The ISO Show podcast

AI has been integrated into almost every aspect of our lives, from everyday software we use at work, to the algorithms that determine what content is recommended to us at home. While extraordinary in its capabilities, it isn’t infallible and will open up everyone to new and emerging risks. Legislation and regulations are finally catching up to the rapid adoption of this technology, such as the EU AI Act and new Best Practice Standards such as ISO 42001. For those looking to integrate AI in a safe and ethical manner, ISO 42001 may be the answer. Today Rachel Churchman, Technical Director at Blackmores, explains what ISO 42001 is, why you should conduct an ISO 42001 Gap analysis and what’s involved with taking the first step towards ISO 42001 Implementation. You’ll learn · What is ISO 42001? · What are the key principles of ISO 42001? · Why is ISO 42001 Important for companies either using or developing AI? · Why conduct an ISO 42001 Gap Analysis? · What should you be looking at in an ISO 42001 Gap Analysis? Resources · Register for our ISO 42001 Workshop · Isologyhub In this episode, we talk about: [00:30] Join the isologyhub – To get access to a suite of ISO related tools, training and templates. Simply head on over to isologyhub.com to either sign-up or book a demo. [02:05] Episode summary: Rachel Churchman joins Steph to discuss what ISO 42001 is, it’s key principles and the importance of implementing ISO 42001 regardless of if you’re developing AI or simply just utilising it. Rachel will also explain the first step towards implementation – an ISO 42001 Gap Analysis. [02:45] Upcoming ISO 42001 Workshop– We have an upcoming ISO 42001 workshop where you can learn how to complete an AI System Impact Assessment, which is a key tool to help you effectively assess the potential risks and benefits of utilising AI. Rachel Churchman, our Technical Director, will be hosting that workshop on the 5th December at 2pm GMT, but places are limited so make sure you register your place sooner rather than later! [03:20] The impact of AI – AI is everywhere, and has largely outpaced any sort of regulation or legislation up until very recently. These are both needed as AI is like any other technology, and will bring it’s own risks, which is why a best practice Standard for AI Management has been created. If you’d like a more in-depth breakdown of ISO 42001, check out our previous episodes: 166 & 173 [04:30] A brief summary of ISO 42001 – ISO 42001 is an Internationally recognised Standard for developing an Artificial Intelligence Management System. It provides a comprehensive framework for organisations to establish, implement, maintain, and continually improve how they implement and develop or consume AI in their business. It aims to ensure that AI risks are understood and mitigated and that AI systems are developed or deployed in an ethical, secure, and transparent manner, taking a fully risk-based approach to responsible use of AI. Much like other ISO Standards, it follows the High-Level Structure and therefore can be integrated with existing ISO Management systems as many of the core requirements are very similar in nature. [05:45] Why is ISO 42001 important for companies both developing and using AI? – AI is now becoming commonplace in our world, and has been for some time. A good example is the use or Alexa or Siri - both of these are Large Language AI Models that we all use routinely in our lives. But AI is now being introduced in many technologies that we consume in our working lives - all designed to help make us more efficient and effective. Some examples being: · Microsoft 365 Copilot · GitHub Copilot · Google Workspace · Adobe Photoshop · Search Engines i.e. Google Organisations need to be aware of where they're consuming AI in their business as it may have crept in without them being fully aware. Awareness and governance of AI is crucial for several reasons: For companies using AI they need to ensure they have assessed the potential risks of the AI such as unintended consequences and negative societal impacts, or potential commercial data leakage. They also need to ensure that if they are using AI to support decision making, that they have ensured that decisions made or supported by AI systems are fair and unbiased. It's not all about risk - organisations can also use AI to streamlining processes helping to become more efficient and effective, or it could support innovation in ways previously not considered. For companies developing AI, the standard promotes the ethical development and deployment of AI systems, ensuring they are fair, transparent, and accountable. It provides a structured approach to risk assessment and governance associated with AI, such as bias, data privacy breaches, and security vulnerabilities. And for all, using ISO 42001 as the best practice framework, organisations can ensure that their AI initiatives are aligned with ethical principles, legal requirements, and industry best practices. This will ultimately lead to more trustworthy, reliable, and beneficial AI systems for all. [10:00] Clause 7.4 Communication – The organisation shall determine the internal and external communications relevant to the system, and that includes what should be communicated when and to who. [09:00] What are the key principles outlined in ISO 42001? – · Fairness and Non-Discrimination - ensuring AI systems treat all individuals and groups fairly and without bias. · Transparency and Explainability - Making AI systems understandable and accountable by providing clear explanations of their decision-making processes. · Privacy and Security - Protecting personal data and privacy while ensuring the security of AI systems. · Safety and Security - Prioritising the safety and well-being of individuals and the environment by mitigating potential risks associated with AI systems. · Environmental & Social - Considering the impact of AI on the environment and society, promoting sustainable and responsible