Well structured and swiftly executed management review will bring measurable benefits to the business. Follow the best practices described in this post, and soon you will get the entire company raising to the next level of excellence.

Management review…

…is an opportunity

…is a state of the business

…is an integral part of the strategic, operational planning

Management review…

…is not about clauses and paragraphs in the standard

…is not a tick box exercise to satisfy audit requirements

…is not a mandatory two hours meeting that managers are forced to attend

 

Take an opportunity to turn a senseless management review into a strong business initiative.

 

In this post, You will read about two best practices to make productive management review meeting.

• How to structure the management review meeting?
• How to document management review meeting?

You can download a FREE copy of the ISO 9001 Management Review template from the PREMIUM LIBRARY.

The best structure of the management review meeting

The most proven format is provided by the ISO 9001 standard and it looks like this:

1. Actions from previous management reviews
2. Changes in external and internal issues
3. Performance and effectiveness on the QMS
4. Resources
5. Risks and opportunities
6. Opportunities for improvement
7. Decisions and actions

There will be voices criticising the old format but to be fair if you stick to all points you will cover an awful lot.  Let me give you some idea of how you can approach it.

Actions from previous management reviews

Present status of actions agreed during last management review meeting. Have they been completed? When? By whom? If certain actions are still pending (or cancelled) provide rectification plan that includes timescale and resource allocation.

Changes in external and internal issues

Please refer to the list of internal & external issues from your QMS. Prepare handouts for participants or be ready to display them on the screen. If any of the issues have changed, make relevant comments. External and internal issues are often discussed by the team during the management review. Take minutes if necessary and include any decisions on the “new decisions and actions” slide.

Performance and effectiveness on the QMS

You have to be factual when it comes to discussing Quality Management System. Stick to the main points and present relevant data. Focus on top level figures and leave details as backup information if needed.

Resources

Discuss the overall resource level in the company. This part of the meeting should be prepared upfront with the HR. Are there any recruitment activities? In case of resource issues, how are these addressed? Is competence level of staff satisfactory? Once again remember to focus on the critical aspects of the resource in the company.

Risks and opportunities

Refer to the list of risks and opportunities in the QMS. The meeting aims to review the effectiveness of actions taken to address them.

Opportunities for improvement

Make a list of any relevant continuous improvement projects and present to the team. Management review is an excellent opportunity to discuss them and to agree on actions.

Decisions and actions

This is the most crucial point in the management review meeting agenda. The meeting can only be beneficial if it ends with an action plan. Make a list with the team. Agree on specific goals and the timescale. Always get a commitment from managers and write their names against each agreed action.

You will stop taking minutes and start using “live” document to facilitate the meeting and sign off the actions.

The most common practice I have witnessed is to document the meeting and the report separately. From the practical point of view, it’s doesn’t make much sense. When the meeting is concluded it is the facilitator’s job to produce the report. Sounds familiar, doesn’t it? Now, there is a better way to approach it.

Use one document to facilitate the management review meeting and report the outcome.

The entire structure of a good management review meeting can be shared in the presentation format. Powerpoint (or alternative software) works best for two reasons:

• You can use one document during the session
• It is easy to follow by participants
• Space limits you so only key information can go in the screed

This document should act as a framework for the meeting. Keep it “live” so key outputs from the review can be added immediately during the discussion. Remember that the report doesn’t have to be wordy. It has to be factual and includes an action plan.

You can distribute the management review report immediately after the meeting!

 

Download Your FREE copy of the ISO 9001 Management Review template from the PREMIUM LIBRARY.