An internal audit is a crucial part of quality management, but a successful audit is more than just checking documents and processes. One of the most important aspects of an audit is asking the right questions. Good questions help you gain deeper insights, better understand processes, and gather valuable information. In this article, I share 10 tips for asking the best questions during your internal audit.

1. Start with a question word

Always ask open-ended questions that start with a question word, such as “who,” “what,” “where,” “when,” “which,” or “how.” This helps you get detailed answers that provide more insight into the process. For example: “How does the reporting process work?” or “What steps do you take to ensure quality?”

2. Be careful with “why”

Although “why” often seems like a logical question word, it can sometimes come across as accusatory. This can make your conversation partner defensive. Instead of “Why do you do it this way?” it is better to ask, “How did you arrive at this way of working?” This question is more neutral and opens the door to an explanation without coming across as accusatory.

3. Don't ask leading questions

Leading questions steer your conversation partner in a certain direction and can unconsciously influence their answer. Avoid questions such as: “Can't you report at 9:00 a.m.?” Instead, you could ask: “Can you explain to me how the reporting time is determined?” This ensures a more open and honest dialogue.

4. Turn closed questions into open questions

Closed questions, which only allow for a yes or no answer, can limit valuable information. Try to turn closed questions into open questions. For example, you can change “Do you always report at 8:00 a.m.?” to “When do you usually report?” This will elicit more detailed answers.

5. Be concise and to the point

Long-winded questions can be confusing and lead to unclear answers. Keep your questions simple and to the point. Instead of: “How do you disinfect the workplace and what equipment do you use?” it is better to ask two shorter questions: “How do you disinfect the workplace?” and “What equipment do you use?” This makes the question clearer and easier to answer.

6. Pay attention to your body language

Your posture and tone can make the conversation go more smoothly. An open posture and a friendly tone create a positive atmosphere, which increases the chance that your conversation partner will feel comfortable and answer candidly.

7. Use the LSD method

The LSD method stands for Listen, Summarize, and Dig Deeper. Listen carefully to the answers, summarize what you have heard, and then ask follow-up questions. This ensures that you understand all the details and that your conversation partner feels heard, which often leads to deeper insights.

8. Don't be afraid of silence

Sometimes silence is more powerful than talking. After a short answer, you can wait a moment. Often, your conversation partner will then continue talking and provide more details. This creates a natural flow in the conversation without putting pressure on the other person.

9. Pay attention to vague terms

If your conversation partner uses vague terms, such as “nice” or “interesting,” ask for clarification. For example, ask, “What exactly do you mean by that?” This helps you better understand the meaning behind the words and prevents miscommunication.

10. Remember: you are assessing the work, not the person!

This is perhaps the most important tip: always focus on the process, not the person doing the work. Be empathetic and remind yourself that you are there to understand the processes, not to judge people. This creates an open and constructive atmosphere during the audit.

Conclusion:

These 10 tips will help you conduct audits much more effectively. By applying these techniques, you will gain deeper insights that can help you to actually improve the processes within your organization. Asking the right questions is essential for obtaining valuable information and can make the difference between a superficial audit and an in-depth, results-oriented audit.

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