exit meetings

Every audit must finish with one.  Make sure you manage the process.  This doesn’t mean hijack it, just manage it.  Find out what are the expectations from the auditor and certification provider.  Ensure an agreed time, location, and duration.  Negotiate to a mutually acceptable position and ensure it happens.

Once you have the logistics, communicate the requirements to the management review team and any interested stakeholders.  Don’t force anyone to be there.  If it the first certification audit exit meeting, it is suggested that at least the management representative and the managing director are present.  All subsequent exit meetings should just be sensitive to the requirements of the management team and or the certification provider.

Now as the management representative, you should already know the result.  If not, why not?  Always ensure open and often communication between yourself and the lead auditor.  We have dealt with findings in previous blogs, so just make sure you are aware.

The next step is to school the attendees as to their behaviour and what to expect during the meeting.  The most important aspect being not to argue ‘the toss’.  Get them to accept that you as the MR have accepted the findings, so should they.  If they think that the finding is incorrect, then raise it with you after the meeting.  No need to start the dialog during the meeting, it will just drag it out and open the door for more ‘discussion’ for the remainder of the findings.   Just take the verbal report on face value and in the knowledge it is just a courtesy communication rather than an opportunity to joust.

As most certification providers will announce the result within the first few minutes of the meeting, accept the overall result (which should be positive), bask in the good news and keep a few notes to demonstrate the importance you place on the process.

Even if the lead auditor should spring a surprise result / finding during the meeting, accept it, then ensure you seek clarification before they leave the site.  All forms of feedback, dispute can then be handled through due process with the certification provider as opposed to the individual.

previous blogs;
http://johnmasonstuff.blogspot.com/
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