In many cases, current EHSQ audits can be described as “Old-school”. The support, the methodology and the exploitation of the results often require a long and tedious work. So how to innovate and move to a more effective version of audit 2.0?
Companies are part of a continuous improvement process. Whatever their size, whether they are certified or not, the goal is always to improve profitability and sustainability. In this context, EHSQ services need to measure the effectiveness and level of integration of what is implemented in all services. When they are not in charge of these audits, they often stay in support. Often the expected results are hindered by the many constraints of traditional audit formats. Yet innovation is here!
Currently, it is difficult to make all our interlocutors adhere to the practice of auditing with such not so "sexy" formats."
Audit in its "old-school" type
Most of the time, you need to find the right updated form to print. This step can be a first obstacle according to the means at our disposal. There are many possibilities like paper formats in baskets, shared servers, copies on their own computer, "call on a friend" (most of the time, EHSQ) or in the best-case scenario, electronic document management.
Once the form has been found and printed, it’s time for the audit! This step can be the simplest, except if the audit takes place on site, or even worse, outside with complicated weather conditions. Under these conditions, one often finds oneself with a dirty paper report and / or wrinkled and / or corrugated with or without burrs. In short, a report difficult to read. Not to mention that we often need to add annotations in the corners left blank, to take notes of some information found. Obviously, no space is originally planned on the form.
The next step is to transcribe the paper form in digital format. Difficult to re-enter the data when the problems encountered are not limited to the issue of proofreading someone else’s handwriting. Not to mention that this work of data entry, which is most often delayed, induces possibilities of misunderstanding or loss of information.
When this work is done, just put the audit report in PDF format. When it comes to "Just …" instructions, it is not uncommon to encounter problems. Such as when there’s a layout break when switching to PDF, especially when the file is a spreadsheet.Despite all the efforts, the result never meets expectations.This is followed by a puzzle of layout and print setting to get a presentable result to send to interested parties for proofreading and / or signature. And there’s more to come! A spreadsheet will be used, often apart, to analyze the results of the audit. When this is done, the audit report and the analysis of the results can be sent by email.
Not to mention the part they will not see. That is to say, the work necessary to fill in the action plan or other possible databases (non-conformities, divergences, hazardous situations ...). In a multi-auditor or a multi-site or even multi-entity context ... what a mess!Especially since the subjects diversify with audits that are not limited only to quality, safety and the environment. Other topics such as production, logistics, emergency exercises ... come to enhance the list of audits to be carried out regularly.
A long-lasting and tedious work! No wonder the people least invested in the process can quickly be discouraged from conducting audits!
Hard for EHSQ not to feel overwhelmed and stuck in this situation.
Obstacles are many: evidence difficult to attach to the reports, lengthy e-mails exchanged between the various interlocutors during the writing of the report or the treatment of the results of audits, complications whenattaching an audit to other elements of the system management, many "copy and paste" in different databases that are not synchronized .... and the same goes for the analysis of data related to the audit and the sharing of results. All of these steps are generally sources of error and time wasting.
Audit 2.0: Getting the most out of technology
Simply by seeking to overcome the well-known problems that we have just described ... thanks to the latest digital technologists.
An audit version 2.0 will be available on all media support (smartphone, tablet and pc) with or without internet connection. Because yes, it is possible to work on online media even offline. Indeed, the data is stored and transmitted automatically as soon as the connection is restored. You have no specific action to take. Another advantage is that reports can be enhanced with photos, plans or diagrams. You can even have the luxury of geotagging. Note taking can be done in real time, thanks to the integrated keyboard, or even via voice dictation.
This "augmented" audit frees from the use of spreadsheets. Page layout and report writing is simplified, if not automatic, whether for editing or distribution to interested parties.
Digital technology frees EHSQ from some old barriers
How freeing it is to know that after the recording of the audit, emails and / or alerts will automatically be sent to the persons involved in the audit process because of their presence, their role in the process, their attribution to the resolution of a problem reported during the audit, ... There will be no more lists of mails to be sent to the various interlocutors at the end of the audit.
You will also be able to avoid worries related to the exploitation of the results. No more worries or "trying to master macros" to get results and their graphical representations ... digital tools easily do it for you. The user only needs to know what he wants to analyze, no more, no less.
Less administration and gains for everyone
This need for innovation is not just about EHSQ. Field and operational teams, middle management and top management all have to gain from this.
With a dedicated solution, shorter audits, clearer, easier to disseminate and validate, it will get easier. The analysis of results can only be more precise to allow teams to develop improvement plans more suited to the needs and make it easier for decision-makers to approve them as they will be reassured by the clarity and simplicity of the approach.
The EHSQ gain by decreasing their administrative burden, improving their communication and through this, the commitment of the teams. The quality improvement of the data entered (since there will be no more errors due to re-entries or copy-paste ...) gives them a better analysis of the results and especially allows to save time to devote to other more important topics.
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