Our Top Tips for Planning a Successful Remote Audit
Thanks to the global pandemic, COVID-19, many organizations have had to get creative with how they conduct business. Our organization provides essential consulting and auditing services to organizations that have management system accreditations and/or certifications to ISO/IEC 17025, ISO 9001, or AS9100.
Technology has allowed us the opportunity to provide a lot of our typically onsite services remotely. It has been an interesting journey over the last month and a half discovering what works and what just doesn’t. We’ve navigated some technology challenges when it comes to auditing remotely and we’ve gotten guidance from some of the certification bodies we audit for.
Have an internal audit approaching? Don’t let the pandemic delay your audit. Most of your audit can successfully be conducted remotely. There are certain processes that should be postponed to complete onsite. However, anything that can be reviewed with your computer screen can be shared in one of the virtual meeting apps via screen share.
We’ve compiled our top tips for planning a remote audit:
Choose your technology and test it.
There are a lot of different applications out there. Our personal favorites are Zoom and Google Hangouts. They are easy to use and we have found them to be the least glitchy. Make sure that whatever application is chosen, everyone knows how to utilize it and that the meetings are set up ahead of time and instructions are shared.
Create and communicate a clear audit plan.
Make sure you set the expectation for what evidences you want to see with an audit plan or list, as well as expectations for start times, the duration of the live audit time, the closing meeting time, etc. Wifi and internet connections have been bogged down with overloaded usage. Computers work slower when these video/teleconferencing apps are being utilized. Preparation is key for making this flow more smoothly.
Manage expectations with clear communication.
Audits can be nerve racking for some people without the challenges of a pandemic. Now that they can be done remotely, no one relishes the idea of being on video or conference call for a 2 full days. Be sure to communicate expectations clearly. Don’t pressure people into video calls and be helpful if there are technology challenges.
Plan for disconnections and communicate what to do.
This will happen. Be sure to let everyone know what to do when it does. Knowledge is power.
Prepare to over-communicate during the audit.
Remember, unless you are on a video call, no one can see you. Because there are a lot of nuances that will be missed due to that fact, be sure to be extra explicit. You will need to use participant names and point questions directly at specific individuals. Mentally prepare for this to avoid the awkward silence.