Hosting an Inspection/Audit
By Sandra Gonzalez 10May2024
The Host plays a critical role in facilitating the audit process, promoting transparency and cooperation, and helping to ensure that the organization meets its compliance requirements and maintains high standards of quality and performance. The main point to take as a Host is “BE PREPARED”.
The role of the Host during an Inspection/Audit is crucial in ensuring a smooth and successful process. The main purpose of the Host is to facilitate the Inspection/Audit and provide the necessary support to the Inspectors/Auditors. The Host can help create a positive and efficient Inspection/Audit experience that leads to a successful outcome for the organization. To ensure a smooth and successful process, the Host should have some important attributes that include:
1. Knowledgeable: have a good understanding of the organization's operations, processes, and relevant documentation to provide accurate information to auditors or inspectors. In addition, the Host should maintain current in previous Inspection/Audit outcomes from the site and other companies to strategize the way of working of the team.
2. Organized: Being well-prepared and organized can help the Host streamline the Inspection/Audit process, ensure all necessary documents are available, and facilitate a more efficient review. A project plan is an indispensable tool to aid the strategy development and organization.
3. Communicative: Clear communication skills are essential for the host to effectively convey information, answer questions, and address any concerns raised by the auditors or inspectors. These communication skills involve Management, Subject Matter Experts (SME from production and quality), Documentation personnel (Bookkeepers), Internal Auditors (Reviewers), Scribe and Support Team Lead (War room).
4. Professionalism: Maintaining a professional demeanor and attitude throughout the Inspection/Audit demonstrates respect for the process and helps build credibility with the auditors or inspectors. First impression matters. Maintain a professional attire always. This helps to maintain the environment of respect and professionalism not only for the Host but for all Inspection/Audit team members.
5. Attention to detail: Being detail-oriented can help the Host identify potential issues, inconsistencies, or gaps in documentation that may need to be addressed during the Inspection/Audit. Observe the behavior and body language of the Inspector/Auditor. That would speak volumes on where the Inspection/Audit is heading to.
6. Problem-solving skills: The Host should be able to think quickly, address unexpected changes and challenges, and work collaboratively with the Inspectors/Auditors to resolve any issues that may arise.
7. Collaboration: The Host should be able to work effectively with the Audit Team, Internal Stakeholders, and Employees to ensure a cooperative and productive Inspection/Audit process. This is also obtained by having good communication with the Management.
8. Follow-through: After the Inspection/Audit, the Host should be diligent in following up on any findings, implementing corrective actions, and ensuring that any recommendations are addressed in a timely manner. This demonstrates that the site is in control of any finding and corrective actions.
SbyS group can help you strategize/train/assess/act on your next Inspection/Audit and prepare/coach/ mentor the Host, Management and Audit Team to thrive during the process. With over 25 years of experience managing successful Inspection/Audits to a variety of customers with different challenges, SbyS has helped clients to reach goals improving the inspection/Audit status. We also provide detailed assessments of your quality systems, identify current problems, risks and trends to recommend actions, and work with the Staff in continuous improvement of the processes.