opening and closing conference · pdf filefebruary 2009 cast - opening and closing meetings 3...
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Essilor of America
Audit and Consulting Services
Opening and Closing Conference Strategies
Dallas IIACore Audit Skills TrackFebruary 5, 2008
Chris Desjardins
CAST - Opening and Closing Meetings 2February 2009
IntroductionChris Desjardins Director of Audit and Consulting ServicesEssilor of America
20 + years6 employers4 continents
It’s all about people. - Len Mullen, GSX
CAST - Opening and Closing Meetings 3February 2009
Audit and Consulting ServicesMission Statement
… to provide solution-oriented assurance and advisory services to support stakeholders and executives within North America in the evaluation of business risk, the achievement of operational objectives and the discharge of their stewardship responsibilities to shareholders.
CAST - Opening and Closing Meetings 4February 2009
Opening and Closing Meetings
Professional Standards2200 develop a plan2210 objectives should be established2400 communicate engagement results
Little guidance on meetings.
CAST - Opening and Closing Meetings 5February 2009
Opening and Closing MeetingsTextbook
Auditors use … memoranda for … preliminary communication. … also telephone or visit with auditee management. The internal auditor should discuss conclusions and recommendations … before issuing final reports.… it is essential that auditors establish constructive relationships with other people in the organization. The best way to ensure effective communication is to plan encounters and to be aware of the communication process as these exchanges develop.
INTERNAL AUDITING Principles and Techniques- Ratiff, Wallace, et. al.
CAST - Opening and Closing Meetings 6February 2009
Opening Meeting –Objectives
CAST - Opening and Closing Meetings 7February 2009
Opening Meeting –Objectives
Manage ExpectationsExplain the Audit ProcessObtain Management Buy-inAddress Protocol Items(Follow-up on) Document Requests
Auditors audit every day, auditees get audited only every five years.
CAST - Opening and Closing Meetings 8February 2009
Opening Meeting –Attendees
Process OwnerAll AffectedAuthority FigureSponsor ?? Others
CAST - Opening and Closing Meetings 9February 2009
Opening Meeting –Agenda
Audit Objective and Scope Audit Process Closing Meeting (discuss and schedule)Define Communication LinesRequests for Documents, Resources, Personnel, etc.
CAST - Opening and Closing Meetings 10February 2009
Opening Meeting –Agenda (cont’d)
Auditee EducationAudit ProcessInternal ControlsCorporate PoliciesSarbanes Oxley
Issues and Concerns
CAST - Opening and Closing Meetings 11February 2009
Closing Meeting –Objectives
CAST - Opening and Closing Meetings 12February 2009
Closing Meeting –Objectives
Accomplish ACS MissionAgree on Facts Agreement on RecommendationsObtain Mgt Response and Action Plan Obtain Commitment Facilitate Report ProcessNo surprises
CAST - Opening and Closing Meetings 13February 2009
Closing Meeting –Attendees
Limit NumberDecision Making AuthorityProcess Owner Knowledge of Procedures / SystemsLine ManagersProcedure Writer
Invite the right people. How many is too much ?
CAST - Opening and Closing Meetings 14February 2009
Closing Meeting –Agenda
Introduction of ParticipantsThank YouReporting and Follow-up Process Overall ConclusionFindings Open Items / Next Steps++
CAST - Opening and Closing Meetings 15February 2009
Closing Meeting –Timing
Evening Before / Last Day AM Ample Time for Discussion. Time for Follow-up. Shorter = Better
‘So, when’s your plane?’
CAST - Opening and Closing Meetings 16February 2009
Closing Meeting –Considerations
Rehearse PresentationThink from Auditee’s ViewpointAnticipate Responses
Added Value Recommendations Who Talks and Presents
Exposure for StaffAllows for Escalation
CAST - Opening and Closing Meetings 17February 2009
Closing Meeting –Considerations
Food Donuts and Coffee in AMOver Lunch Prep over Dinner
Discuss / Forward Findings in AdvanceGet Response Ahead Loyalty to Own Management
CAST - Opening and Closing Meetings 18February 2009
Closing Meeting –Considerations
Start with Chit-ChatSeating
We / TheyRound Table
SiteTheirs / Ours / NeutralAway from Distractions
CAST - Opening and Closing Meetings 19February 2009
Closing Meeting –Considerations
Food Donuts and Coffee in AMOver Lunch Prep over Dinner
Discuss / Forward Findings in AdvanceGet Response Ahead Loyalty to Own Management
CAST - Opening and Closing Meetings 20February 2009
Closing Meeting –Considerations
Judicious IntimidationHighlight PositiveDress Code
“When in Rome …Power Clothes FragrancesHygiene
CAST - Opening and Closing Meetings 21February 2009
Closing Meeting –Considerations
Communication MediaPaper – FindingsPaper – ReportPresentationProjectorWeb-Ex Conference
Auditee Input into Recommendations
CAST - Opening and Closing Meetings 22February 2009
Closing Meeting –Considerations
Discuss Risk and ExposureValue in DollarsDefine Population Risk and ConsequenceCost / Benefit
Approach as Sales Meeting Negotiation
CAST - Opening and Closing Meetings 23February 2009
Closing Meeting –Considerations
AuthorityAuditeeAuditor
Order of FindingsFocus on AcceptanceThrowaways Never, EVER Give in on the First Point
Emotional Arguments
CAST - Opening and Closing Meetings 24February 2009
Closing Meeting –Considerations
Know When the Discussion EndsLanguage / Wording
Do Not EmbarrassDo Not Editorialize Precision in Findings
Auditee Signs Off on Findings
CAST - Opening and Closing Meetings 25February 2009
Closing Meeting –Considerations
Encourage Questions / Dialogue Leave No Questions Unasked Take Advantage of Meeting
Auditee Signs Off on Findings +++
CAST - Opening and Closing Meetings 26February 2009
Contact Information
Christian P. DesjardinsDirector - Audit and Consulting ServicesEssilor of America13515 North Stemmons FreewayDallas, Texas 75234972.764.1299