The best way to handle audits is to make them a habit – not anexception. With regular “control weeks,” defined roles, and clearrapid-response routines, deviations are caught early and corrected quickly.Agdir makes the process easier by compiling journal data, inventory, andweather context into audit-ready reports that can be generated in minutes.

“Control Week” as Routine – Not Last-Minute Stress

A “control week” is a scheduled review of documentation, ideallyconducted monthly or quarterly. The goal is to identify gaps and deviationsbefore they become problems during an external audit.

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How to Organize Control Weeks

1. Set Rhythm and Responsibility

• Monthly or quarterly review (15–30 minutes)
• Main responsible person + backup to avoid dependency
• Same     time each cycle (e.g. first Monday of the month)

2. Use a Standardized Checklist

• Journal: Are all activities from the last period documented?
• Inventory:  Does recorded usage match registered withdrawals?
• HSE: Are safety assessments and protective gear followed up?
• Weather context: Was spraying done under proper conditions?
• Batch/Lot: Are plant protection products traceable?

3. Rapid-Response for Deviations

• Missing journal entry: Reconstruct using inventory and weather context
• Inventory discrepancy: Adjust stock and document reason (loss, measurement error, etc.)
• HSE gaps: Log safety measures or equipment retrospectively
• Missing batch info: Trace via inventory history and date

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Role Clarity – Who Does What

• Main Responsible: Generates reports, reviews checklist, documents actions
• Backup: Steps in during absence; equally familiar with the system
• Operators: Receive and address any deviations, learn from mistake patterns
• Advisor (optional): Accesses reports when external quality control is needed

Rapid-Response Procedure

1.          Identify deviation during control week review

2.          Classify severity: critical(KSL-relevant) or internal improvement

3.          Implement corrective action within24 hours for critical, 1 week for others

4.          Document resolution in the control week report

5.          Update procedures to prevent recurrence

Summary

Audits become far less stressful when they’re made routine. A fixed“control week,” clear responsibilities, and a rapid-response process keep your documentation accurate and always audit-ready.

Schedule your first “control week” and assign roles in your team today – so audits become routine, not crisis.

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