Steps to follow for ISO 9000 audit readiness

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Step 1: Self Education

It is of the utmost importance that you educate yourself on a few things before an ISO 9001 certification audit takes place. You should have a good understanding regarding Quality Management Standard (QMS), certification, as well as the advantages ISO certification holds for your business. There are two ways to educate yourself. You can either take a course through an accredited certification body, or you can purchase a manual through the national standards association.

Step 2: The Preliminary Audit

A preliminary audit should take place using audit checklists. You can make use of those available online, or you can prepare your own by following the manual and training received during step 1. An evaluation of how things are done at present can be compared to how things should be done in order to get certified. You can thus see what changes need to be made.

Step 3: Hiring a Consultant

At this stage of the process, it is not a bad idea to hire a consultant, even if it is just for a limited period of time. The consultant will perform his own audit. You are thus reassured that your certification audit readiness is still on track. You should then decide on whether the consultant should go on with the certification process (and subsequently prepare documents on behalf of you), or if you feel you can do it on your own.

Step 4: Establishing the Roles of the Staff

All roles of the staff should be explained. You need to establish who will be responsible for what. Some of the roles include implementation of improvements, the maintenance of documents, and the conduction of management reviews. Auditor training should also be given to auditors.

Step 5: Preparation of Process Diagrams

When planning your application, preparing process diagrams is most probably the best organisational approach. The preparation of process diagrams gives you the advantage of visualising all inputs and outputs of the products produced by your organisation.

Step 6: Preparing the Documentation

Existing documentation should be updated and revised. As soon as these changes are implemented, you can begin preparing your ISO 9001 QMS Manual. The manual should comprise how QMS requirements are met. Reference to existing (or newly prepared) documents is also important. This is the most time consuming step in gaining ISO certification.

Step 7: Training the Staff

The remainder of the staff can receive training on the ISO processes as soon as the QMS Manual has been prepared and all other documentation is in place. Before the audit can be passed, compliance at all levels is required. Top management should thus motivate and set examples to their staff.

Step 8: Pre-Certification Audit

It is advantageous to perform a second internal audit before the actual external (third party) audit takes place. Bringing back the consultant used in step 3 is a good idea; he can ensure that you have understood and as such addressed his previous concerns. At this stage of the process, only minor, non-compliance issues should still be a problem. These issues should then be addressed immediately.

Step 9: Certification Audit

Once you are certain that you have reached compliance with all the QMS requirements, your third party audit by an accredited certification body can finally take place. You can be confident of passing the certification audit if all guidelines have been followed and everything is in place.

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