Get R.E.A.L.: How to Write Nonconformities That Get Fixed

✨ Get R.E.A.L.: How to Write Nonconformities That Get Fixed

Hey there, audit champs! Ever feel like your nonconformities are as sturdy as a paper towel in a rainstorm? Well, fret no more! We're going to transform those weaklings into rock-solid ninjas of compliance. Buckle up, because we’re about to get R.E.A.L. 💪

The R.E.A.L. Deal: Four Pillars of Unshakable Nonconformities 🧱

Writing nonconformities can sometimes feel like a circus act 🎪. But with the R.E.A.L. framework, you can turn your findings into unshakeable pillars of clarity and action. Let’s break it down:

R: Requirement 📜

The Requirement is your foundation. It needs to be precise and directly quoted from the standard or procedure. No vague summaries or half-baked paraphrasing.

❌ Incorrect Example:

• Requirement: "Have a good document control process."

💭 Why it's incorrect: This statement is vague and subjective. It doesn’t reference a specific standard or clause, leaving room for interpretation and confusion.

✅ Correct Example:

• Requirement: "ISO 9001:2015 Clause 7.5.3 - The organization shall ensure that documented information of external origin determined by the organization to be necessary for the planning and operation of the quality management system is identified as appropriate, and controlled."

💡 Why it's correct: This example precisely quotes the relevant clause from the standard, providing a clear and unambiguous reference point.

E: Evidence 🔍

Evidence is your smoking gun 🔫. It has to be objective and verifiable. Avoid subjective opinions like the plague—stick to the facts.

❌ Incorrect Example:

• Evidence: "I think the maintenance logs are pretty shabby."

💭 Why it's incorrect: This statement is subjective and unclear. It doesn’t provide specific facts or data to support the claim.

✅ Correct Example:

• Evidence: "During the audit of the maintenance department, it was found that the maintenance logs for the forklifts had not been updated for six months, as evidenced by records dated January to June 2024."

💡 Why it's correct: This example provides specific, objective evidence, including a clear timeframe and documented records.

A: Analysis 🧠

The Analysis is where you explain why the evidence shows that the requirement wasn’t met. It’s the glue that holds your nonconformity together 🧲.

❌ Incorrect Example:

• Analysis: "This is bad and needs fixing."

💭 Why it's incorrect: This statement is vague and doesn’t explain the connection between the evidence and the requirement.

✅ Correct Example:

• Analysis: "The outdated maintenance logs indicate noncompliance with the requirement to maintain up-to-date records of equipment maintenance, potentially leading to equipment failure and safety hazards."

💡 Why it's correct: This example clearly explains why the evidence is noncompliant and outlines the potential risks.

L: Link 🔗

The Link connects all your evidence, making it easy for anyone to verify. Attach all relevant documents or URLs so there’s no room for confusion.

❌ Incorrect Example:

• Link: [No link provided]

💭 Why it's incorrect: Without a link, it’s difficult to verify the evidence, making it harder for others to follow up.

✅ Correct Example:

• Link: "Attached are the [maintenance logs](URL to the document) and [interview notes](URL to the document) for reference."

💡 Why it's correct: This example directly links all relevant evidence, making it easy for others to access and verify the information.

Real-World Example Using R.E.A.L. 🌍

To illustrate how to use the R.E.A.L. framework effectively, we expanded on ideas from a video by Christopher Paris 🎥. He’s got a strong forward style, but the advice is solid. Check out his video for more insights: How to Make Your Audit Nonconformities Bulletproof.

Example: Equipment Calibration ⚙️

Requirement:

• "ISO 9001:2015 Clause 7.1.5 - The organization shall determine and provide the resources needed to ensure valid and reliable results when monitoring or measuring is used to verify the conformity of products and services to requirements. This shall include: a) ensuring that the resources provided:

  1. are suitable for the specific type of monitoring and measurement activities being undertaken;

  2. are maintained to ensure their continued fitness for their purpose; b) retaining appropriate documented information as evidence of fitness for purpose of the monitoring and measurement resources."

Evidence:

• "During the audit, it was observed that the calibration certificates for the micrometers were expired by over two years, as evidenced by calibration records dated 2019."

Analysis:

• "The expired calibration certificates indicate that the micrometers may not provide accurate measurements, potentially compromising product quality. This non-compliance with Clause 7.1.5 could result in unreliable measurement results, affecting the conformity of products and services."

Link:

• "Attached are the [calibration records](URL to the document) and [equipment list](URL to the document) for reference."

💡 Why this example is correct:

• The requirement is precisely quoted from the standard, providing clear context.

• The evidence is specific and objective, including detailed records and dates.

• The analysis clearly explains the connection between the evidence and the requirement, outlining potential risks.

• The link provides easy access to all relevant evidence, ensuring transparency and verifiability.

Dodging the Common Pitfalls ⚠️

Writing nonconformities can be a minefield. Here’s how to avoid stepping on a metaphorical landmine:

Quoting Incorrectly or Vaguely 🎯

Always quote the exact requirement. It’s not a guessing game. Think of it as quoting your favorite movie 🎥—get it right, or risk sounding like a confused robot 🤖.

Using Subjective Evidence 💼

Objective evidence is your best friend. Subjective opinions? Not so much. Stick to the cold, hard facts, like a detective solving a mystery.

Ignoring Verbal Testimony 🗣️

Verbal testimonies count! Record the names or titles of people you spoke with. It’s like having a reliable witness in a courtroom drama—credibility is key 🔑.

Lack of Clear Rationale 🌐

Your rationale should be clearer than a cloudless sky ☀️. If your evidence and requirement are the dynamic duo, your rationale is the trusty sidekick, ensuring everything makes sense.

Missing Links 🔗

Always attach all relevant evidence. Think of it as setting up your ninja tools 🥷—everything needs to be within reach and ready for action.

The Perks of Being R.E.A.L. 🏆

Following the R.E.A.L. framework ensures your nonconformities are clear, actionable, and effective. Here’s what you get:

• Clarity: Clear nonconformities are like a GPS 🗺️ for problem-solving—easy to follow and get you where you need to go.

• Consistency: A standardized approach makes everything neat and tidy, like a well-organized sock drawer 🧦.

• Accountability: Everyone knows what’s expected, leaving no room for “I didn’t get it” excuses.

• Effectiveness: Real problems get fixed, leading to continuous improvement and fewer headaches 🤕

Conclusion 🎯

Writing rock-solid nonconformities is your ticket to auditing greatness. Using the R.E.A.L. framework—Requirement, Evidence, Analysis, Link—you ensure your nonconformities are clear, actionable, and effective. Whether you’re an internal or external auditor, these principles will make you more effective and respected in your field.

Remember, auditing isn’t just about pointing out problems—it’s about helping to fix them. So, go forth and audit like a pro!

Happy auditing, and may your nonconformities be ever R.E.A.L.! 🎉