for an Audit?
Is your organization ready for a 3rd party audit next week? Or do you spend a month frantically cleaning up wayward processes before an audit? If your system is already in great shape, good for you! If you’re in panic mode, you’re not alone. Many organizations fall behind in maintaining quality systems, leading to the last-minute scramble to catch up before an audit. Whether your QMS is top notch or in need of a quick fix, there are simple, effective steps you can take now to approach your audit with confidence.
Conduct a Visual Walkthrough
Even if your QMS is strong, conducting a final walkthrough is a valuable preparation tool. Seeing your facility the way the auditor will see it provides an opportunity to clean up before bringing visitors in and may even highlight issues for further investigation after the audit.
Check all areas listed on the audit schedule plus any locations the auditor may request to visit. Look around and notice what is visible. No need to ask questions, just observe what is out and evident and could trigger a question from the auditor.
Look for:
- Is posted information up to date and properly controlled?
- Are records legible and complete?
- Are instruments within calibration?
- Are metrics and dashboards up to date?
- Are any communications outdated?
- Is the area clean and orderly?
While ISO9001 does not require tidiness, it can be an indication of issues, such as a lean board with missing tools or test equipment needed to do the job.
A quick check can prevent unnecessary findings and set the tone going into the audit.
Prepare Auditees for What to Expect
Audit readiness isn’t just about the requirements; it’s also about people. The auditor should provide a schedule so you can ensure the right people are available. When confirming the schedule, let them know which processes and clauses will be covered during their portion of the audit.
If anyone is new to the company, new to their position or if it will be their first time being audited, take time to prepare them for the audit. First time auditees are often nervous.
Share with them:
- What to expect during the audit
- The types of questions they may be asked
- Examples of evidence or documentation the auditor may request
Knowing what to expect reduces anxiety, builds confidence and leads to a smoother audit with fewer last-minute searches for information.
Communicate with the Entire Site
Process owners absolutely need to know about the audit, but limiting communication to a small group is a missed opportunity. Auditors could speak with anyone during the audit, and widespread awareness builds the organization’s quality knowledge and helps the whole organization feel prepared.
Consider sending a sitewide message that includes:
- Audit dates
- Purpose of the audit
- What employees can expect
- What to do if they don’t understand a question
- Where to find important information
- A reminder of the quality policy and how each person’s work contributes to it
A well-informed team reflects a strong quality culture which you want to demonstrate to the auditor.
How Can I Stay Prepared for the Next Audit?
Let’s be honest, last-minute scrambling is exhausting! It takes time and energy that could be better spent improving your organization instead of playing catch-up. The long-term goal is to be audit ready every day. Use this audit as a learning opportunity. Identify gaps and implement improvements to strengthen your quality management system. In an upcoming post, we’ll explore further what it means to maintain a state of audit readiness – not just to maintain certification, but for organizational excellence.