practices. · Accountability and Human Oversight - Maintaining human control and responsibility for AI systems, ensuring they operate within ethical and legal boundaries. You'll often hear the term 'Human in the loop'. This is vital to ensure that AI is sanity checked by a human to ensure it hasn't hallucinated or result ‘drifted’ in any way. [11:10] Why conduct an ISO 42001 Gap Analysis? What is the main aim? – Any gap analysis is a strategic planning activity to help you understand where you are, where you want to be and how you’re going to get there. The ISO 42001 gap analysis will identify gaps and pinpoint areas where your AI practices need to meet the ISO 42001 requirements. It aims to conduct a systematic review of how your organisation uses or develops AI to then assess your current AI management practices against the requirements of the ISO 42001 standard. This analysis will then help you to identify any "gaps" where your current practices do not fully meet the standard's requirements. It also helps organisations to understand 'what good looks like' in terms of responsible use of AI. It will help you to prioritise improvement areas that may require immediate attention, and those that can be addressed in a phased approach. It will help you to understand and mitigate the risks associated with AI. It will also help you to develop a roadmap for compliance to include plans with clear actions identified that can then be project managed through to completion, and as with all ISO standards it will support and enhance AI Governance. [13:15] Does an ISO 42001 gap analysis differ from gap analysis for other standards? – Ultimately, no. The ISO 42001 gap analysis doesn't differ massively from other ISO standard gap analysis, so anyone who already has an ISO Standard and has been through the gap analysis process will be familiar with it. In terms of likeness, ISO 42001 is similar in nature to ISO 27001 in as much as there is a supporting 'Annex' of controls and objectives that need to be considered by the organisation. Therefore the questions being asked will extend beyond the standard High Level Structure format. Now is probably a good time to note that the Standard itself is very informative and includes additional annex guidance information to include · implementation guidance for the specific AI controls, · an Annex for potential AI-related organisational objectives and risk sources, · and an Annex that provides guidance on use of the AI management system across domains and sectors and integration with other management system standards. [14:55] What should people be looking at in an ISO 42001 gap analysis? – The Gap Analysis will include areas such as looking at the 'Context' of your organisation to better understand what it is that you do, or the issues you are facing internally and externally in relation to AI - both now and in the reasonably foreseeable future, and also how you currently engage with AI in your business. This will help to identify your role in terms of AI. It will also look at all the main areas typically captured within any ISO standard to include leadership and governance, policy, roles and responsibilities, AI Risks and your approach to risk assessment and treatment and AI system impact assessments. It also looks at AI objectives, the support resources you have in place to manage requirements, awareness within your business for AI best practice and use, through to KPI's, internal audit, management review and how you manage and track issues through to completion in your business. The AI specific controls look more in-depth at Policies related to AI, your internal organisation in relation to key roles & responsibilities and reporting of concerns, The resources for AI Systems, how you assess the impacts of AI Systems, The AI system lifecycle (AI Development), Data for AI Systems, Information provided to interested parties of AI Systems, and the use of AI Systems and 3rd party and customer relationships. [18:10] Who should be involved in an ISO 42001 Gap analysis? – An ISO 42001 gap analysis looks at AI from a number of different angles to include organisational governance that includes strategic plans, policies and risk management, through to training and awareness of AI for all staff, through to technical knowledge of how and where AI is either used or potentially developed within the organisation. This means that it is likely that there will need to be multiple roles involved over the duration of a gap Analysis. At Blackmores we always provide a Gap Analysis 'Agenda' that clearly defines what will be covered over the duration of the gap analysis, and who typically could be involved in the different sessions. We find this is the best way to help organisations plan the support needed to answer all the questions required. It's also important to treat the gap analysis as a 'drains up' review, to help get the most benefit out of the gap analysis. This will ensure that all gaps are identified so that a plan can then be devised to support the organisation to bridge these gaps, putting them on the path to AI best practice for their business. If you’d find out more about ISO 42001 implementation, register for our upcoming Workshop on the 5th December 2024. If you’d like to book a demo for the isologyhub , simply contact us and we’d be happy to give you a tour. We’d love to hear your views and comments about the ISO Show, here’s how: ● Share the ISO Show on T witter or Linkedin ● Leave an honest review on iTunes or Soundcloud . Your ratings and reviews really help and we read each one. Subscribe to keep up-to-date with our latest episodes: Stitcher | Spotify | YouTube | iTunes | Soundcloud | Mailing List…

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#198 How communication can make or break your Management System 28:15

