Does your Organization have an Auditing Requirement?

Does your Organization have an Auditing Requirement? Does this cause disruption and concern? See how to turn audits into a positive!

by Bolormaa Nyamdorj

There might be a senior manager, who asks why your organization should be audited. The answer depends on a number of things:

  1. The type of organisation
  2. The size of your organisation
  3. Performance obligations
  4. Any certification requirements, to name a few.

If your organization is registered and/or certified by industry standards and regulations such as Transport Canada, International Civil Aviation Organization (ICAO) and International Air Transport Association (IATA-ISAGO), ISO requirements you will be audited at some point, in order to meet your unique operating requirements.

In another case a supplier may be audited by a customer or by a contracted organization on behalf of a customer. This is the type of audit, which is called “a second party audit”, and is performed at the customer’s request to ensure the supplier compliance with a contract. Being unprepared for an audit by a regulator or customer can be a painful experience. None of us wants to be audited or have to have our work double checked by another group or individual especially if they hold power over us. Too many believe audits are designed to catch you out and find fault. This is only true if we do not align our procedures with our execution.

In reality audits are designed to help us improve results and ensure the work execution is compatible with the plan or procedure. If both the plan and the work are aligned and integrated then economic, safety and operational bottom line results are optimized. If on the other hand you are fully prepared, the auditing experience can be very beneficial.

By turning that pain of an unprepared bad audit experience into a totally different approach by which your organization will benefit from the results. Based on the best practices, an audit helps to define hidden problems and enhance the effectiveness of the operations. Don’t forget that internal and external audit should be recognized as a normal process of the organizations.

Here are two benefits of conducting in house and third party audits regularly to ensure your procedures and work alignment and some tips to use before the next audit.

1) An audit helps to improve the auditee’s process performance.

An audit helps to identify weaknesses in an organization. However, it can define the level of how the organization goes along their objectives. Especially, a continuous audit helps a starting company to improve their processes, policies and operations as well. While findings or nonconformance has been found, in some circumstances, they can be resolved before the final report being introduced. But remember, it is auditor’s decision that either considered the issue as conformance or nonconformance.

2) To maintain your organization’s reputation.

Being certified or registered by industry standard and requirement make a significant impact in your organization’s reputation in the business area. There are additional best practices that can also allow verifying the auditee’s level of competitiveness for new contracts.

Some proven Tips to use before the next audit:

Don’t wait until the finding or nonconformance is being raised by an auditor. If you are aware of the operational process or procedure completed by your employee in the easier or the different way from the regulations and requirements bring it on table and solve it.

Conduct an observation through the operational process. If you are the one of the managers who is willing to enhance customer satisfaction and/or who knows all the operational processes and procedures, you will be able to identify any finding that require follow-up and corrective action.

Identify the issues on daily basis conversation with your employee. Usually the front-line employees are aware of the noncompliance in the floor. Talk to them (you can use a method which is called Management By Wandering Around – MBWA) and ask them how they do their assigned tasks in their way.

AVCON’s auditors, who have more than ten years experiences in aviation fields, can provide professional auditing services to our clients. We will ensure that our auditing services meet with each of our client’s needs and can be applied to any part of the aviation industry such as ground handling, ramp operations, winter operations, quality and safety management systems. For more information go to www.avconww.com.

AVCON.WW Inc. is a consulting & training solution Company specializing in best practice, SMS & environmental change transition management solutions through quality auditing, training and corporate cultural integration throughout all levels and departments, in the Transportation Industry in the Aviation, Trucking, Transit, Rail and Shipping sectors.