We have already written about the importance of regularity and system approach to the operational audit, for example, in the article "Why audits don't work?". In other words, it is necessary to use both short-term and long-term inspections planning, control their execution, to analyze the results in order to get information about the dynamics of the "narrow" business process. At first glance, it's not that hard. It might not be so.
Setting tasks also requires time and attention
Imagine yourself as the regional manager of a large retail chain. You've got a couple dozen stores under your command that need to be controlled in different ways. In such a case, it is not surprising to forget about the need to schedule a regular audit, especially if a number of stores have an individual schedule. Secondly, there is a great risk of making a significant mistake that will affect the quality of the result and the elimination of which will again require time and resources.
Nevertheless, even if the regional manager remembers everything, the process of appointing audits takes up a part of his working time, which he could devote to more important matters than the routine task setting.
Let the audits be appointed automatically
Recently, MD Audit introduced a handy feature of assigning audits to managers automatically according to a rule you specify once, which can be used to edit the settings you have made when necessary. This function is called "Checks generation" and is located in the "Checklist constructor" section.
The function allows you to automatically create audits for store managers according to certain rules. You can:
schedule an individual audit for each of the existing system facilities;
set the period during which the audits will be created automatically, or do not set the end date of generation, so that the audits are planned indefinitely;
establish the audit frequency (daily, weekly on certain days of the week, monthly on every N-th or last day of the month).
Generation rule management
By default, generation rule management, like other system settings, is only available to the system administrator. That is, the regional manager will not be able to "generate checks" on his own.
If a regional manager sees the need for this function, he needs to contact the system administrator and describe his needs, who, in turn, will either set up the necessary generation rule or grant access rights for configuration.
This restriction is a recommendation and each company can individually regulate the access of employees to the administrator's functions.
Who would benefit from "Checks generation"
The main task, which is solved by the automatic audit generation function, is to optimize the work and save managers' working time. Obviously, the greatest benefit from it will be gained by employees involved in the direct management of retail facilities, groups of facilities, clusters and regions. However, there is another use.
When managers do not pay due attention to employees and lose control, the staff gradually loses vigilance, the quality of work is reduced. Conversely, if an employee sees that the results of his activities are always in the field of view of the manager, he is disciplined and in good shape. With the help of the audit generation, no store manager will be left "without attention". Thus, albeit indirectly, this function will encourage staff to improve their performance.