12 steps to Compliance Inspection success

  • Published
  • By Master Sgt. Jennifer Holton
  • 82nd Force Support Squadron
SHEPPARD AIR FORCE BASE, Texas --  I was honored this year to augment the Headquarters, Air Education and Training Command Inspector General (IG) inspection team as a Force Support inspector. As the superintendent of the Military Personnel section here at Sheppard, it was a wonderful growth experience to see the varieties of approaches to maintain program compliance based on identical AFI requirements.


Being on the inspection team was a great opportunity to identify what made the difference in program management to bring "Satisfactory" programs to an "Excellent" or "Outstanding" program. Looking back over the course of the entire inspection, these 12 items were evident as the common denominator for success.


1. Drive the inspection: IG inspectors are told to let the individual direct the flow of the inspection, and most do. In order to do this, you must know how you will present your program to the inspector ahead of time. You should be able to present your complete roadmap from start to finish, while hitting the checklist items along the way. If you confront challenges in your job (and who doesn't?), explain how you overcome them. Finish up by summarizing your strongest points and don't forget to highlight your strengths - be proud.


2. Get organized: Once you have outlined your inspection roadmap, gather all the required materials and align the documents you will show against the files you will reference, the websites that will be required, and binders you will go through. Have your co-workers and leadership review your presentation for thoroughness, order and accuracy.


3. Practice, Practice, Practice: Be sure and practice what you will say to the inspector ahead of time. This is the time to match up your roadmap to your references. This is your opportunity to seek feedback and practice how you will articulate your message. Where will the inspector sit/stand? Where you will take them? Find out what works and what doesn't work through dry-runs. It WILL take more than one time. Have coworkers pose as inspectors to rehearse with you, and have them ask tough questions. If you have an alternate to your program they should be prepared as well.


4. Pride in your area: Have a neat, clean, and professional work area. Declutter your desk. This is an indicator of a well run office and will help create a positive first impression. Don't forget the common areas and the paths you plan to guide inspectors through. Also, do not forget to check for hazardous materials and safety items (plugs for fridges, heaters, etc.).


5. Pride in yourself: Your dress and appearance is the first impression and should be "inspection perfect." Take the time to look each other over. That includes from head to toe, sometimes we tend to only review eye level. If you look sharp, you feel sharp and your confidence will be evident. Get a good night's rest the day before your inspection. Eat a good breakfast. Take care of yourself so you are mentally alert. You want to be at the top of your game.


6. Show a proper sense of urgency: React professionally and promptly to every exercise scenario, equivalent to the situation at hand. During the Anti Terrorism Exercises know "why" we are in an increased FPCON level. Know where your emergency exit, assembly point, tornado shelter, and closest fire extinguisher are. Everyone on Sheppard AFB is a player in this inspection to some degree or another, whether directly or by your observed actions while you're walking around base. The IG has eyes everywhere, on and off base, and they'll be watching.


7. Treat inspectors with respect: Be sure and present impeccable customs and courtesies to all inspectors regardless of rank. This includes if you are passing someone in the hallway and they look lost, take the time to escort them to their next location. Showing courtesy in this manner will go a long way in making a favorable impression. Strive to always be polite and courteous, but don't "suck up" to inspectors. Most have been doing this a long time and have seen it all.


8. Be open and receptive: You may not agree with an inspector, but have an open mind. Many times they're anxious to show you how smart they are, let them. If there is a disagreement, discuss it in a non-confrontational manner. If you cannot resolve it at your level, up channel. Do not step into an argument with an inspector. Even if you're right, you lose.


9. Fix things on the spot: Always try to fix things on the spot, if possible. If you can't fix things on the spot, follow-up with the inspector later on and demonstrate how you fixed it, or show him the plan to put a fix in place. Doing this can make the difference between a "Recommended Improvement" or a "Discrepancy." If it is a "Discrepancy", it can make the difference between an "Answerable" or "Closed" discrepancy.


10. Have something good to say about others: Have something good to say about other flights, squadrons, groups and say them without being asked. Show off and brag about your people. Inspectors should see and hear the pride you have in your unit. Never unload your baggage about other units, your leadership or the Air Force in general.


11. Keep the inspection on course: You know your area like no one else. You have outlined and practiced it. Have all documentation laid out ahead of time, binders open and links minimized in the background...ready. If the inspection starts to run off course...redirect, but always be positive in nature and professional about it. Most inspectors will let you provide information later versus causing an awkward moment as you try to locate something. Communicate with the inspectors and do not forget to close the loop. "Ma'am, I just had the appointment letter, would I be able to come back later to readdress it." Always remember to provide it before they depart for the day.


12. It all comes down to ATTITUDE: Everything stated above all goes back to attitude. Remember, in a CI compliance with the applicable directives is important, but the IG also gauges compliance based on you and your attitude. Consequently, the personal impression you make on the inspectors is vital to our success. Greet them with enthusiasm, a hand-shake and a smile. Show passion as you lead them through your area. Remember your customs and courtesies. Never argue. Show a sense of urgency. Be proud, but not overconfident. Let's show them Team Sheppard is the best training base in AETC!