6 Key Steps for Performing an Internal Quality Audit

Businesses often overlook the benefits of internal quality audits as they can be viewed as an unwelcome disruption.

Internal audits are powerful tools. They can help businesses prepare for external audits and find out if they are meeting their self-declared objectives.

To get the most out of the process, following the key steps for performing an internal quality audit outlined here.

1. Schedule regular audits

Internal audits should take place at regular intervals. How often is up to you but will depend on the nature of your business and the risk levels of its processes.

Avoid scheduling audits for the busiest work times. This can create undue stress and disruption.

Include the dates for internal quality audits in the company’s annual calendar. As an audit date approaches, send reminders to staff.

This gives people time to prepare – collecting documents, preparing for interviews, confirming their accounting and so on.

2. Determine the scope of the audit

The quality manager would normally draw up criteria for an internal audit, using input from relevant experts in each department.

The criteria should focus on risk areas in business processes and lifecycle. They should also include all steps in the workflow, to identify possible inefficiencies.

It’s important that the criteria remain consistent over time where possible. This gives team members clear goals to work towards and makes it possible to assess performance over time.

However, criteria must also be flexible enough to accommodate evolving processes.

3. Planning for the audit

Some pre-planning is needed for an internal quality audit.

You’ll need to appoint an auditor. This can be an employee who understands the processes to be audited (but is independent from them). Or it could be someone from outside the company who understands the business and industry standards.

Various employees usually participate in the audit. The process is much less stressful if they know what will be audited and how.

Identify the tasks and processes that each person will be audited on and how that information needs to be presented to the auditor.

Establish the format of the audit. This could include interviews, a review of process documentation, or a demonstration of the workflows.

A successful audit includes transparent communication about the content and format of the audit. It also helps if employees are given time to prepare for the audit.

4. Conducting the audit

To encourage participation and cooperation, begin with a meeting to communicate the objectives of the audit to staff.

Reassure staff that an audit isn’t a witch hunt against non-performing team members. Encourage participants to share their own insights and suggestions for improvements.

Once the auditing process starts, allow the necessary time for the auditor to understand your company’s business life cycle and workflows.

It’s also useful to assess the organisation’s quality management system to identify possible inconsistencies.

5. Reporting on the audit

The auditor’s final report outlines the findings of the audit and makes recommendations for corrective action.

It should allow management to track quality and performance over time, and identify areas for improvement.

Often, these reports aren’t shared beyond upper management.

Instead, an overview of the findings should be communicated to the workforce, with areas for improvement.

Highlight successes in the team’s processes since the last review. This can help keep employees motivated.

6. Acting on recommendations

This is the really important step. Show staff that the auditing process is important and effective by acting on the findings.

Focus on one or two improvements at a time, starting with the most vital or time sensitive.

Regularly assess the results of the changes that are made and their impact.

Also, aim to involve employees in finding solutions to the auditor’s recommendations. Involving staff is key to continuous improvement. It’s also vital for long-term compliance with quality standards.

Compliant can help build your management system and support throughout an audit making the whole process seamless and stress free to certification