An audit is all about objectivity, accuracy and improvement. But who makes sure the audit team is functioning optimally? That is the bystander. Geert Daamen is one such bystander and gives us a glimpse into his world.
"When conducting an attendance, the knife cuts both ways," says Geert. "You try to coach the audit team and at the same time you learn a lot yourself. Not only from the audit team, but also from the client and the industry in which the audit takes place." This interaction makes the work interesting and valuable. Yet the role also has challenges. "Getting the planning right is sometimes a puzzle. The need is great and the trick is to serve clients well without losing sight of your own sustainable employability."
Being patient
What are the most important competences for a good tutor? "Having patience and realising that colleagues don't have to become copies of yourself," says Geert. "There are several paths leading to the desired audit result. Experience with audits helps enormously, because then you know the challenges an audit team faces. In addition, a coaching attitude is essential."
A typical outhouse
Geert has more than 20 years' experience in management system audits and has now been active as an adjunct for the Accreditation Council for five years. This year, he enters his second year for NEN. What does such an attendance look like? "Preparing, arriving on time, listening, following along, subtly coaching, taking notes, preparing and conducting the final interview. Then comes the reporting and feedback to NEN."
Empathy
During an attendance, objectivity and empathy are important. "You need to be able to empathise with both the client and the audit team and realise that you may only see a small part of the whole audit." What if an attendance does not go to plan? "If possible, you already give feedback to the team during the audit. Then you see how they deal with it. If no change in behaviour is visible, it comes in the report and the auditor gets the chance to develop his or her competences further. If necessary, we schedule a new attendance with another inmate."
The tutoring process contributes to better audits. "Mainly because of the coaching role of the tutor. This is also evident from feedback from audit teams." And the added value of the attendance report? "That is still an open question. The report has not been used for so long and we are still evaluating its form and impact."
Impact
Does an adjunct's work affect safety in companies? "Frankly, that impact is small. The real impact comes from the company itself and the audit team. They ultimately make the difference. "For auditors preparing to attend, Geert has an important message: "There is a great need for auditors. Sometimes qualifications are awarded too easily within certification processes. This also applies to different industries."
What did Geert himself learn as a bystander? "As an adjunct, you don't know everything. With every audit, you learn something new. And don't judge too quickly, because the day is still long."
Cooperation with certifying bodies (CBs) is fine, although planning can sometimes be a challenge. "Direct contact fortunately helps a lot." And how can the attendance process be further professionalised? "The CI has the biggest role in qualifying and monitoring audit teams. As an inmate, you only see one day of the whole audit, which can be a limitation."
Adjuncts like Geert play an important but often invisible role in the audit process. They ensure that audits are not only conducted but also continuously improved. This makes them indispensable links in the world of certifications.