Does anyone conduct opening & closing meetings for their internal audits?

#1
Does anyone conduct opening & closing meetings for their internal audits?

If so, what format do the meetings take? Who attends the meetings? Tell me what you've been doing?:yes:

Andy
 
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C

C Emmons

#2
I do a very informal opening and closing for my internal audits - Basically - when I arrive at a facility - I sit in the Managers office for a few minutes - go over the areas I am going to audit - tell him I will be back when the audit is complete to go over findings - or I may come get him to provide some explanations etc. When I am finished - I go over the findings - what CAR request he has received etc.
 

Randy

Super Moderator
#3
Here's some help from ISO 19011

Practical help — Opening the meeting
In many instances, for example internal audits in a small organization, the opening meeting may simply consist of communicating that an audit is being conducted and explaining the nature of the audit.
For other audit situations, the meeting should be formal and records of the attendance should be kept. The meeting should be chaired by the audit team leader, and the following items should be considered, as appropriate:
a) introduction of the participants, including an outline of their roles;
b) confirmation of the audit objectives, scope and criteria;
c) confirmation of the audit timetable and other relevant arrangements with the auditee, such as the date and
time for the closing meeting, any interim meetings between the audit team and the auditee's management, and
any late changes;
d) methods and procedures to be used to conduct the audit, including advising the auditee that the audit evidence
will only be based on a sample of the information available and that therefore there is an element of
uncertainty in auditing;
e) confirmation of formal communication channels between the audit team and the auditee;
f) confirmation of the language to be used during the audit;
g) confirmation that, during the audit, the auditee will be kept informed of audit progress;
h) confirmation that the resources and facilities needed by the audit team are available;
i) confirmation of matters relating to confidentiality;
j) confirmation of relevant work safety, emergency and security procedures for the audit team;
k) confirmation of the availability, roles and identities of any guides;
l) the method of reporting, including any grading of nonconformities;
m) information about conditions under which the audit may be terminated;
n) information about any appeal system on the conduct or conclusions of the audit.
 
#4
Thanks, Randy......

that good ol' 19011 is a great document - pity more folks don't know about it or read it.......:rolleyes:

I'm trying to find out what people do, by practice, not (necessarily) what they should do. But I appreciate the thought and time taken to add the info for our Covers....;) :yes:

Andy
 
#5
For internal audits, I arrange an informal chat a week or so before, and a brief report at the weekly review for discussion. For external audits, I send an agenda a couple of weeks prior to the visit, and a close out report sent within a couple of days, requesting answers to any non-conformities.
Paul
 

RoxaneB

Super Moderator
Super Moderator
#7
Typically, for an internally audit, I've moved away from an opening meeting. Everyone is aware of the audit (via email and the read-receipts) and all scheduling conflicts are resolved (as much as possible) ahead of time. Having conducted internal audits since 1998, the people are pretty much used to them so an opening meeting is not really beneficial to anyone and, to be honest, takes people away from other activities that they should be doing (i.e., their normal jobs).

Closing meeting, however, is different. There is a set agenda in our procdure taken from 19011 without actually referencing that guidance document. Attendees typically include the Management Committee, recipients of Nonconformances and Opportunities for Improvement, Audit Team, and department heads of the areas audited (if they wish to attend). I've had closing meetings last anywhere from 5 minutes to 45 minutes (just to go over the findings). We are very firm on the fact that the Closing Meeting is not the place to discussion resolution and the people seem to respect that...saving the beatings until we're out in the parking lot. :D
 

Caster

An Early Cover
Trusted Information Resource
#8
Here too

RCBeyette said:
Typically, for an internally audit, I've moved away from an opening meeting. Everyone is aware of the audit (via email and the read-receipts) and all scheduling conflicts are resolved (as much as possible) ahead of time. ....Closing meeting, however, is different. There is a set agenda in our procdure taken from 19011 without actually referencing that guidance document. Attendees typically include the Management Committee, recipients of Nonconformances and Opportunities for Improvement, Audit Team, and department heads of the areas audited (if they wish to attend). I've had closing meetings last anywhere from 5 minutes to 45 minutes (just to go over the findings). We are very firm on the fact that the Closing Meeting is not the place to discussion resolution and the people seem to respect that...saving the beatings until we're out in the parking lot. :D


Same as RC

No opening meeting, other than informal "we're here". They already know.

We have added a formal Closing meeting in the last year. Despite e-mail, talking, and a computerized audit system, people still felt they "didn't know".

So we now have a formal meeting where the results are reviewed with the auditee. An attendance sheet is signed, scanned and becomes a part of the audit file. Now "they know".

In reality, a lot of good discussion comes up during this meeting. We find them well worth while. Since these are internal audits - we definitely consult and offers ideas and support.
 
Last edited by a moderator:

Randy

Super Moderator
#9
I failed to read everything, or my adult dyslexia kicked in. I didn't see the internal audit part.....I'll beg off this one:eek:
 
B

Bill Pflanz

#10
RCBeyette said:
Typically, for an internally audit, I've moved away from an opening meeting. ...

Closing meeting, however, is different. There is a set agenda in our procdure taken from 19011 without actually referencing that guidance document. Attendees typically include the Management Committee, recipients of Nonconformances and Opportunities for Improvement, Audit Team, and department heads of the areas audited (if they wish to attend). I've had closing meetings last anywhere from 5 minutes to 45 minutes (just to go over the findings). We are very firm on the fact that the Closing Meeting is not the place to discussion resolution and the people seem to respect that...saving the beatings until we're out in the parking lot. :D
My internal audits were done almost exactly the same as described by Roxane. If the internal audit only involved one area or department than I only required the area manager to attend. The closing meeting is important to show that management is involved. When the managers quit coming, than the audits are in trouble.

Bill Pflanz
 
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