#34 - Thinking differently about audits!
23 Oct 24
Audits have a bad reputation for sure. But the value that projects can derive from them is huge.
Often, an objective third party assessment can provide reassurance that you are heading in the right direction. They can also highlight potential issues before they grow arms and legs and get out of control so you have time to address them.
But to benefit, you have to approach them with the correct mindset which is to be open and transparent.
Why would you not welcome free feedback? Feedback is knowledge, and knowledge allows you to go from good to great!
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#34 - Thinking differently about audits!
What?
Audits have been with us for what seems like an eternity. It's a really great way to determine if you are as good as you think you are, perhaps as safe as you would hope to be, and that you are sitting comfortably within governance.
But say the word 'audit' to anyone who is involved with complex project delivery to demanding timescales and they will probably demand to know why.
Why are we being audited? Why now? I haven't the time, there's really nothing I can show them and we aren't mature enough as a project to warrant this. So in their mind it becomes a complete waste of everyone's time!
Then they will do everything possible to try and get out of it.
Why?
This is a good question. But the simple fact is that audits have a bad reputation.
They are frequently ill-timed and scheduled without any due concern for what is actually going on, on the ground in the project.
The notice given is often not enough to allow adequate preparation.
The audit scope or terms of reference can sometimes be ill-thought out and create more confusion than necessary, rather than be tightly tied to specific areas.
It's therefore seen as an overhead which busy project personnel can best do without, and which completely saps your bandwidth!
But...there is another way to reframe your perception, and hence reception of what an audit is trying to achieve.
It can be a great opportunity for a third party to provide you and your team with assurance that you are ultimately heading in the right direction.
How?
The following tips will allow you to get the most out of the process:
Engage with the audit team as soon as possible after finding out that the audit is scheduled,
Make sure you completely understand the scope of the audit, and clarify any areas of confusion beforehand,
If there is a specific area you would like them to focus in on, then let them know. Having a third party examine an area which you are unsure about is free feedback. It will also give you peace of mind (either way if it's good or bad). Because if it is good, then you no longer need to worry. If it's bad, then at least you know how bad it is so you can do something about it,
Make sure that you mobilise your team to prepare early, and check that everyone is available on the day,
Approach the audit with an open and transparent mindset. An opaque and defensive response just does not work. All that would invite is perhaps further audits down the line if people think you have something to hide. Just be upfront!
Welcome the team by smoothering them with love and making them feel as though they themselves are a part of your team,
Collaboration and being open to the sharing of best practice is key. Avoid the 'not invented here' syndrome, good ideas come from lots of different places,
Drive the program and make it as well-organised as possible. First impressions count,
If a question cannot be answered, take it away and provide an answer in the coming days,
Be grateful when you receive the eventual report and make sure that any actions are delegated and tracked to completion.
Look at an audit like a health check, to give you piece of mind!
Trust me when I say that this is the best way to find out where any shortcomings are. Never wait for a disaster to happen, always pre-empt and head off bad things happening by rectifying issues before they materielise.
In Summary
I hope that you enjoyed reading this newsletter and that it has given you food for thought.
Audits are a great way to check that everything is being run as it should. It's the best way by far to ensure that your operations are robust and prepared to weather any storms that may come your way.
Embrace them, and be as open and transparent as you can to get the most of the free feedback that is offered. Feedback is knowledge, and knowledge allows you to go from good to great!
Have a great week!
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