Stress free internal audits?

Here are some tips and tricks for stress free internal quality system audits:

Tip No: 1

It really comes down to the old Boy Scout motto "BE PREPARED".

Have you added the dates of all your proposed internal and external audits to a calendar / schedule? Having this ready for the auditors gives them confidence that you are maintaining your quality system.

Tip No: 2

Make sure that for each date scheduled you detail the scope of the audit.

• Which processes are you planning to audit?
• Are there associated work instructions, forms you would expect to review?
• Have you identified the process owners or auditees you will need to contact?
  

Tip No: 3

Prepare your audit checklist well ahead of time. There are two methods I recommend:

• Mark-up photocopies of each procedure being audited - add questions, highlight forms / records you would expect to witness
• If you use a generic Audit Checklist then review it and ensure its continuing validity, add further questions and highlight forms / records you would expect to witness

Tip No: 4

Contact the auditee at least three working days before the scheduled dates and confirm availability / times.

Tip No: 5

Before undertaking your audit, check previous audit records for any outstanding audit findings - find out why these action items have not been "closed out".

Tip No: 6

Put the auditee at ease right from the start of the "opening meeting" - introduce yourself, explain that you are auditing the system not the personnel. Inform the auditee how any areas of non-compliance will be documented and raised in the system. Reinforce the message of continual improvement.

Tip No: 7

Make sure that you record details of all documents and records shown to you during the audit. Record dates, part numbers, order numbers, customer names - this "objective evidence" may need to be checked by your External Auditors. Make sure it is legible.

Tip No: 8

Prepare your Audit Report as soon as possible after completion of the audit. The longer you leave it the more detail gets lost / forgotten.