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One of the biggest contributors to a stagnating ISO Management System is a failure to communicate. This has certainly been true in our experience with implementing ISO Standards for over 18 years, and as a result, we make sure to highlight awareness and communication as an integral step of the Implementation process. It’s a wasted effort only to have your management system gathering dust in a rarely visited folder on your server. If you want to reap the benefits of ISO implementation, it’s in your best interest to make everyone aware of their role in relation to your management system and its continual improvement. Today Ian Battersby explains what ISO Standards mean by awareness and communication, why they are so integral to a successful management system and how you can effectively communicate your management system. You’ll learn · What does awareness and communication mean in relation to ISO Standards? · Why should you communicate your management system? · The benefits of management system awareness · How can you effectively communicate your ISO management system? Resources · Isologyhub In this episode, we talk about: [00:30] Join the isologyhub – To get access to a suite of ISO related tools, training and templates. Simply head on over to isologyhub.com to either sign-up or book a demo. [02:05] Episode summary: Ian Battersby will be explaining what ISO Standards mean by awareness and communication, and why they are so integral to a successful Management System. [02:30] What is awareness and communication so important?– The success and failure of a management system depends on it’s existence being known and understood within an organisation. Staff have a key part to play, and they need to know their part in the Management System and how it aligns with the organisations direction. [03:20] Extra guidance available for awareness and communication – There is a Standard that accompanies ISO 9001 , called ISO 9004:2018 – Quality of an Organisation: Guidance to achieve sustained success. This is a great companion to any Standard, as it provides general guidance on how to properly embed a management system within your business. It talks at length about people and the need to ensure that they are competent, engaged, empowered and motivated. These are crucial as: Engagement of people enhances the organisations ability to create value for interested parties. Empowerment motivates people to take responsibility for their work and the results of their work. These can be achieved by providing people with necessary information with authority and the freedom to make decisions related to their own work. People should understand the significance and importance of their role, specifically in creating that value to meet and exceed customer expectations. [05:30] What should be communicating according to ISO Standards? – Taking ISO 9001 as the example, because it is the basis for most ISO Standards, it has a specifies the following: 5.2.2 Quality Policy - The policy should be available and maintained as documented information, so must be issued somewhere so that people can see it. But it also, quite importantly, must be communicated, understood and deployed within the organisation. It also needs to be made available to other relevant and trusted parties. 5.3 Organisational roles, responsibilities and authorities - Top management have a responsibility here. They must ensure that responsibilities and authorities for relevant rules are assigned, communicated and understood within the organisation. There’s a lot to consider here as this will also take into account for ensuring processes are delivering expected outputs, the reporting of system performance and improvement and the promotion of customer focus throughout the organisation. 6.2 Objectives - The organisation should establish objectives. These will be targeted at relevant functions, levels and processes and should be communicated to the relevant people affected by those objectives. 7.3 Awareness – Includes the specification that anyone working under the organisations control, so this could include indirect workers, must be aware of your quality policy. Also included is the awareness of objectives and staff’s contribution to the effectiveness of the management system. People aslo have to be aware of the implications of not conforming to the requirements of the management system or standard. [09:30] The implications of not following requirements – You need to consider what happens if someone doesn’t follow a process. For Standards such as ISO 45001 Health & Safety management, following processes could be a matter of someone getting hurt or breaking the law. [10:00] Clause 7.4 Communication – The organisation shall determine the internal and external communications relevant to the system, and that includes what should be communicated when and to who. [10:30] When should you deliver ISO Management System awareness and communication training? – If you’re just starting out on your ISO Implementation journey, it’s crucial to communicate at the outset the importance of the process of achieving certification. The level of awareness will vary depending on people’s roles, i.e: Top Management: Top management must understand the role of the management system in relation to the strategic direction of the organisation as part of context, they must understand what the management system contributes to the overall business outcomes. While top management don't need to know standards inside out, they must be aware and must have understanding of the overall purpose of the standard and the benefits that standard will bring to the organisation. To gauge the level of awareness top management need, ask yourself, would you be happy to let them be interviewed in private by a third-party assessor in regards to all of their responsibilities in relation to the management system? [13:20] General awareness for the workforce– While leadership require a greater level of awareness, there is still a need for general staff to have a certain level of management system awareness. For those on their first implementation journey, you should bring people in from the very