Closing Meeting
結束會議
Upon the conclusion of the assessment, please conduct a Closing Meeting with factory management. Auditors should ensure their belongings are packed and ready to go before the meeting begins and provide all parties present with a copy of the findings or Assessment Summary Report (ASR). The discussion should occur in the following order:
? Review positive comments first
? Review findings and corrective actions and allow management to comment if theywish.
? Have the supplier and auditors sign the Assessment Summary Report
? Review the corrective action follow-up plan with management
? Re-emphasize the confidentially of the factory audit results
? Thank management for their time and ensure they have your business card
The auditor will disclose the findings discovered during the assessment process and its importance in relation to local legal requirements or the ability to demonstrate compliance. When addressing findings, the corresponding local and/or federal regulations should be referenced and communicated to the facility representative.
Debriefing Demeanor
During the closing conference, the auditor should:
? Avoid surprises; ensure that the facility is aware of findings throughout the process.
? Begin with positive comments about the facility followed by a review of the key findings /w areas needing improvement.
? Maintain a professional tone and good posture to reinforce the high level of importance TCCC places on the assessment and its relationship with the facility.
? Maintain eye contact with plant management to encourage management’s full attention
? Remember the sensitive and confidential nature of information obtained during the assessment process and assure plant management that confidentiality will be maintained (e.g. employee interview notes will be immediately destroyed; assessment results and the corrective action plan will be shared exclusively with TCCC).
? Explain corrective actions that must occur immediately (e.g. unlock emergency exits).
? Verify that facility management comprehends all findings, necessary corrective actions, and deadlines for corrective action to occur.
? Review the necessary corrective actions and agree on timeframes for each action.
? Demonstrate courteousness and patience by taking time to address any questions or concerns facility management may have.
? Represent TCCC by reflecting the company’s spirit of cooperation with its business partners.
? Remember that an auditor’s primary function is to assist TCCC in promoting compliance and work with the facility to meet compliance.
? Thank facility management for their time and provide a business card in case they have additional questions or comments.