Quality audit: objectives, standards and implementation for successful quality management
As in so many areas of life, the same applies in the workplace: success is when your own requirements match the final performance. This match should, of course, be as great as possible in your company. In this context, a quality audit is an important tool. It is carried out independently and is used to analyse internal company processes, products, and services and, based on this, initiate actions for improvement.
As part of the quality management system according to ISO 9001, a corresponding audit not only offers advantages for the processes within your company but also, in the long term, leads to greater customer satisfaction.
Take a look at our “Actions & Obligations” software solution to match the theme.
Digital management of actions and obligations
Find out how to manage actions, audits and legal issues in your company digitally!
What exactly is a quality audit?
ISO 19001 contains a guideline for auditing management systems to optimise quality management. This is carried out and documented using an independent investigation. This primarily aims to check the extent to which your company meets the specified audit criteria.
Basically, two goals are pursued:
The quality audit examines your company’s existing standards. It functions as a type of test or inspection.
The quality audit is the impetus for identifying potential for improvement and the subsequent implementation of appropriate actions.
In short, the main goal is to uncover and resolve internal problems before they develop into serious complications. This leads to a more open company culture and improves the relationship with your customers.
Who is responsible for the quality audit?
If you use or want to use an ISO 9001 quality management system in your company, you must have a quality audit carried out. Who takes on the role of auditor depends on the objectives of the audit. Internal audits can be carried out by your company’s employees (first party) if they have been trained accordingly.
There are two options for external audits. These can be either carried out by your customers or suppliers (second party) or an independent source (third party). For the latter, there are certification offices that you can contact.
Requirements for auditors
Tasks:
- record and evaluate all important activities in the company
- request written evidence (e.g. audit plans, procedures, checklists or audit reports)
Requirements:
- ask concise and targeted questions
- highest possible objectivity in evaluation
Beware: All processes must be presented in a verifiable and transparent manner for the auditor!
The diverse world of audits
How exactly you carry out a quality audit depends on the objective and the resulting type of audit. The difference between internal and external has already been mentioned. In addition, there are three overarching forms of quality audit that you can distinguish between:
System audit
The aim of the system audit is to check the effectiveness of a quality management system. It refers to the “big picture”.
Final goals:
- documentation regulates all requirements
- employees know all the individual regulations
- employees adhere to regulations
- documentation is archived and findable
- the quality management system is complete and effective
Procedure/process audit
This form focuses on specific processes within the company. The analysis is much more detailed.
Final goals:
- weak points in manufacturing processes are identified and optimised
- quality and process capability are maintained
- organisational procedures and regulations are appropriate and are adhered to
Product or service audit
During a product or service audit, your company’s “end product” is examined. The assessment by your customers or suppliers is particularly important here.
Final goals:
Other types of audits include compliance and performance audits. The type of audit is determined in advance, depending on the company’s requirements and objectives. If necessary, you can also combine different types of audits.
Process: Quality audit in 5 phases
Creation
Before starting the audit, you need to create an audit program. This is where you define the scope of the audit and the objectives. The criteria and methods to be used are also included here. To get the best possible chance of improvement for your company, you should plan the processes precisely. A digital solution can help you with this.
Implementation
The developed audit program can then be applied. The person who carries it out depends on your objectives. As already mentioned, a distinction is made between internal and external audits. In the former, auditors from your company act. In the latter, you bring in an external auditor.
Surveillance
In short, a quality audit aims to bring about improvements. To ensure that the auditors themselves are not excluded from this, monitoring the implementation isappropriate. In this process, not only the process in general is critically examined, but also the auditors themselves. You should also include failed assessments in the monitoring process.
Control
Once you have received the audit results, you can put them into context with the goals you have set. Critically examine where you have already achieved success and where there is room for improvement. Only by keeping an open mind about potential sources of error can your company develop positively in the future.
Actions
The audit has been carried out – but the process doesn’t stop there! It is now up to you to look at the identified problem areas, analyse their causes and take appropriate steps to improve them.
The cycle of quality management
No matter how well a company is managed, sources of error and problems cannot be avoided. It is important that you look at them with an objective eye and are open to criticism. It is the only way you can identify and eliminate existing problems. This is precisely why quality audits should not be viewed as a static process, but rather as a cycle.
Once you have taken the appropriate measures and they already have an impact, you can be happy – but you shouldn’t sit back and relax. Quality audits should be carried out at regular intervals so that new problems stay manageable. It is also a good idea to check carefully whether the actions taken have the desired impact. At the same time, a quality audit also helps to find processes that are already working, and you can orient yourself on them.
Last but not least, ISO guidelines change regularly, so you should implement the most recent version. Be open to this process, as it will benefit your company in the long run.
A place for digital audit management
You are probably already aware that a quality audit involves a certain amount of effort. To cope with the diverse tasks, the use of a software solution is recommended. Cloud-based applications, in particular, offer numerous advantages for operational business.
Our occupational health and safety software iManSys supports you in managing your audits. The entire process is made simpler and clearer with effective solutions. Create an audit plan and the necessary evidence (including checklists), assign responsible persons and summarise the results in an audit report.
Would you like to know how else iManSys can support you in quality management? Then find out more about our software world “Actions & Obligations”:
Digital management of actions and obligations
Find out how to manage actions, audits and legal issues in your company digitally!
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