As an auditor, Richard assesses whether the way an organisation works complies with guidelines and legislation. He also confirms if this is accurately described in work instructions. When this is not the case, he adds the issue to a list of non-conformity items that need to be tracked and resolved. Sometimes the impact is large, with the most extreme cases leading to a full production shutdown.
As the impact of these items can be substantial, it is crucial for Richard to resolve any issues accurately and quickly. That means he wants to track all non-conformities in one place and push them through the process of examination, eventually reporting the results back to management.
Teamboard during audits
As with the other user stories, Richard often falls back on applications like Excel. This, especially in case of an audit, is a risky approach. The complexity of sharing spreadsheets and its proneness to mistakes means it could affect the quality and speed of an audit. To see how Teamboard ties into this, let’s first see which steps Richard takes after finding some non-conformities:
- All his findings need to be noted in a single environment.
- Richard needs to categorise issues and scores them on severity levels and scope of impact.
- Next, Richard defines corrective actions to find the root cause of the non-conformities.
- When the root cause is found, he starts finding solutions for each issue.
- Solutions are assigned to owners and get a deadline for when they have to be implemented.
- Finally, everything needs to be communicated to the company.
Within Teamboard, Richard gets one place where he can track all these items. A non-comformity becomes a card on his audit board and within that card, he registers all the information he needs. When he is working on solutions, he shares the board with other people. Importantly, he can lock access to some cards so editing is only allowed by those who should.
The fact that Teamboard links back to the organisation’s process repository, helps Richard tag issues onto the correct processes. This means he can provide management with reports on which processes have issues and makes it clear to the wider organisation where action is needed.
Staying in control
Another way Teamboard helps Richard focus on the most important items is in its visualisation. The audit board can show which items have the highest impact and severity levels at the click of a button. In the same view, it also provides information about the status of issues, who is assigned to the solution and when it should be resolved. This way his audit board is not just a reporting tool, it supports him in resolving issues as quickly as possible with the team.
Ultimately, Teamboard helps Richard stay in control of his audits and execute them more effectively.
Ready for Action
Stayng in control of audits can be quite challenging. Having one place where you stay on top of things helps; it allows you to focus on getting the best out of the team, rather than trying to stay in control.