Those are usually people from the organization or from the areas in which that the audit is being conducted,” Clayman explains. “In any audit there are typically escorts or guides who are with audit team members. They help the audit proceed smoothly, and ensure auditors have access to relevant information. Guides and observers have essential roles in the audit process. “Communications need to occur throughout the audit to keep the auditee apprised of progress, issues and challenges.” 3. Establish Roles and Responsibilities of Guides and Observers “One primary principle that I follow in all audits is that the auditee should never be surprised about any outcomes of the audit,” says Clayman. Daily check-ins with key facility personnel keeps them informed of progress, makes them aware of developing or confirmed findings, and confirms any schedule adjustments. Team meetings throughout the audit help auditors stay on track, and enables the group to review collected data and preliminary findings to confirm they are supported by adequate, verified evidence. In addition, daily communications among the audit team are crucial, and typically occur in advance of a daily debrief with the key contacts at the facility. The lead auditor needs to keep stakeholders informed about the audit and its progress throughout the in-person stage.

“We establish communication channels during the initiation and preparation audit stages, and we verify those channels during the opening meeting step of the on-site work.” “Communications are critical at all stages of an audit, and that is intensified when doing the information collection stage of the audit,” says Ken Clayman, lead associate, Booz Allen Hamilton. Communication between the audit team members helps everyone fulfill their roles and responsibilities, track progress and understand the details of the audit findings. 2. Communicate During the AuditĪn audit must be an ongoing conversation to be successful. You also specify who will receive information as it is collected, how reports will be delivered and who will receive the final report. During this meeting, you identify the points of contact for the audit team and explain how the team will communicate findings during the audit, particularly if any nonconformities are found. Having an opening meeting before the audit begins introduces everyone to the process and defines their roles and responsibilities.

Taking these seven steps during the audit process can help you gather the information you need to accurately assess the effectiveness of your OHSMS.

Conducting occupational health and safety management system (OHSMS) audits provides valuable information and feedback about your system and signals whether it is meeting the requirements set by your organization and/or safety management system standards.

Safety activity audit