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iAuditorLooking to create a great audit? You'll need to keep a few things in mind. In short, you should be using the CACHET method:

  • Concrete
  • Analysis
  • Checks
  • Hierarchy
  • Evaluate
  • Tasks

 

  1. CONCRETE: Define what you want to audit or evaluate.

    • Which facets are relevant? Visualise them:
      • e.g. using a mindmap
      • you could start from an existing checklist
      • Envolve people with practical experience. It makes your audit more realistic and increases support for the audit.
      • Find all relevant legislation
      • Find all existing internal procedures
    • Add structure
      • Group items - this could be thematically, per location or per responsibility
        • Eg. Quickscan of a classroom versus an audit on ergonomics
      • Make sure the audit stays structured. When creating a paper audit, avoid "jump to" questions if possible.
      • Are you using a digital tool (e.g. SafetyCultures iAuditor), you can take advantage of smart fields and dynamic fields.
  2. ANALYSE: Do the assessment

    • Assess possible answers for audit points
      • e.g. Yes/No: Is this ladder compliant with the ANSI ASC 14 standard?
      • e.g. Hoe often does one have to work on in the asbestuous space?
        • Continuously
        • Daily
        • Weekly
        • Monthly
        • Less
      • e.g. Calculated result: Are there enough toilets, based on the number of students in the facility?
      • Keep in mind the limitations of your system (e.g. iAuditor can't generate calculated fields at this moment)
    • Envolve experienced people (can't repeat this enough)
  3. CHECKING: How do you decide if something validates?

    • Visual inspection
      • This is only a snapshot of the current moment
      • If the audit is announced, the situation will probably be "optimized"
      • This requires a certain degree of competence
    • Documents as evidence
      • This is only a snapshot of a moment in the past
      • Is there only one document, or is therer a history of documents that show continuity?
      • Are the documents signed? By both executer and responsible?
      • Is the executer known?
      • Is it clear what the document illustrates?
      • Were there any remarks? Was there a follow-up on these?
    • Querying the envolved persons
      • This is subjective
        • The phrasing of the question can mitigate this partially
        • This doesn't mean it's wrong.
      • It's essential to target the right persons
    • Is there a system of quality assurance?
      • Is there a clear roadmap?
      • Is it sufficient?
      • Is it actually used and obeyed?
    • Sworn statement
      • Should be last resort
      • Be sure to register name and date
      • Aim for the highest person in the hierarchy
      • As a written and signed statement, this can be authorative.
  4. HIERARCHY: Make sure the right people actually sign the document:

    • performer of the audit
    • auditee (all persons who answered questions or supporting comments)
    • persons with decisive authority (e.g. CEO)
    • All persons whose oral statement are embedded
  5. EVALUATE: An audit is only an audit.

    • An audit is only a tool.
    • A (different) skilled eye may see other good solutions or priorities
    • An audit only makes sense if the results end up with the right person
      • Discuss the audit with a person with enough authority over all fields of the audit. This could be a department chief, the CEO or any other person in the chain of command.
  6. TASKS: A great audit should lead to actions

    • Make sure all required and suggested actions are clearly visible.
    • Who has jurisdiction to take decisions around a specific action?
    • Possibly offer suggestions or solutions to reported issues.
    • If the audit gets evaluated with the decision makers
      • What actions will be taken?
      • What's the deadline?
      • By whom? (who will perform the action?)
      • Who will follow this up? (supervisor)

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