Ways to encourage participation of other dept in preparing for the surveillance audit

M

miwriter

#1
May I ask for any suggestions on how I can encourage my co workers to participate in preparing for the surveillance audit? since most of the responsible people resigned, those left in our company are very busy doing their pending work to attend to earlier client commitments...I already conducted an IQA and gave them copies of CAPA but then I am not sure when can they have a time to look into them..I understand client commitment is a priority but with only few days left, we need to have time for the preparation..I am thinking if asking for a planned sched of activities for filling the gap will help but it may not be enough to present to the auditor..
 
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K

Ka Pilo

#2
Re: Ways to encourage participation of other dept in preparing for the surveillance a

Try top down approach. It should start from the top by demonstrating strong leadership and commitment thru quality policy and objectives, plans, programs, etc. and drive the system. That will motivate everyone to work toward the same goals.

 

Stijloor

Staff member
Super Moderator
#3
Re: Ways to encourage participation of other dept in preparing for the surveillance a

May I ask for any suggestions on how I can encourage my co workers to participate in preparing for the surveillance audit? since most of the responsible people resigned, those left in our company are very busy doing their pending work to attend to earlier client commitments...I already conducted an IQA and gave them copies of CAPA but then I am not sure when can they have a time to look into them..I understand client commitment is a priority but with only few days left, we need to have time for the preparation..I am thinking if asking for a planned schedule of activities for filling the gap will help but it may not be enough to present to the auditor..
If you require participation for the surveillance audit then you're on the wrong track. A surveillance audit or any audit for that matter should not be a special event. The quality management system is expected to operate normally; audits pending or not. Too many times things get done because of "the audit." The message that is sent to the employees is "we must do this to please the auditor." Audit completed? Back to business as usual. Not good. :nope:

The (hopefully ongoing) encouragement needs to come from Top Management.

Good Luck.

Stijloor.
 
J

JaneB

#4
Re: Ways to encourage participation of other dept in preparing for the surveillance a

Sounds a little like you may be suffering from an attack of nerves/stress caused by IOEA (Impending Onset of External Audit) :D

You may find some of the info in this thread helpful.
 
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M

miwriter

#5
Re: Ways to encourage participation of other dept in preparing for the surveillance a

Thank you guys for the advises, yeah perhaps I am overwhelmed with the new tasks given to me and seems everyone is busy doing their own thing..one time I have tried asking them to plot their preparation activity for the audit but it didn't worked..
 
M

miwriter

#6
Re: Ways to encourage participation of other dept in preparing for the surveillance a

Try top down approach. It should start from the top by demonstrating strong leadership and commitment thru quality policy and objectives, plans, programs, etc. and drive the system. That will motivate everyone to work toward the same goals.
Yeah, I agree however what will be the best thing to do if the top mgt is somehow weak or say still finding their feet since they are also new?
 
J

JaneB

#7
Re: Ways to encourage participation of other dept in preparing for the surveillance a

Yeah, I agree however what will be the best thing to do if the top mgt is somehow weak or say still finding their feet since they are also new?
There's a difference between weak and finding one's feet.

The advice is still in line with the good advice you've been given. I'd aim to work together with them and approach it as a joint exercise.

PS If someone sked me to 'plot my preparation for the audit' I probably wouldn't understand what they meant/wouldn't know what to do and/or would thus ignore/defer or duck the advice (instruction?).

You could help them instead by saying: here's a quick summary list of things that should be in place for the audit.' eg,
- Procedures up to date
- A good example or two prepared (in case they're asked)
- For manufacturing etc, place looking tidy (eg, clean workbenches)
etc

Don't make it a horribly long list! No more than 7-8 items absolute max!

I'd take the "I'm sure you've already done them, but just in case not I'd like to help you" tone.
 
M

miwriter

#8
Re: Ways to encourage participation of other dept in preparing for the surveillance a

There's a difference between weak and finding one's feet.

The advice is still in line with the good advice you've been given. I'd aim to work together with them and approach it as a joint exercise.

PS If someone sked me to 'plot my preparation for the audit' I probably wouldn't understand what they meant/wouldn't know what to do and/or would thus ignore/defer or duck the advice (instruction?).

You could help them instead by saying: here's a quick summary list of things that should be in place for the audit.' eg,
- Procedures up to date
- A good example or two prepared (in case they're asked)
- For manufacturing etc, place looking tidy (eg, clean workbenches)
etc

Don't make it a horribly long list! No more than 7-8 items absolute max!

I'd take the "I'm sure you've already done them, but just in case not I'd like to help you" tone.

Thanks Ms. Jane, yeah I tried it, when I requested them to plot activities I suggested a list of priority items they might need to address like need to have at least a masterlist of projects so that we know what project is completed and what are still pending, master list of quality records per department since we currently have problem in locating files, complete training records etc.. and I also requested them to at least identify who can work/give data at least for me to consolidate and their target completion dates..but then they seem to be busy and until now no reply from them..I already raised it to top mgt but then they too seem to be busy to look into it..:(
 
E

Elynn

#9
Re: Ways to encourage participation of other dept in preparing for the surveillance a

Thanks Ms. Jane, yeah I tried it, when I requested them to plot activities I suggested a list of priority items they might need to address like need to have at least a masterlist of projects so that we know what project is completed and what are still pending, master list of quality records per department since we currently have problem in locating files, complete training records etc.. and I also requested them to at least identify who can work/give data at least for me to consolidate and their target completion dates..but then they seem to be busy and until now no reply from them..I already raised it to top mgt but then they too seem to be busy to look into it..:(
This sounds like my workplace too. I will push it.

First of all, adjust the frequency for internal audit (this may sound silly but it works), report and publish the findings officially so they will be seen as the culprit violating the quality policy when evidence are not found.

Then work around those who are more cooperative.

My apology to say that... if you do not have top mgmt support, the very fundamental requirement, you should be mentally ready that you are not able to walk away clean for the surveillance audit...
 
J

JaneB

#10
Re: Ways to encourage participation of other dept in preparing for the surveillance a

Thanks Ms. Jane, yeah I tried it, when I requested them to plot activities I suggested a list of priority items they might need to address like need to have at least a masterlist of projects so that we know what project is completed and what are still pending, master list of quality records per department since we currently have problem in locating files, complete training records etc.. and I also requested them to at least identify who can work/give data at least for me to consolidate and their target completion dates..but then they seem to be busy and until now no reply from them..I already raised it to top mgt but then they too seem to be busy to look into it..:(
Yup, that sounds problematic. Why are they too busy?

I still wonder if it comes back to the focus being wrong: a quality system should not be focussed on external audits, but on providing value to the organisation.

If it isn't, then virtually all management will always be disinterested/ too busy/ too whatever. I have no idea whether this is the issue at your organisation, but - other than being certified - is the quality system seen as valuable? Does it provide confidence to management that requirements are being met?

Ultimately the system has to be owned and led from the top. If it isn't, maintaining it, working on it, trying to get people to do what they're supposed to do etc. is almost invariably an exercise in frustration. People will do what their management makes plain it cares about. The nly possible thing you can do in that situation is to report the situation to top management, highlight the risks and... stand back. Let the accountability stay with where it must: top management.
 
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