Analysis of the qualities that personnel dealing with audits should possess
I. In - depth understanding of the company's system
Audits are generally divided into system audits and process audits. In some companies, environmental and safety audits are the responsibility of a specialized department, and the frequency of such audits is relatively low. Unless it is a highly - publicized enterprise like Foxconn, the audit frequency may be relatively higher. System audits usually cover process audits, and process audits are relatively more pure.
As an excellent auditor responder, understanding the company's quality system is the foundation. This does not require memorizing the company's system documents backwards, but rather being familiar with the operating mechanisms of each link. Taking new product development as an example, one needs to clearly know how many stages it is divided into, what the output results of each stage are, at which stage the review is conducted, who the participants in the review are, and what the review indicators include. Then, looking at the quality objectives, one should know how many quality objectives the company has, the specific meaning of each objective, their interrelationships, the calculation methods, how the annual objectives are formulated, the formulation time, whether they have been approved by the management, how the objectives are decomposed, whether there is regular review, and whether there is analysis and improvement tracking for the unmet objectives. Only when reaching such a level of understanding can one truly be familiar with the company's system, and this undoubtedly requires a long period of accumulation.
Perhaps some people may think that when an audit reaches a certain department, the staff of that department can be asked to provide explanations. However, this is not the case. Many department staff do not understand the audit rules and are unclear about what should and should not be said. If the personnel dealing with the audit themselves do not know the relevant content, they will not be able to give appropriate explanations when problems arise and bring the problems back on track. Moreover, without this knowledge, it is difficult to effectively complete the audit preparation work.
The key to understanding the system process lies in grasping the audit key points. By looking at the checklists of many companies, you'll find that there are only a few questions for each part of the system audit. Once you master the answers, the audit will surely go much more smoothly. This part of the content will be elaborated on in "Audit Preparation".
II. Precise control of the manufacturing process
Everyone has a certain understanding of the manufacturing process, but true understanding does not mean being able to recite the manufacturing process. Instead, it means clearly knowing which aspects of the process have advantages, which have deficiencies, which tasks have been carried out, which have not, which areas can be accessed, and which are prohibited from entry. Before the audit, key preparations should be made for the weak links; during the audit, responses should be made skillfully, avoiding highlighting the important and dwelling on the trivial. This involves audit skills, which will be specifically explained later.
In addition, it is necessary to clarify the key control points in the manufacturing process, CTQ processes, and the process capability of these processes. Key control points are the critical links to ensure product quality, while CTQ processes are the processes that affect the key quality characteristics of products. Understanding these helps to highlight the key points during the audit and ensure the smooth progress of the audit.
III. A full understanding of the customer's requirements
Different customers have different requirements, key review points, preferences, and styles. These differences can only be thoroughly understood through long - term interaction with customers. In the subsequent "Analysis and Research by Auditors", a detailed discussion will be conducted on how to understand customer requirements. Only by fully understanding customer needs can we better meet customer expectations during the audit and demonstrate the company's professionalism and strength.
IV. Familiarity with the company's personnel and establishment of good relationships
Auditing is not the task of a single person. It requires the active cooperation of personnel from relevant departments. Therefore, auditors should have an in - depth understanding of the personnel in relevant departments and establish good relationships with them. Only when the relationships are harmonious will they actively support and cooperate in the entire process from pre - audit preparation, the auditing process to the formulation of corrective measures. Good teamwork is an important guarantee for the success of the audit.
V. Coping with the personality traits of auditors
To handle the review work, specific personality traits are required. Firstly, one should be down-to-earth and meticulous. This is a detailed job, and carelessness can easily lead to major problems. One should have a steady personality and a good temper. During the review process, one may encounter difficult customers. If one loses their temper and quarrels with them, the boss will have to step in to coordinate the relationship. One should be resilient. Setbacks are inevitable during the review process, and one should not be discouraged but keep moving forward. At the same time, one should be patient. Whether training internal staff who are unfamiliar with the review or explaining relevant matters to external customers, patience and meticulousness are needed. One should also have the ability to adapt to changes. When problems occur, one should be able to find solutions in a very short time. In addition, one should have the ability to plan and coordinate. One needs to reasonably arrange all the work before and after the review to ensure that everything proceeds in an orderly manner.
VI. Requirements for language proficiency
In the review work, language skills are of crucial importance. If dealing with foreign customers, one should at least have the ability to communicate in English; if the customers are from countries surrounding China, languages such as Japanese or Korean also need to be mastered. Good language communication skills facilitate effective communication with customers and prevent problems in the review caused by language barriers.
In summary, only those who possess the above-mentioned qualities can truly be competent for the work of dealing with audits. However, such talents are not born with these abilities but grow through repeated trials and tribulations in the later days, which is the result of continuous learning and progress from failures. Meanwhile, the company's cultivation also plays a crucial role. Without the company's support and cultivation, few people can reach such a high level of professionalism.