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Let's Chat about Audits

Let's Chat about Audits

Denise Lacey
3 minute read

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Ready Room has enhanced its Chat feature so users can now set up small-group chats with anyone on the team, including inspectors and auditors.  It's a nice addition for our customers that use Ready Room to manage inspections, but it's a huge improvement for customers who use Ready Room to manage audits and due diligence reviews. 

If you're not already using Ready Room to manage audits and due diligence reviews, picture this:

You're hosting a qualification audit, internal audit, or potential partner review. Remote, of course; the auditor and most of the team work from home. The team is not on high alert as they would be with a regulatory inspection, but the stakes are still high, and moreover you don't want to divert any more valuable resources to supporting the audit than necessary.

At the beginning of the audit, all is calm.  You've explained to the auditor that they can log on to this shared file to see the presentations, and log on to this other shared folder for validation documents, and log on to this Quality Management System to pull SOPs.  You ask them to put any questions and requests in the shared tracker you've set up for that purpose.

By the end of the week, it's chaos. The shared folder is organized by date of request, and the search function doesn't work well, so the auditor has to be continuously directed to the right spot. The auditor is emailing requests to a random assortment of contacts, who are emailing and calling each other to confer on their responses (and sometimes emailing directly with the auditor even though you've asked them not to). When the team does respond to questions in the shared file, the auditor responds with more questions, leaving a hard-to-follow audit trail of sorts in different-colored fonts.  The auditor has given up trying to locate SOPs among the 5000+ documents in the QMS and is just asking you to PLEASE email the SOP on SOPs, whatever that one is. 

Now picture that audit with Ready Room. The auditor puts a request in a chat:

The audit team immediately captures the auditor's chat as a request:

From this point on, everything's organized.  The request is assigned, fulfilled, and reviewed. The team's internal conversation travels with the request, so anyone who joins the inspection can see the history:

Meanwhile, the auditor only sees the released documents and the explanation:
No emails, trackers, or tears.
Give it a try - you'll wonder how you ever managed audits without Ready Room.

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