Quality audits: useful evidence and corrective-action follow-up

A quality audit becomes useful when its findings lead to clear decisions and follow-up that can be checked. Before collecting records, clarify what you want to examine, which criteria apply and who should be involved. This guide offers a practical preparation method for a training team, an administrative service or another professional activity.

Define what will be examined

“Audit the whole organisation” is rarely a sufficiently precise starting point. Define a process, team or site, then identify the reference criteria: an approved internal procedure, a contractual commitment or another agreed applicable criterion. Specify the period under review, the contacts and the exclusions. Requirements specific to a regulated activity must be identified separately.

For example, a review of training enquiries may cover receipt, assignment and closure. It does not automatically examine the compliance of every programme or the qualifications of every instructor.

Prepare useful evidence, rather than a large bundle of documents

Start with the questions the audit needs to answer. To check that an enquiry is assigned to an owner, a procedure alone is insufficient: completed enquiries and related exchanges help show how it is applied. Where relevant, combine current documents, records, interviews and observation of work.

• Identify the version and date of the documents being used.
• Explain how the records to be examined will be selected.
• Check that the contacts can retrieve the requested material.
• Limit copies to necessary information and arrange access according to its confidentiality.

A sample helps examine concrete situations; it does not, by itself, prove that every record has the same result. The report should make this limitation clear.

Write a finding the team can verify

A clear finding connects three elements: the expected criterion, the observed fact and the available evidence. “Filing is poor” leaves too much room for interpretation. A more useful statement would be: “The internal procedure requires the closure date to be recorded; this date is missing from two of the five records examined.”

This is a fictional example illustrating a way to write a finding. It does not describe an assignment carried out by Aerosky. Before drawing a conclusion, verify the facts with the people concerned, consider any additional evidence and distinguish a demonstrated gap from a suggestion for improvement.

Move from a correction to action that addresses the cause

Completing a missing field can correct one record. To reduce the risk of recurrence, also understand why the information is missing: unclear ownership, a confusing form, access difficulties or a practice that differs from the procedure. Avoid automatically concluding that “more training” is needed without examining how the work actually happens.

Agree an owner, a realistic deadline and a result that can be checked. If a form changes, arrange approval, withdrawal of the previous version and communication to users. Targeted training may be appropriate when a skill that needs developing has actually been identified.

Check effectiveness beyond marking an action complete

A simple tracker can contain the finding reference, criterion, evidence, agreed action, owner, deadline, implementation evidence and effectiveness check. Distinguish completion of an action from its effect on everyday work.

After changing a form, reviewing new records can show whether the information is now being entered. Define in advance when that review will take place, who will perform it and which result will allow the follow-up to be closed. If the problem persists, revisit the cause and adapt the action.

Prepare your discussion with Aerosky

To discuss a quality audit, prepare the activity concerned, the proposed scope, the available criteria, your timing constraints and the contacts. Aerosky can support audit planning, document review, examination of evidence and action follow-up within the agreed scope. An internal audit does not itself provide certification or authority approval.

With a presence in Belgium, Albania and Germany, we can discuss your needs; remote or on-site arrangements and local availability are confirmed for each assignment. Depending on the findings, procedure development or tailored training may complement the project. Tell us about your needs so that we can discuss an appropriate proposal.