How to facilitate ISO 9000 external audit?
ISO 9000 is a set of quality management standards that are used by companies around the world to establish and maintain a quality management system. An external audit is a process where a third-party auditor assesses the company’s quality management system to determine if it complies with ISO 9000 standards.
Facilitating an ISO 9000 external audit requires careful planning and preparation to ensure that the audit process runs smoothly and the company is able to demonstrate compliance with the ISO 9000 standard. Here are some key steps that can help in facilitating an ISO 9000 external audit:
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Review ISO 9000 standards: Before the audit, it is important to review the ISO 9000 standards and identify the specific requirements that apply to your company. This will help you to identify any gaps in your quality management system and take corrective actions in advance.
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Prepare documentation: The auditor will expect to see a variety of documentation related to your quality management system. This includes policies, procedures, work instructions, and records. Make sure that all documentation is up to date and accessible for the auditor.
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Conduct an internal audit: An internal audit is a self-assessment of your quality management system. It can help you identify any weaknesses in your system and take corrective actions before the external audit. An internal audit also helps in familiarizing your team with the audit process and making sure they are prepared to answer the auditor’s questions.
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Appoint an audit team: Select a team of individuals who will be responsible for facilitating the audit process. This team should include a lead person who will act as the primary contact for the auditor and coordinate the audit process.
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Schedule the audit: Work with the auditor to schedule the audit at a time that is convenient for both parties. The audit may take several days to complete, depending on the size of your organization and the scope of the audit.
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Conduct a pre-audit meeting: A pre-audit meeting is an opportunity to discuss the audit process with the auditor and clarify any questions or concerns they may have. This meeting can help you to identify any potential issues that need to be addressed before the audit begins.
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Provide access to facilities: The auditor will need access to all areas of your organization that are relevant to your quality management system. This includes production areas, offices, and storage facilities.
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Cooperate with the auditor: During the audit, it is important to be cooperative and responsive to the auditor’s requests. This includes providing information, answering questions, and addressing any issues that are identified.
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Address any non-conformances: If the auditor identifies any non-conformances with the ISO 9000 standard, it is important to address them as soon as possible. The auditor will provide a report detailing any non-conformances and a timeline for corrective action.
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Follow-up: After the audit, it is important to follow up on any corrective actions that were identified. This will help you to maintain compliance with the ISO 9000 standard and improve your quality management system over time.
In summary, facilitating an ISO 9000 external audit requires careful planning, preparation, and cooperation with the auditor. By following these steps, you can help ensure a successful audit process and maintain compliance with the ISO 9000 standard.
PRACTICAL TIPS
1. Have a full dress rehearsal of the audit, with the help of a team of internal auditors. This audit is in addition to the internal audit program. It will bring out the deficiencies in the system.
2. During the audit team, have your internal persons follow each individual auditor as guides. These guides will help the external auditor reach the right location and person. But, more importantly, keep on giving continuous feedback to the Management Representative, who can take action in case of any problem.
3. Always have the lunch planned with the external assessors, so that a clear communication is maintained with the auditors throughout the audit duration.
4. Any audit is like an exam. You treat the auditors well. Have excellent hospitality, accommodation transport, and refreshments, etc all the time available to the auditors. An auditor with good hospitality is a mellowed-down examiner and should be kept in good humor.
5. It is preferable that all the coordinators from the auditee side are very knowledgeable and trained. It protects against impracticable and sometimes unnecessary comments from auditors.
6. Always give a positive response to the auditor and help them whenever required. After all, the audit is for the good of the company and may bring out weaknesses that we ourselves would like to overcome.