How do you report and resolve quality audit findings?

1 Step 1: Document the findings

Documenting the findings of the quality audit is the first step and should be done in a clear and concise way. This includes specifying the source of the audit, the criteria and standards used, the evidence and observations that support the finding, the impact and risk level, as well as the root cause and contributing factors. Additionally, you should include recommendations and corrective actions to address the finding. For consistency and accuracy across the project, it is recommended to use a standard template or format for documenting findings, such as an audit report, a checklist, or a spreadsheet.

2 Step 2: Communicate the findings

The next step is to communicate the findings of the quality audit to the relevant stakeholders, such as the project sponsor, the project team, the customer, and the auditors. You should do this as soon as possible after the audit, preferably within a week. You should use a suitable communication method, such as a meeting, a presentation, or an email, depending on the audience and the complexity of the findings. You should also use visual aids, such as charts, graphs, or tables, to illustrate the findings and make them easier to understand.

The purpose of communicating the findings is to inform and educate the stakeholders about the current state of the project quality, the gaps and issues identified, and the actions needed to improve them. You should also seek feedback and input from the stakeholders, especially the customer and the auditors, to ensure that they agree with the findings and the recommendations. You should also thank them for their cooperation and support during the audit.

3 Step 3: Implement the actions

The third step is to implement the actions to address the findings of the quality audit. You should do this as soon as possible after communicating the findings, preferably within a month. You should assign roles and responsibilities for each action, set deadlines and milestones, and allocate resources and budget. You should also update the project plan, the quality plan, and the risk register accordingly.

The purpose of implementing the actions is to close the gaps and issues identified by the audit, and to prevent them from recurring in the future. You should also monitor and track the progress and results of each action, using appropriate tools and metrics, such as a dashboard, a scorecard, or a status report. You should also document any changes or deviations from the original plan, and report them to the stakeholders.

4 Step 4: Verify the results

The final step is to verify the results of the actions implemented to address the findings of the quality audit. You should do this as soon as possible after completing the actions, preferably within a quarter. You should use the same audit criteria and standards as the original audit, and compare the before and after data and observations. You should also involve the same auditors, if possible, or use an independent and qualified third party, to ensure objectivity and credibility.

The purpose of verifying the results is to confirm that the actions have effectively resolved the findings, and that the project quality has improved and met the expectations and requirements of the stakeholders. You should also document and communicate the results of the verification, using a similar format and method as the original audit report. You should also celebrate and recognize the achievements and improvements of the project team and the stakeholders, and share the lessons learned and best practices for future projects.

5 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?