How do you follow up and monitor the actions and recommendations from project quality audits?

1 Define the follow-up process

Before you start the audit, you should define the follow-up process with your audit team and the auditees. This includes setting the roles and responsibilities, the timelines, the communication channels, and the criteria for closing the actions and recommendations. You should also document the process and share it with all the relevant parties, to avoid confusion and misunderstanding.

2 Communicate the audit results

After you complete the audit, you should communicate the audit results to the auditees and other stakeholders. This includes presenting the audit objectives, scope, methodology, findings, conclusions, and recommendations. You should also provide a written audit report that summarizes the results and includes the evidence and references that support them. You should invite feedback and questions from the auditees and other stakeholders, and clarify any doubts or concerns they may have.

3 Agree on the action plan

The next step is to agree on the action plan with the auditees and other stakeholders. The action plan should specify the actions and recommendations that need to be implemented, the owners and assignees, the deadlines and milestones, the resources and support needed, and the indicators and measures of success. You should also prioritize the actions and recommendations based on their urgency, impact, and feasibility. You should document the action plan and get the approval and commitment from the auditees and other stakeholders.

4 Monitor the action plan execution

Once the action plan is agreed upon, you should monitor its execution regularly. This means checking the progress and status of the actions and recommendations, tracking the indicators and measures of success, identifying any issues or risks that may affect the implementation, and providing feedback and guidance to the owners and assignees. You should also report the monitoring results to the auditees and other stakeholders, and update the action plan as needed.

5 Verify the action plan effectiveness

Another important step is to verify the effectiveness of the action plan. This means evaluating whether the actions and recommendations have achieved the intended outcomes and benefits, whether they have resolved the issues or gaps identified by the audit, whether they have improved the quality of the project, and whether they have met the expectations of the stakeholders, customers, and sponsors. You should also collect evidence and data that support your verification, and document your findings and conclusions.

6 Close the actions and recommendations

The final step is to close the actions and recommendations that have been completed and verified. This means confirming that they have met the criteria for closure, that they have been documented and communicated, and that they have been acknowledged and accepted by the auditees and other stakeholders. You should also celebrate and recognize the achievements and efforts of the owners and assignees, and share the lessons learned and best practices from the follow-up process.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?