Introduction
An internal system audit is a strategic opportunity that goes beyond simple inspection. When properly planned and executed, it doesn’t merely reveal deficiencies but lays the groundwork for improvement, increased efficiency, and digital transformation. Below, we explore how to prepare for such an audit, what to focus on during implementation, and what lessons can be drawn from it.
Preparation
One of the biggest risks of any audit is resistance. Employees often perceive audits as threats, which makes early communication with all stakeholders critically important. It must be made clear that the goal of the audit is not to point fingers, but to optimize operations and foster shared understanding of existing challenges.
In addition to providing information, it’s beneficial to communicate potential outcomes and the measures that may follow – such as process redesigns, digitalization efforts, training sessions, or software deployments. This helps build cooperation and reduces the stress associated with uncertainty.
Implementation – Mapping and Analysis
Visualizing Processes
The first step is to map out data management and workflow processes. A well-structured flowchart supports the auditor’s analysis while also helping employees clearly understand system logic, connection points, and bottlenecks.
Object Tracking
It is especially important to track how different objects – such as raw materials, finished products, receipts, or documents – move through the system. This enables the analysis of lead times, identification of losses, and exploration of opportunities for digital improvements.
Digitalization Level and Relative Maturity
It’s not enough to simply determine whether a process is digital or not. It is advisable to assess the digital maturity of various subprocesses comparatively and highlight inconsistencies. The complete digitalization of one process segment may hinder the operation of another that is still manual – identifying such gaps is essential for planning an effective development sequence.
Key User Interviews
One of the most useful tools during the audit is conducting structured interviews with key users. These discussions can uncover hidden issues the system doesn’t reveal on its own: workarounds, concealed errors, or unnecessary steps. Interviews also strengthen engagement, as employees feel their insights and experience are valued.
Utilization and Capacity
Determining the utilization level of key resources – machines, software modules, and human resources – is vital. It’s common for underutilized modules or overlooked automation opportunities to remain hidden in day-to-day operations. The audit helps bring these to light and can redefine resource allocation strategies.
An internal system audit is not just a technical task; it is also a powerful tool for shaping organizational culture. When carried out properly, it doesn’t just expose problems – it creates opportunities, and these opportunities can be worth their weight in gold in a competitive market.
