Last updated on Nov 22, 2024

How do you communicate the results of a supplier audit to your supplier and internal stakeholders?

A supplier audit is a systematic evaluation of a supplier's performance, compliance, and capability to meet your quality standards and expectations. It is a vital tool for supplier quality management, as it helps you identify and address any issues or risks that may affect your product quality, customer satisfaction, or business reputation. But how do you communicate the results of a supplier audit to your supplier and internal stakeholders effectively and constructively? Here are some tips to help you prepare and deliver a clear, concise, and actionable supplier audit report.

1 Define the scope and objectives

Before you conduct a supplier audit, you should define the scope and objectives of the audit, and communicate them to your supplier and internal stakeholders. This will help you set the expectations, criteria, and methods for the audit, and ensure that everyone is on the same page. You should also agree on the format, timeline, and recipients of the audit report, and clarify the roles and responsibilities of the audit team and the supplier.

Add your perspective

Minesh P.

🪄Management Systems Specialist💡Innovative Thinker🤔Highly Self-Aware
Report contribution
First, I prepare a comprehensive audit report summarizing findings, including strengths, weaknesses, and compliance levels. During a follow-up meeting with the supplier, I present the results, focusing on collaborative discussions to address any non-conformances and proposed corrective actions. For internal stakeholders, I provide a summary report highlighting key findings, risks, and recommendations for future supplier engagement. This ensures everyone is aligned on action items and responsibilities. Regular updates and open communication channels foster trust and accountability among all parties involved.

Like
Olga C.

Consultora de Compras | Formadora | Mentora. Soy una apasionada consultora de compras con un enfoque en ayudar a las PYMEs a alcanzar la tranquilidad y rentabilidad que merecen con mi metodología exclusiva 7C.
Report contribution
Communicating the results of a supplier audit to both the supplier and internal stakeholders requires a structured and transparent approach. After conducting the audit, I prepare a detailed report that summarizes the findings, highlighting both strengths and areas needing improvement. This report is then shared in a formal meeting with the supplier, where I present the key insights and encourage an open dialogue to address any concerns or questions they may have. For internal stakeholders, I tailor the communication to their specific interests, ensuring they understand the implications of the audit findings on our operations.

Like

2 Gather and analyze the data

During the audit, you should gather and analyze the data from various sources, such as documents, records, interviews, observations, tests, and surveys. You should use objective evidence and relevant standards or benchmarks to evaluate the supplier's performance, compliance, and capability. You should also document any findings, nonconformities, best practices, or opportunities for improvement that you discover during the audit.

Add your perspective

Chris Mahoney

Strategic Visionary for Operational Excellence - Global Supply Chain - Supplier Performance - Project Management - Process - Data Analysis - Organizational Change
Report contribution
If it is covered in the QMS, there should be objective evidence to support the process is being performed. "Show me" are the only 2 words a good auditor needs to know. Remind the group being audited that you are not auditing them but the process and there likely will be gaps that are areas of improvement and evidence is objective not subjective. If they cannot show it objectively, it is at least an observation.

Like

3 Write the report

After the audit, you should write a report summarizing the data, findings, and conclusions of the audit. The report should be structured, concise, and consistent, and should include an executive summary that highlights the main points, outcomes, and recommendations of the audit. The introduction should describe the scope, objectives, criteria, and methods of the audit. The body should present the data, findings, and analysis of the audit, organized by categories or sections. The conclusion should evaluate the overall performance, compliance, and capability of the supplier and identify any strengths, weaknesses, risks, or gaps. Additionally, a recommendation should provide corrective or preventive actions, improvement plans or follow-up actions for the supplier. Finally, an appendix should contain any supporting documents, evidence or references relevant to the audit.

Add your perspective

4 Review and approve the report

Before you send the report to your supplier and internal stakeholders, you should review and approve it internally. You should check the report for accuracy, completeness, clarity, and consistency, and ensure that it meets the agreed format, timeline, and recipients. You should also involve any relevant internal stakeholders, such as quality managers, procurement managers, or senior executives, in the review and approval process, and solicit their feedback or input.

Add your perspective

5 Deliver and discuss the report

Once you have finalized the report, you should deliver and discuss it with your supplier and internal stakeholders. You should use a professional and respectful tone, and emphasize the positive aspects as well as the negative ones. You should also explain the rationale, evidence, and implications of your findings, conclusions, and recommendations, and answer any questions or concerns that they may have. You should also agree on the next steps, such as corrective or preventive actions, improvement plans, or follow-up audits, and establish a timeline and a communication plan for them.

Add your perspective

Chris Mahoney

Strategic Visionary for Operational Excellence - Global Supply Chain - Supplier Performance - Project Management - Process - Data Analysis - Organizational Change
Report contribution
In my experience, there should be 2 meetings or communications to close the Audit, depending on severity of findings. First, the process of objectively showing compliance to their QMS and supporting processes should be made known up front before the audit begins. The review close out meeting with the group being audited should review findings, both positive and actionable findings or areas of improvement with improvement plan and follow up. Distribute the findings and allow some time for the group being audited to review and plan for improvements to be implemented so a follow up can be agreed and scheduled. Internally, management, quality and supply chain should be involved based on findings and potential risk to assess future business.

Like

6 Monitor and follow up

After you have delivered and discussed the report, you should monitor and follow up on the progress and results of the agreed actions or plans. You should track the implementation, verification, and validation of any corrective or preventive actions, improvement plans, or follow-up audits, and provide feedback or support as needed. You should also document and report any changes, achievements, or challenges that occur during the monitoring and follow-up process, and update your supplier and internal stakeholders accordingly.

Add your perspective

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?

Add your perspective

How do you communicate the results of a supplier audit to your supplier and internal stakeholders?

1

2

3

4

5

6

7

1 Define the scope and objectives

2 Gather and analyze the data

3 Write the report

4 Review and approve the report

5 Deliver and discuss the report

6 Monitor and follow up

7 Here’s what else to consider

Supplier Quality Management

Rate this article

Thanks for your feedback

More articles on Supplier Quality Management

More relevant reading