Getting through an ISO Assessment
Even though your level of experience may be high, an ISO examination can be challenging. This article gives you a sense of what to expect on assessment day. Aegis.qa interacts with numerous customers through an ISO assessment on a daily basis. While some clients easily complete their assessments, others need help with doing so. There will frequently be conclusions, but don’t be alarmed; our assessors will ensure you understand what has to be fixed. The most important thing is to remain calm if you discover something; it is not the end of the world and can be improved.
The most crucial thing to remember is to get active, ask plenty of questions, and make sure you learn something from the process.
Before the ISO Assessment
Planning is the best thing you can do before an ISO assessment; there are certain tasks you should complete to make sure you are as prepared as you can be.
The lead auditor will have given you an audit plan that details the evaluation procedure, the areas that will be examined, and when.
Please read this carefully, then read it again.
To avoid unpleasant surprises for yourself or the ISO auditor, ensure you know what is expected of you at each evaluation level. If there is anything you need help understanding, get in touch with them immediately and ask them to clarify or provide you with some supporting documents.
Especially if the process being evaluated is their responsibility, ensure your employees block out time on their calendars for the full assessment period. Inform everyone about the procedure you’re going through and why it happens.
The auditor will address a variety of staff members, so everyone should be ready.
Inform everyone to be truthful because they will inevitably be questioned and occasionally have yet to learn how to respond. Lies are the worst thing they can do because they will be exposed. The purpose of the questions is to gather information, not to fool anyone, so if you are unsure of the answer, say so. Most likely, the solution will be known by someone else.
Throughout the Assessment
When the big day comes, your auditor should arrive at least 15 minutes before the scheduled start time, so they have time to register and set up. If the schedule calls for a 9 a.m. start time, arrive 30 minutes early and settle in before they arrive instead.
A cup of tea or coffee is always welcome and provides an opportunity for conversation and increased comfort for both of you.
Interviewing staff members
Other organization members play a significant role in assessments; the auditor will need to speak with various persons throughout the examination. Tell everyone on staff to be honest and upfront while communicating with auditors. Although it may seem counterintuitive, discussing a problem openly is a very effective method to resolve it.
Inform the auditor as soon as possible if you are currently preoccupied with a client or customer so they can reschedule you for later in the day. Auditors frequently reschedule parts of the evaluation.
Although auditors strive to avoid using jargon, they occasionally do so. However, just because they use a term has no bearing on what you should call them. If the assessor requests a document that seems similar to the one you already have, let them know.
If you don’t have a staff manual but an employee handbook, list both of them and describe how they differ.
Be bold and speak up if you find yourself in a precarious situation where it appears that the auditor believes one thing, but you know it to be something different. Say, “I simply want to ensure we are both on the same point here.”
When asked about some of your company’s procedures, try not to sound upset or angry. The assessor is merely looking at the systems you have put in place and how effective they are; they are not there to determine whether you are a great manager or not.
If they do not reveal any commercially sensitive information, including as much detail and support as feasible in your responses. Due to confidentiality agreements, auditors will not divulge much sensitive information but will limit it to a minimum.
You Run Into an Issue
Auditors know that circumstances beyond your control occasionally occur, but you must let them know as soon as possible. Auditing can be stressful, especially if it’s your first time. Auditors are aware of this. Make sure to take a break if you feel angry or agitated. This gives you some free time from the auditor to unwind and calm down. Asking for a brief respite or fresh air shouldn’t be a concern; it usually accomplishes both.
Respond genuinely
Auditors don’t expect you to be an expert, so ask for clarification if you need help in understanding an issue. To ensure you are informed on everything, ask relevant questions if anything is unclear or confusing.
The worst approach you can do is lie about something as if you’re going to get caught or as if it’s just an obvious cover-up; this will give the appearance that there are more problems. Even when it’s not true, some auditees feel compelled to tell the auditor what they believe they want to hear. Don’t ramble on in your responses; keep them brief and to the point to avoid raising further queries. Some people overestimate their abilities and give more than is requested.
What happens if findings are disputed? Try not to worry too much; even if you fail an assessment, the auditor will advise you on what needs to be improved so that you can pass the next time. It is difficult to genuinely “fail” an exam. Before certification may be suggested, you typically only need to fix a few minor problems, but you always succeed.
There is no such thing as a perfect business. Thus it is also common to not have some nonconformances. However, if you have, you must have the plan to deal with such nonconformances. Analyze your non-conformances to learn from past mistakes and use this data to guide future decisions, targets and goals.