A must-have to maximize the impact of internal audits
In today’s dynamic and complex business environments, psychological safety has emerged as a critical factor in determining the success of teams and organizations. Psychological safety refers to a work environment where individuals feel safe expressing their ideas, sharing concerns, and making mistakes without fear of negative consequences.
Psychological safety, in this sense, is also crucial in the context of food safety auditing, as it directly influences the value and impact of the internal audit.
Psychological safety in auditing: A foundation for success
In food safety audits, psychological safety matters on both sides of the table. For auditors, it provides the freedom to ask difficult questions, challenge established practices, and push deeper into potential risks. For auditees, it encourages openness in discussing weaknesses, challenges, and mistakes, which is critical in identifying root causes and implementing effective solutions.
Internal auditors who operate in a psychologically safe environment will conduct a more thorough and objective audit. They are free to ask, “What are we missing?” without hesitation, and auditees are more likely to share critical details that might otherwise remain hidden. This results in more comprehensive audits and a stronger focus on finding and addressing the true food safety risks.
For auditees, feeling safe to admit to gaps or challenges means they work collaboratively with internal auditors to improve systems rather than fearing negative repercussions. This type of partnership helps transform internal audits from being seen as mere compliance exercises into valuable opportunities for learning and growth.
Why organizations fail to provide psychological safety
Despite its apparent benefits, many organizations struggle to provide an environment that supports psychological safety, especially in auditing processes. There are several reasons why this failure persists:
- Fear of blame, punishment, lack of leadership commitment
A significant barrier to psychological safety in organizations is the fear of blame and punishment, particularly in hierarchical environments. Employees, including internal auditors and auditees, are often reluctant to admit mistakes or raise concerns due to fear of negative repercussions. Auditees worry that acknowledging errors during an audit could lead to penalties or reputational damage. At the same time, internal auditors hesitate to ask challenging questions or dig deeper into issues when senior management is involved. This fear-driven culture stifles open communication, turning internal audits into pure compliance checks rather than opportunities to identify and address underlying risks.
The absence of leadership commitment further exacerbates this issue. Leaders prioritizing performance and compliance over open dialogue and learning convey that transparency is not valued. When employees see leaders reacting negatively to feedback or mistakes, they are less likely to engage in honest discussions during internal audits. For psychological
safety to flourish, leadership must set the tone by fostering a culture of openness, admitting their own mistakes, and encouraging input from all levels.
- Focus on short-term compliance over long-term improvement
Many organizations approach internal audits as a way to meet immediate compliance requirements rather than an opportunity for long-term improvement. In such settings, psychological safety often takes a backseat to ensure all boxes are checked and compliance deadlines are met. This short-term focus encourages auditees to focus on presenting their operations as compliant, often at the expense of admitting weaknesses or engaging in conversations about underlying risks. Audits become transactional, with both parties simply going through the motions rather than addressing deep-rooted issues that may affect food safety in the long run.
The opportunity for meaningful improvement is lost when the goal is no more than compliance. Auditors may feel pressured to focus on compliance metrics rather than digging into broader risks or suggesting innovative solutions. Psychological safety is critical to enabling internal auditors and auditees to discuss what matters – whether or not the current processes are sustainable and effective for ensuring food safety in the future. Moving beyond a short-term compliance mindset to embrace long-term improvement requires a culture shift prioritizing open, honest communication.
- Inadequate training in communication and feedback
Even in organizations that value transparency and improvement, ineffective communication skills hinder psychological safety. Internal auditors and auditees lack the tools to engage in constructive conversations, give and receive feedback, or manage disagreements during the audit process. Audit interactions will become tense, defensive, or confrontational without proper training. Auditees feel personally attacked when faced with audit findings, while auditors struggle to present their recommendations in a way that fosters collaboration and understanding.
Effective communication training helps both parties approach internal audits with a problem-solving mindset rather than a fault-finding one. Auditors trained in active listening and constructive feedback are better equipped to create an environment where auditees feel comfortable speaking up about challenges. Similarly, auditees trained to engage in open dialogue without fear of judgment contribute more effectively to identifying solutions. Without these communication tools, psychological safety will not be fully realized, and audits will fall short of their potential to drive meaningful improvements.
Embracing psychological safety for enhanced value
How much more could your food safety internal audits achieve if everyone felt safe speaking up, sharing concerns, and challenging the status quo? Organizations that embrace psychological safety transform their food safety audits from routine checklists into powerful catalysts for innovation, more profound risk identification, and lasting improvements. By fostering an environment of openness and collaboration, they not only ensure compliance but also strengthen the foundation of their food safety processes, driving continuous progress and resilience in an ever-evolving industry.
By Tülay Kahraman
October 15, 2024
