Audit teaches me a lesson

Recently we had a Quality Audit conducted in our organization in order to become an ISO certified company. This audit was conducted by external auditors. Almost everyone in the organization was aware of the dates well in advance. But when the audit date arrived, there was a sense of panic on every face. Everybody was busy in documents, ensuring that they pass the audit.

The situation reminded me of a story that I had read long back. There was a king who ruled over a very small kingdom. In order to spread the kingdom, he began to spend on arms & men, and soon he had a very powerful army. Once he was confident enough, he started attacking the neighboring kingdoms, and added them to his rule. His kingdom spread far beyond he had thought, and thus was very happy. After few years of conquests, his kingdom touched the sea on all sides, and thus he became the lord of all the kingdoms in the land. His army had no more battle to fight. So the soldiers had lots of free time to heal their wounds & spend time with their family.

Few years later, a neighboring king attacked this king to take the revenge. The king called upon his army. When the soldiers were called upon for another war, they readily accepted the challenge. They put on their armour, went in the battle-field. But the moment their eyes fell upon the enemy, their courage left them. They fled from the battle-field, and lost the battle. The enemy took his share of land from the king. Seeing this, the other neighboring kings too attacked & took away some more land. At the end there was same land left with the king that was before he started his campaign.

Why did the king lost to the same enemies whom he had conquered earlier? The reason is the army was not ready. The soldiers relaxed after all the battles were won & did not practice their skills anymore. This their skills were rusted, their body forgot the art of fighting, and their mind had no courage to face the enemy.

Why I correlate this story to the audit in the organization is because we also undergo the same cycle in our office. We have an internal audit schedule in our organization. That is similar to the continuous war . These audits ensure that we update our documents at regular intervals & the entire process is maintained. If the internal audit is delayed by even a few days, people start relaxing. And when the external audit takes place, people panic as they have forgotten which document is where, and which document has to be updated. Finally everybody wastes precious time going through all the documents, and that makes the entire day full of stress & strain for everybody.

There are a lot of lessons to be learned from this. But the one I would like to mention is that we should do right thing at the right time. If we make this a habit and the amount of time saved by this habit is phenomenal.