Once you have crossed the T’s and dotted the I’s prior to your inspection, there are still some things you have to make sure you do: You have to know how to prove to the auditor that your processes are carried out. You can do this along the way as part of your daily, routine work. Here’s how.
How to Prove to the Auditor that your Processes are Carried Out
If you want to know how to prove to the auditor that your processes are carried out, here are a few tips.
1. Make sure they are.
Well, that statement is simple enough. (The work itself is a different story.) Before you can prove something is true, you have to make sure it is. This part requires making sure all aspects of the related work are done properly, efficiently, safely, and appropriately.
By the way, that’s where working with an agency like Trident QMS will help. They can instruct you with what needs to be done, just in case you are overlooking something, and provide assurances that it’s done right.
2. Retain documented information.
As you’re improving or implementing your processes, make note of what you have accomplished. A computerized database can help you keep this information organized and handy. If you share the database with your employees, coworkers and supervisors, you will make sure you’re all on the same page. In fact, each of you can update the database as you complete individual tasks. This way, the process becomes more efficient, and communication among the team members is enhanced. If a database is too complicated or not feasible, consider developing a simple spreadsheet. That will work just as well!
3. Show consistency.
Be consistent in your everyday tasks. Set rules for processes in writing, such as steps to take in order to handle customer complaints. Share these guidelines with others in your business.
If you find they could be improved along the way, make sure you control and make the necessary changes. As always, keep a record of what you did and share the information with those who need it.
4. Communicate with your customers.
Ask your clients and customers for feedback, such as by sending them online reviews. Analyze the reviews and use them to make your business better. If a client is disappointed, for example, find out why and work with them to resolve that problem. If a client is beaming with happiness, spread the word. Again, share the reviews with the people you work with to make sure you all understand what is happening.
5. Make sure your employees are content.
There’s no better way to prove that your business processes are working than through the smiles of employees. If they’re happy, that means they are motivated, proud, and understand what is going on around them. They are truly dedicated to the business and to the people that help manage it. And that just doesn’t happen if your processes are not consistent and carried out succinctly. In short, the proof is in the pride.
Ask Trident QMS for Specifics
If you want to know how to prove to the auditor that your processes are carried out in your specific circumstances, let us know. We can be reached through our Trident QMS website or by phone at 520-314-4344.