This past week we have supported one of our client’s, FirstClass Safety and Control Ltd through a process of remote auditing as part of their ongoing certification and accreditation to RISQS – Rail Industry Supplier Qualification Scheme. At first the auditees were apprehensive what to expect as most were still familiarising themselves with Microsoft Teams, as the collaboration tool of choice. Nonetheless it was a great result with zero non-conformities or observations raised!

So, we thought we would share some tips with our wider network as we know this style of auditing is being booked in for many different types of audits over the forthcoming months.

Top Tips

• The same amount of preparation is needed whether the audit is online or face to face. Don’t think it is easier to hide stuff! Good preparation will build the auditors confidence that you really know your management system and it works for you.
• Make sure the software is set up and tested in advance of the audit. Depending on which collaboration tool you use, will depend on access restrictions and permissions to set up and host the online audit.
• If you hold a practice session internally before the audit, be aware that sometimes the permissions and access can be different for those external to your organisation. Try and test this works correctly during your practice session.
• Check your network bandwidth and consistency of internet. If you are sharing documents with large file sizes, poor internet speed can be frustrating and prolongate the audit unnecessarily for all parties.
• If you do have large files to share, try to condense these to smaller file sizes beforehand, for example converting to pdf, removing unnecessary photographs, use of winzip etc.
• We also recommend having an electronic folder set up on your server/computer, just as if it were a hard copy folder. This can make it much easier for you to find evidence.
• When you are in the audit itself, make sure you are in a location with minimal background noise if at all possible. We use noise reducing headphones which can really help and aren’t expensive to buy!
• Make sure you are set up and comfortable at the workstation. Expect to spend most of your day engaging via the computer screen so good posture, clear workspace and other good display screen equipment practices are also important. HSE website has lots of information to help you https://www.hse.gov.uk/pubns/ck1.pdf
• Agree at the beginning of the audit how you will manage the frequency of breaks. This is equally as important as providing the auditor with lunch and biscuits at a face to face audit!

We have found remote auditing to be a positive experience and not as daunting as everyone expected at the beginning of the week. It is always good to finish the audit without any non-conformities or observations, a true test that a management system is working effectively, and that the business continuity policy meets the challenges of 2020!

Quote from Mark Meyrick, Managing Director FirstClass Safety and Control Ltd:

“Thank you for your help and support this week, and for creating such a robust system that we passed our RISQS audit straight away – again!”

Any organisations that would like future support on management systems please contact us on office@gatewayhsw.co.uk