Conducting an ISO9001 Internal Audit: Fostering Positive Relationships

Introduction:

Conducting an internal audit is crucial for maintaining ISO9001 compliance and ensuring the quality of organizational processes. However, the audit process can sometimes strain relationships within the workplace. This blog provides practical tips on conducting an ISO9001 internal audit while fostering positive relationships with colleagues.

Improving Communication:

Effective communication is key for a successful internal audit. Clearly communicate the audit’s purpose, scope, and expectations to all stakeholders. Encourage open dialogue and create an atmosphere where employees feel comfortable sharing insights and concerns. Transparent communication builds trust and collaboration during the audit process.

Being Prepared:

Thorough preparation is essential for conducting a successful audit. To ensure a comprehensive and effective audit, it is crucial to familiarize yourself with the ISO9001 standards and the specific requirements of your organization. This in-depth understanding will enable you to ask relevant questions and provide valuable feedback during the audit, showcasing your expertise and professionalism.

Being well-prepared demonstrates your commitment to conducting a thorough and accurate assessment of the organization’s processes. As part of your preparation, auditors should review various documents, including the manual, procedures, past internal audit findings, and customer complaints related to the department to be audited. This comprehensive review helps identify potential areas of improvement and areas that require special attention during the audit.

To streamline the audit process and effectively manage time, it is highly recommended to prepare an internal audit checklist. This checklist serves as a guide, ensuring that all relevant aspects are covered during the audit. It helps auditors stay organized, track progress, and ensure that no critical areas are overlooked.

By investing time and effort in thorough preparation, you enhance the credibility of your audit and ensure that you can provide valuable insights and recommendations. This level of preparation demonstrates your dedication to conducting a meticulous and effective audit that contributes to the overall improvement of the organization’s quality management system.

Showing Empathy:

Approach the audit with empathy and understanding. Recognize that audited individuals may feel anxious or defensive about their work. Actively listen, acknowledge their efforts, and provide constructive feedback focused on improvement rather than blame. Demonstrating empathy creates a supportive environment that encourages growth and collaboration.

Using Objective Criteria:

Ensure that your audit is based on objective criteria and measurable evidence. This approach maintains fairness and eliminates bias in your assessments. Rely on data, records, and documented procedures to support your findings and recommendations. Avoid relying solely on personal opinions, as an inexperienced auditor may do, and instead focus on objective evidence.

Focusing on Problems, Not People:

During the audit, concentrate on identifying and addressing process-related issues rather than criticizing individuals. Emphasize the importance of continuous improvement and collaborate to find solutions benefiting the organization as a whole. By focusing on problem-solving, you foster a culture of improvement, teamwork, and cooperation.

Consulting Before Deciding:

Engage in open discussions with auditees before finalizing audit findings. Seek their input and perspectives to ensure a comprehensive understanding of audited processes. This collaborative approach fosters a sense of ownership and encourages engagement. Involving auditees provides valuable insights and enhances audit credibility.

Agreeing to Disagree When Necessary:

Differing opinions or interpretations may arise regarding audit findings. Discuss and evaluate these differences respectfully, aiming for consensus whenever possible. Remember, the goal is to find the best path forward for the organization’s quality management. Maintaining a respectful and open-minded approach allows for reaching agreements despite differing viewpoints.

Building Working Relationships:

Invest time in building positive relationships with colleagues beyond the audit process. Engage in regular communication, offer support and assistance when needed, and demonstrate that your role as an auditor is not solely focused on finding faults but also contributing to overall improvement. Fostering positive relationships creates a collaborative and supportive work environment.

Conclusion:

Conducting an ISO9001 internal audit can be a productive and harmonious process with the right mindset and strategies. By improving communication, being well-prepared, showing empathy, using objective criteria, focusing on problems rather than people, consulting with auditees, embracing differing viewpoints, and building working relationships, you can successfully conduct an internal audit while maintaining positive connections with your colleagues. Remember, the ultimate goal is to enhance the organization’s quality management system and foster a culture of continuous improvement.