Need some tips on how to conduct a good opening meeting..
For internal audits, notification may be communicated via electronic mail or memo. Because electronic mail messages are not always read promptly or thoroughly, confirmation by voice or voice messaging is recommended. This can be supplemented by electronic mail, if necessary, to reach all parties involved.
A formal opening meeting may not be necessary, except in situations such as a corporate office conducting internal audits of other facilities, in situations where the audit team may not be familiar with the audited organization, or in situations where it may be more convenient to discuss logistics and review issues at a formal meeting prior to the audit investigations. Auditors should always announce their presence and purpose prior to beginning to collect audit information
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 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 availability, roles and identities of any guides;
l) the method of reporting, including any grading of non-conformities;
m) information about conditions on which the audit may be terminated;
n) information about any appeal system on the conduct or conclusions of the audit.
A formal opening meeting may not be necessary, except in situations such as a corporate office conducting internal audits of other facilities, in situations where the audit team may not be familiar with the audited organization, or in situations where it may be more convenient to discuss logistics and review issues at a formal meeting prior to the audit investigations. Auditors should always announce their presence and purpose prior to beginning to collect audit information
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 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 availability, roles and identities of any guides;
l) the method of reporting, including any grading of non-conformities;
m) information about conditions on which the audit may be terminated;
n) information about any appeal system on the conduct or conclusions of the audit.