beginning, this includes all staff and those working indirectly under your organisation. You will want to make them aware of the following: What is a quality management system? – Define what it is and what it means What’s important about the Standard? – People don’t need to know the intricacies of standard subclauses, so just select important aspects such as the Plan Do Check Act (PDCA) cycle If you’re integrating Standards, what are some common requirements? – If you’re integrating a new standard, what requirements specific to that new standard need to communicated? [15:15] Join the isologyhub and get access to limitless ISO resources – From as little as £99 a month, you can have unlimited access to hundreds of online training courses and achieve certification for completion of courses along the way, which will take you from learner to practitioner to leader in no time. Simply head on over to the isologyhub to sign-up or book a demo. [17:20] General awareness for the workforce continued – You will also need to make sure people are aware of: What do they need to know in relation to certification? – This can include the date you’re working towards, what might be expected of them during an ISO assessment, what does the certification actually mean for the business? Accessing the Management system – How can people find your management system? What documents does it hold? How do you use it? And how does this impact on staff’s day to day activities? Staff’s role in relation to the Management system – How do staff contribute to the management system on a daily basis? How do they contribute to business objectives? How does the management system benefit them? – Your management system will include tools and guidance on how to carry out certain activities. It explains how improvements can be suggested and made and how audits work. Ultimately it provides a structured approach to ensure everyone is singing from the same song sheet. The importance of complying with policies, processes and procedures – including the consequences of not complying with them. Raising issues relating to non-conformity, the effectiveness of the management system and any potential improvements – You can’t have eyes everywhere, and the people working in alignment with your processes can better highlight where something may not be working. This also increases engagement as people will have a real impact on how your business operates. [20:15] Specific standard considerations for communication – The focus of elements of your communication will be tied to the specific ISO Standard you’re implementing. I.e. A Health & Safety management system will include communication of key risks and hazards, how to report safety issues and abiding by Health & Safety law Environmental management systems may include awareness of the need to protect the world we live in, how each person can help lessen their impact on an individual scale ect. [21:00] Other key roles and related communication – There are other key roles within the organisation which will have specific communication requirements. These will be people like operational functional managers with key roles in processes they may be involved in, i.e. sales, design, purchasing, calibration ect. If they've got specific functions in the organisation with respect to the management system, they need to understand them as much as top management needs to know theirs and the general workforce need to know theirs. [21:50] Communicating key changes to the Management system – You need to continually communicate to the workforce when changes occur to the management system. That communication doesn’t stop as soon as you’re certified! For first time implementation, you’ll want to communicate when you’ve achieved certification. [22:30] The importance of communication within a Management System – If people are aware of their role and importance to a management system, they will be more engaged with its operation. This can include reporting on objectives progress during team briefs, raising potential issues and non-conformities or opportunities for improvement, highlighting customer complaints, monitoring number of incidents at work ect All of these contribute to the success of the business and need to be reported on continually. These can turn into lessons learned, which could lead to major system changes where documentation or processes need to be updated and communicated. [24:30] What’s the best way to communicate your ISO management system? – Not all organisations are the same, so there is no right or wrong way to do so. A few suggestions include: · SharePoint · Teams Channel · E-mail / internal newsletters · Bulletins · In-person training · Videos For any of the above you may need to consider how to record who has completed set awareness training. [25:30] A final thought – If an auditor stops and asks a worker about your quality policy, what will that person say to that auditor? We understand that the quality policy must be communicated, but how does each person understand it? Your awareness raising needs to capture methods of ensuring that that happens, which is a tricky task! They do not need to know a Standard verbatim, but they should know the importance of complying with it, what a non-conformity within that system means, and what are the consequences are if they don’t follow the rules. If you’d like to book a demo for the isologyhub , simply contact us and we’d be happy to give you a tour. We’d love to hear your views and comments about the ISO Show, here’s how: ● Share the ISO Show on T witter or Linkedin ● Leave an honest review on iTunes or Soundcloud . Your ratings and reviews really help and we read each one. Subscribe to keep up-to-date with our latest episodes: Stitcher | Spotify | YouTube | iTunes | Soundcloud | Mailing List…

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The Let Them Theory: A Life-Changing Tool That Millions of People Can't Stop Talking About

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