Whether you opt for remote audits during the ongoing COVID-19 outbreak or for other reasons, there is no denying that there are some unique obstacles to overcome. Remote internal audit work may facilitate distractions, unforeseen work schedules, or even a decline in your internal audit team’s productivity. With that in mind, we have gathered some common obstacles with remote auditing below, followed by tips on how to overcome them.
Performing Remote Audits
Remote auditing comes with the challenge of virtual management. From coaching team members virtually to conducting the audits themselves, leaders may find themselves facing these intimidating obstacles to conquer. On the other hand, virtual management also comes with some benefits that smart internal auditors should capitalize on.
The very first step to remote auditing is to acquire and use reliable virtual meeting tools. Among the current most prominent choices are:
- Skype for Business
- GoToMeeting
- Zoom
Such tools will ensure seamless and secure communication, providing the foundation for your remote auditing endeavors. By nature, they do offer distinct perks compared to traditional auditing, for example the ability to record and share meetings with your team, allowing you to bypass the need for evidence of control processes—most often screenshots—since the recording itself provides it. You will still need to tag and store such recordings properly, but that is quite akin to due process already as requests and client-submitted evidence also need appropriate labeling, and such conference tools may even be able to provide some solutions in that area as well.
Virtual environments are fortunately quite suitable for both this aspect of remote auditing and for maintaining visibility into those who perform the control processes. Nonetheless, the COVID-19 outbreak has magnified an issue that already existed in this line of work, namely, that some control owners might be unavailable. It is thus in your best interest to have your main point of contact clarify exactly who you will need to contact for evidence for each control process so that you can adjust your testing plan accordingly. Remote auditing does provide the unique perk of remote availability and flexible schedules, so open communication lines with your client should be highly encouraged.
Obstacles With Remotely Managing the Audit Team
While virtual environments provide some benefits, such as cutting down on travel time and expense and preservation of video evidence, you will still likely face a set of challenges when virtually managing a team. Coaching, training, and overseeing the work of individual team members are all harder without physical proximity to their workspace. Bonding experiences and shared time that organically bring your team together such as coffee breaks, lunch, or happy hours are also practically impossible when working remotely. You will thus need to be more innovative to meet such challenges, using the tools at your disposal in creative ways.
Remote workers may face reduced productivity due to a relative loss of schedule structure and socialization, especially during times of uncertainty, and your remote auditing team is no different. Your virtual tools may not be perfect substitutes, but they can certainly be of use in combating both.
In terms of structure, you may wish to institute brief daily meetings for your team, where team members can share questions, grievances, and priorities. This will provide your team with opportunities to ask for urgent support when faced with emerging challenges, as well as to stay informed on new developments. Such options can help your team maintain a sense of schedule and teamwork obligation when remote work may diminish it due to physical distance. Similarly, such virtual tools can provide central locations for critical documents and assets that your team needs to have access to, which is both vital and productive.
As far as team-building efforts are concerned, there are indeed many options you can explore. While some may seem counterintuitive at a glance, given that they are not all work-related, they can actually help build solidarity within the team with minimal effort and time investments. For example, you can encourage team members to use the same virtual platforms to get to know each other; from introductions to remote movie nights and showcasing one’s personal space, it is always welcome to be able to put a face on a name. You can also encourage team members to engage in friendly competition through trivia games, share their skills through brief presentations, or even arrange one-on-one virtual meetings over coffee. All such activities can help foster friendship within the team and keep its members engaged and productive.
Remote Audit Scope Creep, Communication, and Tone
Lastly, there are notable obstacles with remote auditing that come with the process itself. Namely, potential audit scope creep, a lack of proper communication, and the audit tone itself—all potential obstacles if left unchecked.
To begin with, it is vital to define your audit scope and adhere to it throughout each engagement. An audit may easily be derailed, and a remote audit even more so, which can, in turn, cost you time and money. It is thus a beneficial approach to use the regulatory standards (GDPR, PCI, HIPAA, etc.) your client needs to comply with as the compass of your scope – defining out-of-scope inquiries as grounds for a new project in the process.
Moreover, a lack of proper communication on your part is just as likely to be a deterring factor as your clients’ conduct. Remote communication is more impersonal by definition, so it is in your best interest to try to be approachable and understanding. If you use too much technical language, field-specific jargon, or lesser-known acronyms, the process you are auditing may be intimidated, making your work needlessly harder. Try to use simpler terms whenever possible and try to keep the expertise of staff members you communicate with in mind. This will bolster trust in your work relationship and make remote auditing less of a challenge.
Lastly, it is essential that your audit assessment’s tone remains balanced. Focusing on remediation instead of reprimands, whenever possible, will prevent audit fatigue and help maintain your profile as a provider of support and guidance. Especially given that remote audits lack personal communication, doing so prevents misconceptions over your intentions and ignored findings and guarantees a trusting working relationship.
John Anderson is a freelance relocation and finance writer based in London, England. A novice web designer by hobby, he is working with companies like wpfullcare.com to expand his knowledge base.