It’s a situation I’ve seen over and over again. An audit is scheduled, the request comes through, and suddenly the QA team swings into full prep mode. For weeks, they’re pulling records, compiling deviations lists, and double-checking training logs, sometimes tweaking the same documents that barely needed adjusting in the first place. The office becomes a frenzy of papers, post-it notes, and “URGENT” emails that could all but give you a headache just by walking past.
Yes, audits require preparation, and being at your sharpest for audit day is critical. But does prep have to involve spending days or even weeks combing through information, most of which would have been fine to present as-is? Spoiler alert: It doesn’t.
This may ruffle a few feathers, but hear me out. Over-preparing for audits doesn’t make your process better; it just eats up time. QA teams are busy pre-audit doing checks on systems that presumably had already been maintained. Think about it. If the deviation reports, complaints logs, and operational records you're reviewing were generated and reviewed routinely, why are we scrambling to verify them again? Are we double-checking for the sake of accuracy or out of a fear of being unprepared?
I’ve been there myself endlessly printing out records to "be ready" for the auditor, only to realise most of what we prepared wasn’t even asked for. This doesn’t just waste time but also resources. Even in this digital-first world, businesses still print hard copies, wasting both paper and electricity. Trust me when I say, the auditor will gain as much (if not more) confidence in your process by seeing the actual, real-time digital records rather than stacks of papers.
Instead of trying to "look prepared" once an audit is announced, why not aim for a state of being constantly audit-ready? It’s not as daunting as it sounds.
Here’s the thing about auditors (and I say this with love as someone deeply involved in auditing)—what they care about most isn’t whether your documents are neatly laid out and colour coded but whether your processes are effective, reliable, and well-maintained at all times. Constant readiness reflects good quality assurance practices, not just a last-minute show put on for someone looking over your shoulder.
Here’s how you can shift to an always audit-ready culture without overburdening your teams:
Digital repositories are a game-changer. Tools like Google Drive, SharePoint, or even more robust eQMS solutions simplify document organisation and retrieval. Create centralised folders for deviations, training logs, and SOPs and keep them categorised and updated in real time. If you’re using an eQMS and still printing documents for audits, ask yourself why. Many auditors will appreciate the direct access to the original digital source because it feels both transparent and up-to-date.
If you frequently prepare the same sets of data for audits (e.g., complaints logs, deviation summaries), create templated one-pagers or dashboards that auto-update using your digital systems. That way, you’re not re-compiling the same information over and over again. Effort up front; seamless flow thereafter.
Don’t prep far beyond what’s necessary. Auditors request specific documented evidence for a reason. Start by asking yourself (and your team): is this document relevant to the scope of the audit? If it’s not, why scramble to prepare it?
Not showing all your data at once doesn’t mean you’re hiding anything. Often, it’s about structuring how you show evidence to guide the audit’s narrative. For example, a well-summarized report can lead the auditor into a conversation rather than overwhelming them with stacks of unnecessary minutiae.
Now, I get it. This might feel controversial to those steeped in “over-preparing = no surprises” audit culture. For many, the thought of not double-checking everything might feel reckless. But if your team is reviewing, logging, and maintaining your QMS regularly, is there really a need to triple-check the same information just because an audit is scheduled?
Instead, lean on your internal systems. Trust your processes and your team’s ability to maintain compliance as part of regular operations, not an all-hands-on-deck frenzy triggered by an audit request.
With upcoming updates to ISO 9001 in 2026, I wouldn’t be surprised to see a greater push toward sustainable and environmentally conscious auditing practices. Preparing unnecessary records out of habit, wastefully printing revisions, and using additional resources for what could’ve been managed digitally might soon be seen as practices of the past.
My challenge to you is this. For your next internal audit, skip the mountain of prep work. Try preparing digitally. Set a clear scope, focus only on what's relevant, and see what works. I can almost guarantee the flow of information will be smoother, and your team will feel less overwhelmed.
I want to hear from you. Is this approach too bold? Do you think endless preparation is non-negotiable? Share your stories, your wins, your setbacks. The more we talk about this, the more we can find sustainable ways to make audits stress-free and effective for everyone involved.