Smarter Week

How to automate it

How to automate “pull records together for audits (ISO, customer, regulator)”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today.

240 min
typically, once a month
50%
of the time can be automated
Some setup
to set up

Fix 1 of 2

Software featureBest fix

Run NCRs, CAPAs and records through the quality system

A quality management system routes NCRs and CAPAs to the right people with reminders, keeps every record linked and searchable, and makes audit packs and certificates a few clicks instead of days.

Typically saves about 40% of the time8 h to set up
  1. 1Check which quality system your company has (ETQ, MasterControl, Intelex, Qualio or your ERP's quality module).
  2. 2Move your paper or spreadsheet NCR and CAPA forms into it.
  3. 3Set up routing and reminder rules.
  4. 4Build saved searches or reports for each audit standard and for certificates.

Tools: ETQ Reliance · MasterControl · Intelex · Qualio · ERP quality module

Fix 2 of 2

Software feature

Ask your workspace AI instead of searching folders

Microsoft Copilot (formerly Microsoft Copilot), Gemini in Google Workspace, Glean, Notion AI and Slack AI can answer questions from your company's own files, chats and email.

Typically saves about 50% of the time10 min to set up
  1. 1Check whether your company already pays for Copilot, Gemini in Google Workspace, Glean, Notion AI or Slack AI.
  2. 2Ask it the question in plain words, e.g. "What did we quote Acme for the Q3 renewal?"
  3. 3Open the source it cites to confirm.
  4. 4If you have none of these, ask IT. It is often cheaper than the hours lost.

Tools: Microsoft Copilot · Gemini in Google Workspace · Glean · Notion AI · Slack AI

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Quality / QA inspectorPlant / operations manager

HourLeak · the 8-minute work audit

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Other common tasks for Quality / QA inspectors