You are working three time horizons at once.
What is due this week, what the audit will ask about next year, and what went wrong last month and still is not closed. Most of the evidence you need for all three is sitting in somebody else's inbox, and the chasing is the job.
A failed review question becomes a plan, a task and a record without retyping.Evidence attaches to the obligation it satisfies at the moment it is produced.
Not gathered again six weeks before an audit
The reality
You are the only person for whom compliance is the job.
Everyone else in the organisation has compliance as a thing they do alongside delivering training. That is not a criticism, it is the structure — and it means every piece of evidence you need has to be requested from somebody whose priority it is not. You spend more of your week on follow-up than on judgement, which is the wrong way round.
The second problem is that the work has no memory. A finding raised eighteen months ago and a finding raised last week look identical in a document, so a recurring problem reads as a new one and gets a first-time answer.
The closed loop
The finding becomes the work, without you in the middle of it.
Answer a review question No and the rectification plan drafts itself, pre-filled with the obligation, the finding and the actions it mandates. Each action carries an owner and a due date, and becomes a task on the board that person already works from.
If the register has seen this obligation fail before, the plan says so. The finding is tagged Recurring and the header counts how many of the plan's items are repeats — a recurring finding is a different conversation, and you should not have to remember that it is one.
- The improvement entry is raised at the same time, not in December
- Closing an action requires an account of what was done, never edited afterwards
The schedule
Review activities across the year, not one enormous exercise.
Plan compliance review activities across the calendar, each covering a defined set of obligations, each with an owner. Checklists are built from seeded question templates, so you are not writing the questions from scratch every time.
Gap analysis is recomputed every time you open it. Each finding marked non-compliant appears with its severity, its owning standard and the earliest outstanding rectification due date, sorted by severity and then by days overdue — so the list is a queue rather than a report.
- Seeded question templates
- Gap analysis
- The non-compliance report
Where this connects
For CEOs and directors
Your name is on the registration, so you need warning rather than a report.
Read moreFor training managers
Strategies that have to survive scrutiny from the regulator and from industry.
Read moreFor trainers and assessors
You are the reason the system exists, and the one buried in its paperwork.
Read more
Find out what your last audit would have looked like with a system behind it.
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